Using Aspire's Electronic Signature for Proposals can make sending out proposals seamless. In this article, we'll show you how to set up the Electronic Signature function!
Table of Contents
To make the electronic signature capability available, the system administrator must enable it on the new Electronic Signature tab on the Application Configuration screen.
Click on your profile icon. Then click Administration. (⚙️)
At the Administration screen, you'll then click the pencil in the upper right (✏️)
Now at Application Configuration, click the Electronic Signature tab
Electronic Signature Fields and Functions
The below image and table describes the fields and functions available on the Electronic Signature tab that will help you in setting it up.
Start from the top going down!
Enable Electronic Signatures
Checking this checkbox enables electronic signature within the system. Once checked, Aspire adds a checkbox to the Bulk Email Opportunity Proposal screen which is available from the Bulk Actions menu on the Opportunities Search List screen.
Job Number Description
When the customer clicks on the link in the proposal email to start their electronic signature, they will be taken in their chosen browser to a login window where they must enter their email address and the job number. The value of this field determines how the job number field will be labeled for customers on that login screen.
Electronic Link Description
This field specifies the string that will replace the token (a)(“[Electronic Signature Link]”) in the email that accompanies a proposal to the customer.
For example, “Click here to sign the proposal”. In the email received by the customer, this string will appear as a hyperlink which, when they click it, will start the signature process.
The default subject for the email that accompanies proposals sent to customers for electronic signature. This field supports expandable tokens which are described in the Aspire User Guide.
Sales Rep Email Subject
The subject of the email that is sent to the sales rep responsible for the opportunity when the customer completes entering their electronic signature on the proposal. This field supports expandable tokens which are described in the Aspire User Guide.
The default body for the email that accompanies proposals sent to customers for electronic signature. This field supports expandable tokens which are described in the Aspire User Guide.
Sales Rep Email Body
Specifies the body of the email that is sent to the sales rep responsible for the opportunity when the customer completes entering their electronic signature on the proposal. This field supports expandable tokens which are described in the Aspire User Guide.
This message is displayed to customers when they successfully electronically sign the proposal.
Sending Invoices for Electronic Signature
Proposals can be emailed to customers from the Email Opportunity Proposal screen. This screen can be accessed as follows:
1. Select Opportunities ( 🏆 ) in the left, blue side panel. Selecting opportunities for which proposals should be sent with the left-hand checkboxes. Then click Bulk Actions and then choosing the Email option.
2. From the Opportunity screen by selecting the Email Proposal option from the three dot menu.
The Email Opportunity Proposal screen is shown below.
If electronic signature capability is enabled as described in the prior sections, then:
The Enable Electronic Signature checkbox will be checked
The Subject field will be populated based on values in the Electronic Signature tab of the Application Configuration screen.
The Message field will be populated based on values in the Electronic Signature tab of the Application Configuration screen.
To attach the proposal, you must select the desired layout available in the Attach Proposal field. Other modifications can be made to the fields on the form as desired.
Ensure that the opportunity number is included in the email if e-signatures are enabled because this information is necessary for the customer to complete the signature.
When the user clicks the Send icon (💾), the email(s) will be generated and tokens replaced with values for each selected opportunity. Each email will be sent to its recipient – typically the primary contact for the property.
The Customer's Electronic Signature Experience
The customer will receive an email like the one shown below which is based on the template provided.
When the customer clicks on the signature link (a), they will be taken in their default browser to a login page provided by Aspire. The screen is depicted below.
The customer can log in by entering their email address (the one to which the proposal was sent) and the job number.
When they do, Aspire will display a page showing the proposal and providing a Sign Proposal button (b) that they can click to sign. They can click the Exit button to leave the page without signing if they choose.
If they click Sign Proposal, the Contact Signature screen will be displayed allowing them to use their mouse, or finger/stylus on a touch-sensitive device, to sign their name and save their signature. If the customer has electronically signed another proposal previously, their signature will be displayed for them to accept.
Notification of Customer Signature
When the customer has signed the proposal, Aspire will send an email to the sales representative.
For opportunities that have been electronically signed – the View Signature icon is displayed on the Opportunity screen next to the Status field. When you hover the mouse over that icon, Aspire displays the electronic signature. The opportunity status is still reflected as Delivered.
Based on the viewing of the signature, the sales rep can mark the opportunity as Won.
📌 Note: If the user resets the opportunity to bidding status, the signature will be removed from the proposal and the customer will have to sign the opportunity again once it has been reapproved.