E-Sign Compliance Items

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 compliance documents directly from ALIS to their email.

• Signers can also type information in other text fields on the forms.
• 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.

Form setup

To get your forms ready for sending to signers, first you need to work with the ALIS team to decide which fields on your documents should be fillable by the signer. It is possible to set up a document for multiple signers to sign and complete.

Currently we can set up the following field types on your documents for signers to complete:

• Signatures
• Dates
• Initials
• Checkboxes
• Free text fields

Contact your onboarding or account manager for more information!

Sending the document to the signer

Before you attempt to collect the signatures, make sure all details of the document are accurate and complete. If you decide later that you need to make edits to a document, you will need to restart this process from the beginning.

To complete forms and send them for signatures, go to the Compliance Documents section of a resident's profile. 

1. Fill Online and Complete the document you want to send. Make sure the document Status says Completed. For more information about completing compliance items, read this article: Completing Compliance Items.
2. Click the eSignatures button. This opens a pop-up where you need to add the details of each 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. 
3. Next, wait for them to sign!
   1. 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 item. You have options to either Remind or Cancel.
   2. Once the signer submits the signed document, a "signed" label will display next to it. When you view the most recent version of the form, it will include the signatures and all fields the signer completed. Click Filled Online to view. 

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, initials, checkboxes, text fields, and/or the date. 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. 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:

Completing Compliance Items

E-Sign Evaluations and Service Plans