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(This guide is also available in video format here)

Step 1: Start RDB ProNet and navigate to Secured Signing plugin

Use your RDB ProNet account to login.

Navigate to a job editor for a job. (Take job editor for example)

Open HOME menu.
Click Job Index button.
Double click a job in the list, a job editor for the job will show up.

Navigate to Secured Signing Plugin

In the right bottom area of the job editor, click Secured Signing tab.

Step 2: Start We Sign

Open We Sign Setup

Click We Sign button to open We Sign Setup dialog.

Follow these setups to start We Sign:

Select documents which need to sign
Select invitees whom need to sign
Click Start button to start

Step 3: Select documents

You can select documents either from local files in your computer or from RDB ProNet.

Select documents from computer

Click From Computer button to select files in your computer.

You can select multiple documents and invitees can sign them at one time.

We support following document types:

PDF Documents (.pdf)
Rich Text Documents (.rtf)
Microsoft Word Documents (.docx, .doc)
Microsoft Excel Documents (.xlsx, .xls)
OpenDocument Files (.odt, .ods)

Select a document from RDB ProNet

Click From RDB ProNet button to open a popup.

The popup will grab all documents from current RDB object:

Job: Job Documentation
Placement: Placement Documentation
Applicant: Stored Document and CV
Client: Stored Document
Client Contact: Stored Document

You can select multiple documents and the popup also show the role, to which the document should be sent.

View the document

After select, You can click the document link to view it, or remove it if selected the wrong one.

Step 4: Select Invitees

By default, We Sign Setup dialog grabs names and emails of a person who’s related to current RDB object, i.e.:

Job: client contacts and consultants;
Placement: applicant, client contact and consultants
Applicant: applicant and consultants
Client: client contacts and consultants
Client Contact: client contact

You can also add or edit invitee with name and email at this stage.

Select invitees to continue.

Step 5: Start We Sign process

Click Start button to open a popup displaying the selected document to put signatures.

In the popup, there are:

Left of the popup shows the document; if the document has multi pages, you can click arrows to go forward and backward or jump to selected page from dropdown list.
Middle of the popup shows selected invitees.
Right top of the popup is a button, click to fold the invitee area and click again to show it.
Right Middle of the popup is buttons.
- Add: if some invitees have been selected, click this button to add signature place for them onto documents.
- Remove: if a signature has been selected, click this button to remove the signature.
- Next Document: if 2 or more documents need to be sign, click this button to show next document; if there’s only one document, this button will be hidden.
- Previous Document: if 2 or more document need to be sign, click this button to show previous document; if there’s only one document, this button will be hidden.
- Finish: after all documents have at least a signature, click this button to go to next step to send to invitees.

Step 6: Place invitee signatures

Add signature

Select page on which to put signatures.
Select invitee who needs to sign this document.
Click Add button to add signatures to current page.
Drag the signature to right place.
If there are two or more documents, click Next Document button to show next document.

Signature properties

After add the signature, the properties will be shown in middle part of the popup. You can change signature settings in it.

Invitee details: The name of the invitee.
Signature Type: Select between a full-signature or initials. Selecting Initials is much like initialling a paper document.
Signature capture format: Specify whether the Invitee can use an E Signature or a scanned signature. An E Signature, whilst still legally binding, can be captured using any of Secured Signings signature capture processes. A scanned signature, however, must be a digital copy of your real signature. Some organisations require signatures to be visibly consistent with a traditional hand-written signature so they can compare how it looks to their copy on file.
Default features: Visible text that will be added to signature field. Date and name of the signature are the defaut.
Job Title: Include the Invitee’s Job Title with the signature.
Reason: Prompt the Invitee to provide a reason for signing to embed in to the signature.
Witness: Click “Add Witness” to add a witness signature onto the document. The Invitee will be prompted to invite their Witness to sign the document.
Multipage Signing: Allow the Invitee to sign multiple pages once. You specify which pages the Invitee can sign: all pages, odd pages, even pages or specific pages.

Remove selected signature

If a signature has been placed by mistake, you can click it to select and click the red Remove button to delete it.

Step 7: Send out invitation to sign

Click Next to open the signatories’ workflow popup and prepare the signing procedure

Here, you can:

Set a signing due date / time;
Define a specific signing order. (Tick the Sequential box and drag green bar to change order.)
Review the details of the invitees.
Click Send button to send out the invitation.

