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May 29, 2024

eSign Remote Setup



This article will go over how to set up eSign Remote as well as how to set up basic information within Point of Rental. eSign Remote allows you to send documents electronically that require a signature from your customers. The eSign module will need to be configured before use. For more information on eSign, please contact our Sales team for more information.

 

Topics included in this article

 

Getting eSign API and Username

To connect your Point of Rental software to start using eSign you will need the API Key as well as the username that is associated with the account.
 

  1. Go to rentalesign.com. Please note that this might be different depending on your region.

  2. Go to Configuration > Company Details. Here, you will find your username and API Key.
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eSign Setup in Point of Rental

 

Here's how to get there

Expert: Program Menu > Configuration > Reports and Notification > System Email Setup > eSign Setup
Elite: Configuration Gear > Legacy (Core) Options > App Configuration > Reports and Notification > System Email Setup > eSign Setup
 

  1. Enter the username and API key in the appropriate fields.

  2. If you have separate eSign accounts for each of your stores, you must enter the proper username and API key for each.
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    • eSign Username - This is the username you set up on your eSign web page.

    • eSign API Key - Enter the API Key from your eSign web page.

    • eSign Server - This can be left blank.

    • Notifications Email - When sending or receiving an eSign document, enter the email address of the person who will receive notifications. 

    • Notifications - You can send a notification to the sending employee, the sending store, or both.

    • Use High Security - Checking this box gives an extra level of security. The receiving party will be prompted by a message to enter their email, confirming they are the correct party to sign the document. With the box unchecked, no message will display.
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Email Letters

Setting up email templates will be required for sending the link out to the customer. For more information on this area, visit this article on Email Letters.

Here's how to get there
Expert: Program Menu > Configuration > System Configurations > Email Letters
Elite: Configuration Gear > Legacy (Core) Options > App Configuration > System Configurations > Email Letters
 

  1. Click the Add button to create a new email message.
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  2. You can create a general message to be used with Reservations and Open contracts; in the Description box, enter 'e-Sign.' This will prompt Point of Rental to use the email templates you created when you select Email Electronic Signature from the Print screen. Please note that if you enter Esign without the dash, that will make that template the default regardless of what has been checked off as the default.
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    • Checking the default box - Marks this email letter as your default letter when sending out emails (whether you choose regular email or email with electronic signature).
    • Unchecking the box - Will automatically enter the {eSignLink} to the body of the email when selecting Email Electronic Signature. If selecting email, then only the standard email letter will be sent.

 

How do I send an eSignature?

Please ensure the name field in the customer's record/account is the customer's full legal name for contract binding purposes. It has to have a minimum length of 3 characters to help prevent some types of fraud or accidental data errors. 

 

  1. When exiting a contract, the Print screen will appear. From here select Email electronic signature and click on the Email button. If you select Email with electronic signature, by default, the eSign link will be added to the body of the email with the default email template for the contract type. If you select email only, the link will not be added to the email body. You can also get here within Day at a Glance by right-clicking on the contract and then clicking Print. 
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  2. In the upper left corner, select Standard Messages and the contract type (Reservation, Open) for which you created the email message. This is the email letter you set up earlier that will provide the customer with the eSign link.
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  3. You can toggle by either using the Standard Messages or the eSign Message. This will be the link for the customer to sign the document.

  4. Select the e-Sign message. This will add the {eSignLink} to the body of the email.
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  5. b The customer will click on the link to sign the document and return it back to you. Below is a sample of what the eSign link your customer will receive will look like:
    eSign Remote Email.jpeg

 

What will my customers see?

 

Once the customer clicks on the link, they are taken to the consumer portal. From there, they can click on the eSign link at the top right, next to the PDF option.

This will take them to the eSign page, where the contract and any related documents will be displayed. Scrolling down will allow the customer to enter a signature or initials. The below image is an image of an eSign document.For more information on our eSign with Initials, please see our article on eSign—Remotesign/Countersign Initials.

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How can they sign documents? 

  1. The customer will enter their signature and click the Sign Document button when done.
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  2. The customer will be brought to the Review and Confirm Page.

