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Secure Sign Overview

  • Updated

Once you have set up the Secure Sign integration, we can upload, create, generate, and initiate the signing of a form. Below is a step-by-step guide using a Secure Sign form or a Vault cloud letter template.

Before using the integration, please ensure you have uploaded and set up your desired forms as outlined in the Secure Sign Setup & Integration article.

Contents:

Step by step

How to use a Secure Sign template

  • Navigate to an example property
    • Click into the Other tab > Secure Sign
    • Click Create New Form

  • First, select who you are sending the document on behalf of

Note: You can only send on behalf of someone else if you are a Vault System Administrator and a Branch or Company Administrator in Secure Sign.

  • Once you've selected a template, you can assign the required signers—this may include owners, purchasers, staff members, or any existing Vault contacts. If multiple signers are involved, you can also configure signing groups to control the order in which each party signs the document

  • Next, choose whether to include any additional files or documents in the Secure Sign Packet. These can be sourced from the Filing Cabinet or eMarketing Storage

  • You can then preview the complete document before sending. Otherwise, simply click Send to Secure Sign to proceed

  • Once sent, click View Secure Sign Forms
  • This will navigate you back into Secure Sign within Vault, where we can click Initiate Signing to start the signing process

You should receive email notifications on the signing progress and when the document has been fully executed. If Agora Gateway is activated, fully executed (Signed) documents will also trigger a notification in the Agora Gateway Widget within Vault.

How to use a Vault cloud letter template

  • Navigate to an example property
    • Click on the Letters tab
    • Find your desired document to generate

  • Once generated, save the document to the Filing Cabinet

  • Once saved, we can then send the document to Secure Sign. This can be done by navigating into the property's Filing Cabinet
    • Find the generated document
    • Click into the document > Click Send to Secure Sign

    • We can then select who you are sending the document on behalf of

    Note: You can only send on behalf of someone else if you are a Vault System Administrator and a Branch or Company Administrator in Secure Sign.

    • Select an Overlay if required. Please refer to How to Set Up and Apply an Overlay in the section below for guidance

    • Assign the required signers—this may include owners, purchasers, staff members, or any existing Vault contacts. If multiple signers are involved, you can also configure signing groups to control the order in which each party signs the document

    • Next, choose whether to include any additional files or documents in the Secure Sign Packet. These can be sourced from the Filing Cabinet or eMarketing Storage

    • You can then preview the complete document before sending. Otherwise, simply click Send to Secure Sign to proceed

  • Once sent, click View Secure Sign Forms
  • This will navigate you into Secure Sign within Vault, where we can click Initiate Signing to start the signing process

You will receive email notifications throughout the signing process and once the document has been fully executed. If Agora Gateway is activated, a notification will also appear in the Agora Gateway Widget within Vault when the document is fully signed. A copy of the executed document, along with the Certificate of Completion, will automatically be saved in the property's Filing Cabinet.

Additional information

We provide the following options on an agreement that has been initiated: 

  • Archive/Delete - This can be used to delete an initiated agreement if no longer needed
  • Reverse Back to "Pending" - This will reverse an "In Progress" form back to Pending to allow you to re-initiate the signing
  • Signing Link - This will directly open up the document in Secure Sign to review progress
  • View Form - This will open up the preview of the document

If Agora Gateway is activated, fully executed (Signed) documents will also trigger a notification in the Agora Gateway Widget within Vault.

A copy of the fully executed document, along with the certificate of completion, will automatically be saved in the property's filing cabinet. The Property—Listing: Filing Cabinet knowledge article provides more information on the filing cabinet.

How to set up and apply an overlay (Predefined templates)

Overlays allow you to apply a predefined template to documents stored in your Filing Cabinet. This is particularly useful for documents that have been uploaded or pulled back into the Filing Cabinet but still require signatures.

  • Create and Upload the Overlay Template
    In Secure Sign, go to Document Templates and click Upload Document Template.

  • Organise the Overlay Template
    Create a new folder named "Overlay" or "Overlays", and upload your overlay template document into this folder (This is required for it to populate in Vault)

  • Edit the Overlay Template
    After uploading, you can modify the overlay template by adding fields such as signatures, initials, and other required input fields. These fields will overlay the document when generated in Vault

  • Applying the Overlay
    Once your overlay template is created, you can select it when sending a Filing Cabinet document to Secure Sign. This step is part of the How to Use a Vault Cloud Letter Template process

Secure Sign Trust Reconciliation Statement Integration 

As part of the Secure Sign Integration, we offer the ability to send your Trust reconciliation statement for digital signing. This feature is available if you are utilising the sales trust within your Vault account.

  • Navigate to Financials > Trust Reconciliation 
  • Once you have reconciled, you will now have the following additional option to send the trust reconciliation statement for signing

  • Click Send to Secure Sign and select the signer

  • The selected user will then receive the document by email to digitally sign
  • Once executed, the signed trust reconciliation and certificate of completion will be stored within Past Reconciliations (Month End)

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