Following up a request
See who has already signed, send a reminder, cancel a request and download the signed PDF.
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After sending, you follow a signing request on its detail page: who has already signed, whose turn it is and what you can still do. This is also where you send a reminder, cancel a request and download the signed PDF.
Before you start:
- Anyone can view. Reminding, canceling, setting back and sending to the tablet require the Manage signature requests permission. Without that permission, those buttons are greyed out.
- The request must have been sent. A Draft is edited in the editor, see Requesting signatures.
Opening the request
Open AdministrationSignatures. For each request, the list shows the Title, Customer, Status, how many have already Signed, when it was Created and until when signing is allowed (Sign before). Search by title or customer name, or filter with Status on, for example, only the requests still in progress. Click a request to open it.
The same requests are also on the customer, on the Documents tab under Signature requests.
The detail page
On the left you see the request's details, the signers in order and the History. On the right is the document, with the signatures that have already been placed. At the top it says who the request is waiting for, for example Waiting for Marc Janssens to sign.
For each signer you see whether they still have to wait (Waiting), have received the link (Link sent), have Signed or Declined, with the time. The page refreshes by itself when someone signs.
Before and after: from In progress to Completed
This is what the same kind of request looks like while signing and afterwards. First it is In progress: the tenant has signed and the guarantor's turn is next.
As soon as the last signer has signed, it is Completed. All signatures are in the document, the history has been extended and at the top is the button to download the signed PDF.
Sending a reminder
For a signer whose turn it is, click Send reminder. That person receives the same link again, and Tillor reports The link was sent again. The link from the first message keeps working too. The button is not shown for staff members, who sign in Tillor, nor for signers who still have to wait.
Tillor also sends reminders itself. A signer whose turn it is gets a reminder after the number of days you set under Reminder after (3 by default), counted from the first message or the previous reminder. This happens at most 2 times per signer, and during Tillor's daily check. A reminder can therefore arrive up to a day later than the number of days you set.
Having someone sign on the tablet
If the signer is at the desk, click Sign on tablet for that person. How that works and why the button is sometimes missing is covered in On the tablet at reception.
Signing yourself as a staff member
If a colleague or you yourself are next, that person receives a message with a link to Tillor. The detail page then shows the Sign now button.
Canceling a request
Click Cancel request and confirm. The signing links then stop working and signatures that have already been placed are not used. If you want to continue after all, click Keep.
Canceling is only possible while the request is In progress. A completed, declined or expired request is final.
Back to editing
If nobody has signed yet, or only you, the detail page shows Back to editing. The request becomes a draft again, links that were sent stop working and everyone signs again after sending. If someone else has already signed, the button is missing. Cancel the request then and make a new one.
What happens next?
- Someone signs: the signer gets the status Signed and the next one receives the link. The page refreshes by itself.
- Everyone has signed: you briefly see Everyone signed. The signed PDF is being prepared. The request becomes Completed. The signed PDF appears as [title] (signed) in the customer's Documents, with the same document type as the original PDF. If that had no type, it gets the type Signed agreement. Each signer receives a copy.
- Someone declines: the request stops with the status Declined. Whoever created the request gets a notification and the other signers are no longer asked. The reason is shown with the signer, if one was entered.
- You cancel: the request gets the status Canceled and the links stop working.
- The deadline has passed: after the day under Sign before, nobody can sign any more. Tillor sets the request to Expired during the daily check. Until that check, the detail page shows that the deadline has passed. If you still want someone to sign, make a new request.
The signed PDF
On the detail page, you download the PDF with Download signed PDF, below the history. The Timestamp is also there, see Evidence and validity.
By email, the PDF is attached to the message to the signer. If that does not work, there is a button to download it. Someone with only a phone number receives a text message with a link.
The signed PDF and the original PDF are the evidence of the signing. You therefore cannot delete them, only archive them.
History and events
Under History is every step with time and who did it: created, sent, link sent, page opened, code sent, wrong code, signed, declined, set back, canceled, expired and completed. The same line is on the customer's Events tab and in the activity log.