  3. They can review the document and either accept their signature or redo it.

  4. When satisfied, they'll check the I Agree box and click Confirm Signature. From here, they can also get a copy of the signature.
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5. The document will say “Successfully Signed Document” at the top. The customer can download a PDF copy or log out securely from the page. They will then be taken back to the Consumer Portal page to make a payment or review their contracts.

 

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Viewing Signatures and Status Updates

To make sure your eSign documents are being updated at a regular intervals, make sure your POR program is up-to-date. You can see signatures and their status from Day at a Glance and contracts. You can set up eSign update frequencies through System Configurations > Task Runner. For more information on this, see our next section Creating a Scheduled Task in the Task Runner.

 

Please note that occasionally, a signed eSign document may become corrupted on the server. If this happens, in the contract, go to Reports, Transaction edit, then right-click on the signed modification and redownload the signed document.

 

In Day at a Glance

In your Day at a Glance, you will see the status change to “Requested” under the eSign column. Point of Rental will update the status hourly and change it from “Requested” to “On File,” when a signature is received. When you send out the Reservation, the “On File” status will carry over to the open contract.


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You can add an eSign column to your Day at a Glance by right-clicking on the Green (blue if on Expert) header bar and checking the box for eSign. You can move this column to be viewed in any order by selecting the Move Up or Move Down buttons. Follow the same procedure for each tab in Day at a Glance you would like to add in addition to the eSign column.

eSign Remote Setup.jpg

 

In Contracts

You can view the signatures on a contract from Transaction Edit History by following the steps below. Please note, occasionally, a signed eSign document may become corrupted on the server. If this happens, in the contract, go to Reports, Transaction edit, then right-click on the signed modification, and redownload the signed document.

 

  1. Go to the Reports tab at the top of the contract and select Transaction History.
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  2. Here, you will see the document file in a pending status. Click on the pending status to open the document. If you are sure your customer has agreed and signed the document, you can manually update the status by modifying the contract.

  3. Once a signature is received, there will be a PDF copy of the contract along with the customer's signature on the official signature page. The status will updated to "On File."
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Creating a Scheduled Task in Task Runner

Create a scheduled task to determine how often eSign refreshes in Point of Rental. You can set the task to update by a minute, hour, day, week, etc. This is important as this will determine how quickly you'll see returned or requested e-signatures. For example, if you set your task to run once every hour, any signed e-signatures will not display until eSign is refreshed again an hour later. This will also impact Day at a Glance (for more information, go to the section View Status Updates in Day at a Glance and Contracts).

Here's how to get there
Expert: Program Menu > Configuration > System Configurations > Configure Task Runner
Elite: Configuration Gear > Legacy (Core Options) > System Configurations > Configure Task Runner

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  1. Enter the necessary information for the defined fields below. You can use the above photo as a template.

    1. Name - Enter the name of the scheduled task.
    2. Description - Enter a brief description of the task.
    3. File to Run - Enter the file name. Enter the drive letter your point of rental program is installed on, followed by the file name (see picture above).
    4. Path Name - Enter the drive letter followed by the pathname. The drive letter will be where your Point of Rental is installed (see picture above).
    5. Configure the eSign refresh frequency, using the Recurrence and Interval fields. It's recommended to refresh eSign every 3 to 15 minutes. 

  2. Select a Recurrence type. Per our example, select Minute.

  3. Select the Interval. Per our example, select any time frame between 3 to 15 minutes.

  4. Set the Priority level to Normal.

  5. Select a start date/time for the task by using the "Start Date" and "Start Time" fields. You may start the task right away or choose a later date to better fit your needs.

  6. Press Save when you are finished. Please note, after the first scheduled run, the history will populate each day to confirm the last time eSign was updated.



eSign Notifications


Upon signature by the customer, a 'signature received' notification can be sent to either the sending employee, the sending store, or both. A link to the signed document is included in the notification.

Here's how to get there
Expert: Program Menu > Configuration > Reports and Notification > System Email Setup > eSign Setup
Elite: Configuration Gear > Legacy (Core) Options > App Configuration > Reports and Notification > System Email Setup > eSign Setup


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Send Notifications to the Store - Entering the company email in the Notification Email field will send a notification to the store's email.

Send to Employee who Requested - This will use the employee's email currently set under the Operator Information.




 

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