E-Sign Evaluations and Service Plans

To make your forms signable by people outside of ALIS, we integrate with the electronic signature tool Dropbox Sign (formerly HelloSign).

This allows your team to collect signatures of resident family members or other outside parties by sending evaluations and service plans documents directly from ALIS to their email.

This feature requires an ALIS contract addendum that will outline some additional billing costs added to your ALIS subscription. These are charged on a per-signature basis. For more information, contact the ALIS Sales team.

Collecting the Signatures

Before you attempt to collect the signatures, it is very important that all details of the documents are accurate and complete. If you find later that you will need to make edits to either the evaluation or the service plan, you will need to restart this process from the beginning.

1. The whole experience takes place in the Manage Evaluation and Service Plan Details page. To get here, click Manage Details next to any completed Evaluation or Service Plan.
2. First add your internal signatures. Then click Send for Signatures. When you click Send for Signatures, you will be prompted by a pop-up to add the details of the person who needs to sign. 
   • The default option to Lookup Entry will load a list of Resident Contacts, Community Contacts, and Staff. Only individuals with email addresses on file will be available in this list. Select the person you want to sign the document and click Submit. If you do not find the right person in this list, you can use the next option.
   • The option Manual Entry will allow you to type the signer's name and email address. Once these details are entered, click Submit.
   • Once you complete this part, the item will show a Document Locked label. This means you will need to cancel the signatures to edit it.
3. Next, we wait for them to sign!
   • Before the signer completes their required fields from their email (more details on this in the next section), a Pending label will display next to the signature. You have options to either Remind or Cancel.
   • Once the signer submits the signed document, a Signed label will show next to the signature. Going forward, all signatures will need to be deleted to edit the document.
   • You can view or print the signed document by clicking the small icon shaped like a piece of paper at the top right of the section.
     

Experience for Signers

1. The signer receives an email from noreply@mail.hellosign.com with the subject line "Document from [Your Community] - Signature requested by Community". The email will include the resident's name and the name of the document.
2. All they need to do is click the Review & Sign button in the email, where they will see a PDF of the document in their web browser and have fields to add their signature. Dropbox Sign helps the signer find which fields are required to complete and allows them to submit once all required fields are completed.

E-Signature Activity Report

You can quickly monitor any signatures you have submitted from ALIS to your signers using the filters of the E-Signature Activity Report. On the Reports page, click E-Signature Activity Report in the Resident Reports section.

In the Community tab, you can filter by specific community, resident name, date, type of document, signature status, and email status. Use this to review the details by community or by resident. Key Metrics at the top show you the number of documents sent for signature and their statuses based on your filters.

Here you can look at the specific items sent for signature and see if the email was successful in reaching the signer, and if the signer completed the form. You can also send reminders from here!

If you have access to the Company tab, this gives a simple date range filter where you can see how many total documents were sent by the company, and a breakdown of which communities the documents were sent from.

How to Set Up E-Signatures in ALIS

Once ALIS subscriptions have been amended to include this feature, the ALIS team will enable this for your company. They will be able to help with all setup involved. Here are the enablement steps in ALIS Settings for reference: 

1. 1. Go to Settings > Company Settings.
   2. About one third of the way down the page, we have a section titled 'E-Signing with HelloSign'. Here we will Enable this for individual communities and use the Manage button to determine whether we can use this tool for signing Evaluations, Service Plans, and/or Compliance.

Related Articles:

How to Complete an Evaluation

How to Complete a Service Plan

E-Sign Compliance Items