What’s more, you can:

Edit Invitation Email: add personal messages, edit the subject line to send with the invitation emails,or select email template from the list
Add Attachments: add document / flyer files as attachments to send with the invitation emails. Adding attachments to email invitation has no extra cost.

Step 8: Check status of sent invitation

Invitation process is complete!

The invitee will get the email and a document record will be added into your document list in Secured Signing plug to follow up the process.

RDB ProNet: How To Send A Document With Smart Tags

(This guide is also available in video format here)

Make RDB Document’s template ready for Secured Signing by adding Smart Tags to templates.

Step 1: Start RDB ProNet and navigate to Secured Signing plugin

Use your RDB ProNet account to login.

Navigate to a job editor for a job. (Take job editor for example)

Open HOME menu.
Click Job Index button.
Double click a job in the list, A job editor for the job will show up.

Navigate to Secured Signing Plugin

In the right bottom area of the job editor, click Secured Signing tab.

Step 2: Start Smart Tag

Open Smart Tag Setup

Click Smart Tag button to open Smart Tag Setup dialog.

Follow these setups to start Smart Tag:

Select documents including smart tags.
Set signing due date.
Click Send button to send.

Step 3: Select documents including Smart Tags

you can select a document including smart tags either from local files in computer or from RDB ProNet.

Select a document including smart tags from computer

Click From Computer button to select a file in computer.

We support following document types:

PDF Documents (.pdf)
Rich Text Documents (.rtf)
Microsoft Word Documents (.docx, .doc)
OpenDocument Files (.odt, .ods)

Select a document including smart tags from RDB ProNet

Click From RDB ProNet button to open a popup.

The popup will grab all documents from current RDB object:

Job: Job Documentation
Placement: Placement Documentation
Applicant: Stored Document and CV
Client: Stored Document
Client Contact: Stored Document

You can select multiple documents and the popup also show the role, to which the document should be sent.

View the document

After select, You can click the document link to view it.

Step 4: Send out invitation to sign

Set a signing due date / time;

Click Send button to send out the invitation.

Step 5: Check status of sent invitation

Invitation process is complete!

The invitee will get the email and document records will be added into your document list in Secured Signing plug to follow up the process.

RDB ProNet: Send online forms to fill and sign with Form Direct

Please contact Secured Signing to create Online forms for your company and it will be available in RDB ProNet Secured Signing plugin.

Step 1: Start RDB ProNet and navigate to Secured Signing plugin

Navigate to a job editor for a job. (Take job editor for example)

Open HOME menu.
Click Job Index button.
Double click a job in the list, A job editor for the job will show up.

Navigate to Secured Signing Plugin

In the right bottom area of the job editor, click Secured Signing tab.

Step 2: Start Form Direct

Open Form Direct Setup

Click Form Direct button to open Form Direct Setup dialog.

Follow these steps to setup Form Direct:

Select forms which needs to sign
Fill details of invitees who need to sign
Review details and set due date
Click Send button at the last setup to send out invitations

Step 3: Select forms

When open Form Direct Setup dialog, the plugin will grab a list of forms from Secured Signing for you.

Select one or more forms
Click Next button to go to next step.

* Some forms may require additional information to fill. There will be a button enabled at the left bottom of dialog. Click the button to fill information.

Step 4: Fill invitee details

There are invitees required by forms in the list. Select to fill one by one.
Select or fill email and name, whilst some forms also require mobile to send code via SMS to Authentic invitee before signing.By default, Form Direct Setup dialog grabs names, emails and mobile number from someone related to current RDB object, i.e.:
- Job: client contacts and consultants;
- Placement: applicant, client contact and consultants
- Applicant: applicant and consultants
- Client: client contacts and consultants
- Client Contact: client contact
You can also enter or edit some other name and emails.
Click Next to fill next invitee detals; After completing filling all invitees, click Next will go to next step.

Step 5: Review and send out invitations

Name: the name will be the prefix before form name to generate document name to sign.
Set signing due date.
Review invitee details; if there’s any mistake, click Previous to go back to correct.
Click Send to send out invitations.

Step 6: Check status of sent invitation

Invitation process is complete!

The invitee will get the email and document record for each form will be added into your document list in Secured Signing plug to follow up the process.

RDB ProNet: Use RDB Merge Fields With Smart Tag Documents

(This guide is also available in video format here)

Step 1: Start RDB ProNet

Use your RDB ProNet account to login.

Step 2: Open Templates dialog

Navigate to Templates dialog

Open OPTIONS menu.
Click Document Manager dropdown list.
Click Template Maintenance item.

