Using E-signatures with Word Forms

Use case

You can use e-signatures with custom Word forms in Provet Cloud to collect client signatures electronically, reducing the need for printed documents.

Instructions

1. Add a Form

Add a form of your choice.
Edit the form if needed. Ensure the form has a [[signature]] field to the form. Select Save.
Optionally, you can select Lock this form button to prevent further editing.

2. Create the E-signature Request

On the form page, select the E-signature button.
In the Request an electronic signature dialogue, choose how to deliver the request. In this article, we will use the email option.
- To send the request to the client's own device:
  - Select the client´s email address under Send email to address or the client´s telephone number under Send SMS to number. In this article, we will use the email option.
- To use a clinic device:
  - Select Generate PIN code under Use the clinic’s device. Make sure the clinic device is open to the PIN login URL shown in the dialog. For more information about PIN code login options, see Using E-signatures with Clinic Devices (PIN code login mode).
  - Tip: Bookmark the PIN login URL in the device browser. The URL stays the same for all requests.
Optionally, edit the message and adjust the Signature request validity time (minutes) if needed. The default is 1440 minutes (24 hours).
Select Save to create the request.

3. Process the Request and Wait for the Customer to Sign

Processing window

A new dialogue will open, showing the request status and the option to cancel it if needed. Once the request is generated and sent to the customer, they should be able to sign it from their device. You can close the dialogue in case the customer is not signing it immediately.

Customer actions

Once the customer receives the message, they can start the signature process by opening the link within the message.
They will be presented with the preview of the document and the option to either "Decline" it or "Sign the document". They can also change the language from the top right or clear the signature area if needed.
Once they select the Sign document button, they will be directed to the signature screen. They should write the signature into the appropriate box with either touch or a conventional computer mouse.
Finally, the customer must select the Use signature button to finalise the process. A confirmation dialogue opens and the customer must select Confirm signature. After the signature is successfully given, the customer-side actions are completed, and they can close the page. The customer also receives a PDF copy to their email.

After a successful signature

Once the signature is successfully received, the form is marked appropriately using a green message next to the form options you can see when opening it and no further actions are needed. You can also download the signed document using the Download button. The customer also receives a PDF copy to their email.