Digital Signature Frequently Asked Questions Creating a digital signature account How do I create an account? As a manager, can I create my teams Digital signature accounts? Sending contracts How do I send a contract? Can I use Digital Signature to send any type / value of contract? Can I send several documents to the customer? Can I send a contract that requires more than one customer? (E.g. a partnership) Can I personalise the email message, which the customer receives? Can the customer amend the contract? What can I tell the customer about the legality of e-signatures if I’m asked? What if the customer doesn’t have an email address? What if the customer doesn’t have a Digital Signature account? What if the customer has not received the document? Receiving signed contracts How do I know when the customer has signed the contract? Does the customer et a copy of the signed contract? Where is the signed contract stored? Document management Where can I find a copy of the contract? Can I confirm that a document has been sent? Account management How do I share my Digital Signature account? How do I view my digital signature account? As a manager, how do I view my team’s Digital Signature account? Creating a Digital Signature Account How do I create an account? o o o o o o Go to https://bt.echosign.com Click on “Click here to register” under Don’t Have an eSignature Account Enter your email address and name Enter a password of your choice Click [I accept, Create my Account] Check your e mail inbox for a ‘Please Verify’ email and click the link As a manager, can I create my team’s Digital Signature accounts? If your account has been set up with a manager’s profile you can: o o o o o Go to the PROFILE tab Add the e-mail address of the person for whom you are creating the account Check “View Their Agreements” to see their agreements in your account Click [Create User] An e-mail will be sent to the address entered. The user will activate their account. Sending Contracts How do I send a contract? The customer should be sent an unsigned contract which: o o o o o o o Is the correct contract for the goods / service the customer is buying. Attaches all relevant contract documents e.g. if the contract consists of more than one document, schedules, finance provisions etc. Is the FINAL AGREED version of the contract if changes have been made to the (standard) terms and conditions. Go to the Send tab Input customer’s email address* Attach document requiring a signature Select whether the document should be signed with an instant e-signature or by fax. Click [Send] *If there is more than one customer signatory ensure that the e-mail addresses of all named signatories are entered into the “To” field within the SEND tab of Digital Signature. Can I use Digital Signature to send any type / value of contract? Digital Signature can be used for contracts up to a Sales Order Value of £20k*. It is recommended that any contract of higher than £20k should be signed face to face as this should be an "event" for any customer within the BT Business community. (*Calculated by any outright sales charges and connection charges added to any recurring charges for the first 12 months of the contract) Examples of documents / contracts which can be sent via Digital Signature include: o o o o o AX forms BTNet / Private Circuit contracts Discount Packages Master Agreements Mobile Selector Contracts Please note: o o This is a non-exhaustive list. Currently Direct Debit mandate and Leases can not be sent using Digital Signature. Can I send several documents to the customer? Yes, once you have attached the first document an additional question “Attach another file?” will be shown. Click this link to attach an additional document and repeat as necessary. eSignature will combine them to create one PDF file for the customer to sign. Note: The customer will only have the option to e-sign the whole PDF document i.e., all contracts. If there is a possibility that the customer may only wish to sign one of the contracts immediately, consideration should be given to sending separate documents. Can I send a contract that requires more than one customer e.g. a Partnership? Yes. Just add as many recipients’ e-mail addresses as you want to the "To" line on SEND. Each party on the To line will get their own copy to sign. Each copy will show up on your Agreements tab as a separate agreement. Can I personalise the e-mail message, which the customer receives? Yes, when you send a document there is an opportunity to overwrite, or add to the pre-populated message text “Please sign the attached document”. Can the customer amend the contract? No, the contract is sent as a PDF file. What can I tell the customer if am asked about the legality of e-signatures? BT cannot give legal advice to customers per se, and they should be told to seek their own legal advice on this point, however BT can say that it is BT’s position that esignatures are accepted by BT as legally binding which is why BT is using them. What if the customer doesn’t have an e-mail address? In the unlikely event that the customer doesn’t have an e-mail address you will be unable to use Digital Signature. Does the customer need a Digital Signature account? The customer doesn't need to have an account with eSignature in order to sign your documents. What if the customer has not received the document? o Ask the customer to check their junk filter to confirm the document was not flagged as spam. To avoid this issue going forward, ask them to add [email protected] to their white list. o Go to the MANAGE tab and send a Reminder. This will resend the document to the customer Receiving Signed Contracts How do I know when the customer has signed the contract? Once the document is signed it is returned as a PDF via email to all parties to the transaction. A backup copy is also placed in your Digital Signature account. Does the customer get a copy of the signed contact? Yes, the customer receives a copy of the signed contract as a PDF via email. Where is the signed contract stored? All signed contracts must be stored as an attachment against the opportunity on eVolve / OneView. Document Management Where can I find a copy of the contract? o o Go to the Manage tab Search for the document using the drop down menus and box Note: the contract will only be stored within your eSignature account for a limited period. Copies of all signed contracts must be attached against the opportunity on eVolve / OneView. Can I confirm that a document has been sent? eSignature offers two ways to confirm your document was sent for signature: o o Check your in box for an e-mail titled”[Document Name] has been sent for signature” On the Manage tab, highlight the document and check to see if a thumbnail of the document is visible 3. Click the grey History tab and see if the document was sent. Account Management How do I share my Digital Signature account? o o o o Log into your account and go to the Profile tab Add email address i.e. manager’s Click [Share] An email will be sent to the address entered, which needs to be accepted. How do I view my Digital Signature account? View what’s out for signature, what’s been signed, by who and when As a manager how do I view my team’s Digital Signature accounts? If your account has been set up with a manager’s profile you can: o o Go to the Manage tab: Select “Filter by Document Owner” and chose the agent whose contracts you wish to view.