Step 3: Create a new template

In Template dialog, you can create a new template or edit a existing one.

Select a Template Type in left list.
Click New Template button.
In New Template dialog, name the template.
Click Save And Close to continue.

Step 4: Insert Smart Tag tool

In the template editor for the new template, click Insert Smart Tag in toolbar.

Insert Smart Tag tool will come up. Usually there’re 3 steps to create Smart Tag:

Select one of Smart Tag types: Text, Checkbox, Date or Signature.
Setup options for selected Smart Tag.
Click Insert Smart Tag button to add Smart Tag in editor.

This tool will remain “on top” until you have finished. You can edit the template without closing this tool.

Step 5: Insert RDB Merge Field Smart Tag

RDB Merge Field Smart Tag takes advantage of the Merge Field function in RDB Template. It comes with a Merge Field in template. After the template has been merged to a new document, it becomes a normal smart tag with merged value. What’s more, after signed, based on the merge field, the value can be updated.

Click where you want to put the RDB Merge Field Smart Tag in editor.
Select RDB Merge Field Smart Tag
Select the merge field to work with the smart tag
Select whether you want the invitee to update value if the merge field already has value
Setup options for RDB Merge Field Smart Tag, based on the merge field, the smart tag can be a text field smart tag, checkbox field smart tag or date field smart tag. It has the same options as the normal field smart tag
Click Insert Smart Tag button

Step 6: Merge Smart Tag Template

Save the template after finished editing.

Take an example of applicant to see how to merge Smart Tag Template

Open an Applicant editor.
Open Stored Documents for the applicant.
Click New Template (Merged) to create a document from template.

Select the Smart Tag Template.
Name the new document and save it.

The document would look like:

Step 7: Send Smart Tag document to sign

Select the new document from RDB ProNet

Set a signing due date / time;

Click Send button to send out the invitation.

Step 8: Populate data after signed

Check document status

After the document signed, the status will be like:

The status will be complete
Has Merge Fields will be “Y”, indicates this document contains RDB Merge Field Smart Tag
View Merge Fields button will be available

Check merge fields

By click View Merge Fields, you can check what data changed in the merge field, e.g.

The applicant’s job title has been successfully changed from “Trainer” to “Office Manager”.

If invitee input incorrect value, you can edit the value and click Save Changes button to correct it.

RDB ProNet: Create Smart Tag document template in RDB ProNet

(This guide is also available in video format here)

Step 1: Start RDB ProNet

Use your RDB ProNet account to login.

Step 2: Open Templates dialog

Navigate to Templates dialog

Open OPTIONS menu.
Click Document Manager dropdown list.
Click Template Maintenance item.

Step 3: Create a new template / Edit existing template

In Template dialog, you can create a new template or edit a existing one.

Select a Template Type in left list.
Click New Template button.
In New Template dialog, name the template.
Click Save And Close to continue.

Step 4: Insert Smart Tag tool

In the template editor for the new template, click Insert Smart Tag in toolbar.

Insert Smart Tag tool will come up. Usually there’re 3 steps to create Smart Tag:

Select one of Smart Tag types: Text, Checkbox, Date or Signature.
Setup options for selected Smart Tag.
Click Insert Smart Tag button to add Smart Tag in editor.

This tool will remain “on top” until you have finished. You can edit the template without closing this tool.

Step 5: Insert Free Text Field Smart Tag

A Text Field Smart Tag is a placeholder where will be replace by a text field to let invitee enter some text in it when signing

Click where you want to put the Text Field Smart Tag in editor.
Select Single Line Free Text Field Smart Tag or Multi Line Free Text Field Smart Tag
Setup options for Text Field Smart Tag:
- Required: Required or Optional (If required then the field needs to be filled by the invitee)
- Width: Width of text box (can be any value, 120 is default, dimensions are in pixels)
- Height: Height of text box (can be any value, 20 is default, dimensions are in pixels)
Click Insert Smart Tag button

Step 6: Insert Checkbox Field Smart Tag

A Checkbox Field Smart Tag is a placeholder where will be replace by a checkbox to let invitee select something when signing.

Click where you want to put the Text Field Smart Tag in editor.
Select Checkbox Field Smart Tag
Click Insert Smart Tag button

Step 7: Insert Date Field Smart Tag

A Date Field Smart Tag is a placeholder where will be replace by a date picker to let invitee select a date when signing

Click where you want to put the Date Field Smart Tag in editor.
Select Date Field Smart Tag
Setup options for Date Field Smart Tag:
- Required: Required or Optional (If required then the field needs to be filled by the invitee)
Click Insert Smart Tag button

Step 8: Insert Signature Smart Tag

A Signature Smart Tag is a placeholder where to be replaced by a signature after signed.

