1. What the "Sign with FP Sign" Feature Does

  • Access Conditions:
    This feature is only available to those DMS users who are specified in the system settings as FP Sign users.

  • How It Works:

    1. The user selects the Sign with FP Sign option (e.g., from the document actions menu).
    2. An external FP Sign interface opens in a new window with the PDF document already uploaded.
    3. The signing fields can be automatically prefilled with data from the user who is associated with FP Sign in the DMS settings.
    4. The user (and, if necessary, external recipients) complete the signing process.

2. Signing Process and File Upload

  1. Signing Duration:

    • The signing process can take a considerable amount of time if other parties also need to sign.

  2. Uploading the Signed Document:

    • After all required signatures are completed, FP Sign returns the signed document to DMS.
    • The signed document is automatically uploaded to the current case from which the signature process was initiated.
    • The file name will include the FP-SIGN prefix, indicating it has gone through the FP Sign process.

  3. Audit Report Upload:

    • Along with the signed file, an Audit Report related to the signing operation is uploaded to the same case.
    • This file also receives the FP-SIGN prefix and the .report.pdf suffix (for example, 'FP-SIGN documentName.report.pdf').
    • The Audit Report tracks the entire signing chain, participants, and key metadata of the signing process.

3. Recommendations and Important Notes

  1. Ensure Correct Settings:

    • DMS administrators must designate specific users as FP Sign users in the system settings.
    • Without these settings, the Sign with FP Sign option is not available.

  2. Monitor Signing Status:

    • If external parties are involved, signing will not finish immediately.
    • The document and Audit Report appear in the case only after all parties have signed.

  3. File Naming:

    • The FP-SIGN prefix simplifies locating already signed documents in a case.
    • The .report.pdf suffix in the audit file name helps distinguish it from the main signed document.
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