Click where you want to put the Signature Smart Tag in editor.
Select Signature Smart Tag
Setup options for Signature Smart Tag:
- Email, First Name and Last Name: Required. Invitee details.
- Mobile (Country code and mobile number): Enter Invitee Mobile number includes country code for send SMS Code to access document and signing process.
- Signature Type: Sign with full or initials.
- Notification: Send an email notification after the invitee has finished signing.
- Signing Order: if all signatures have the same order then the signing process is non-sequential. Each signatory should have the same number order, Sign1 for example.
Click Insert Smart Tag button

Edit Signer Order

If there’re 2 or more signers in document and you want them to sign one by one, then:

Click Edit Signer Order in Signature Smart Tag options.
In Edit Signer Order dialog, tick.
Select an invitee in list.
Click Up or Down button in the right to change order.
Click OK to continue.

Step 9: Edit Smart Tag

Select a Smart Tag in editor, double click it to show Insert Smart Tag tool. The tool will be set to edit that Smart Tag only.

After editing, Click Save to save changes.

Click Remove to remove the Smart Tag.

Step 10: Merge Smart Tag Template

Save the template after finished editing.

Take an example of applicant to see how to merge Smart Tag Template

Open an Applicant editor.
Open Stored Documents for the applicant.
Click New Template (Merged) to create a document from template.

Select the Smart Tag Template.
RDB ProNet will prompt you to select a client details to merge into the template.
Name the new document and save it.

The document would look like:

Step 11: Send Smart Tag document to sign

Select the new document from RDB ProNet

Set a signing due date / time;

Click Send button to send out the invitation.

RDB ProNet: Setup Secured Signing account for your company

(This guide is also available in video format here)

Step 1: Login to RDB with admin user

Use your RDB ProNet admin account to login to the client.

Step 2: Open Admin tab in Secured Signing Settings

Navigate to Secured Signing Settings

Open PLUGINS menu.
Click Secured Signing Settings button.

Open Admin tab page

Switch to Admin tab;
Or click Manage your organisation account button.

Step 3: Setup Secured Signing account for your company

Here shows all your company account details.

Click the Join Secured Signing button to display a popup with details needed to setup your Secured Signing company account.

Step 4: Fill in your company details

Register a Secured Signing company account

The plugin grabs company details from RDB ProNet for you; correct or complete fields if anything is wrong or missing.
Please agree to Secured Signing Terms of Use to continue.
Click Join Secured Signing to setup a Secured Signing account for your company.

Step 5: Company account registered

Congratulations!

Your Secured Signing company account has been created.

Next, you need to setup the billing payment for your company.

Click OK button to continue.

Step 6: Setup billing payment

A dialog with the plan details for your company will be popped up. Please read your Secured Signing company plan details carefully.

Please note: Before you can use your company account, Secured Signing requires a Credit Card Authorisation. Click Pay button for authorisation.

Fill in your company credit card information to finalise your authorisation.

Please note: This amount will be refunded within 7 days.

Step 7: Start to use your company account

You have completed to setup your Secured Signing company account.

Now you can connect RDB ProNet users of your company to Secured Signing.

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(This guide is also available in video format here)

Step 1: Start RDB ProNet and navigate to Secured Signing plugin

Step 2: Start We Sign

Open We Sign Setup

Step 3: Select documents

Select documents from computer

Select a document from RDB ProNet

View the document

Step 4: Select Invitees

Step 5: Start We Sign process

Step 6: Place invitee signatures

Add signature

Signature properties

Remove selected signature

Step 7: Send out invitation to sign

Step 8: Check status of sent invitation

Invitation process is complete!

(This guide is also available in video format here)

Step 1: Start RDB ProNet and navigate to Secured Signing plugin

Step 2: Start Smart Tag

Open Smart Tag Setup

Step 3: Select documents including Smart Tags

Select a document including smart tags from computer

Select a document including smart tags from RDB ProNet

View the document

Step 4: Send out invitation to sign

Step 5: Check status of sent invitation

Invitation process is complete!

Please contact Secured Signing to create Online forms for your company and it will be available in RDB ProNet Secured Signing plugin.

Step 1: Start RDB ProNet and navigate to Secured Signing plugin