With SPOTIO's E-Contract feature, handling documents that require signatures electronically has never been easier. This tool is designed to streamline your process and save time, whether you are uploading a single signer document, a two-signer, or a five-signer document.

E-Contract Settings

Admins can set up, upload, and modify E-Contracts on the web app.

To get started:

1. Log in to the SPOTIO web app.

2. Click on Settings.

3. Click on E-Contracts.

E-Contracts Options

The E-Contracts section will reveal three options: New Template, Templates, and Settings. These options are where you'll begin setting up who is cc'd on the contract, who signs, and the template's visibility.

• New Template – Allows you to choose who will sign the contract. You can select either Client Only or Client & Your Account, the record type (if applicable), the template's visibility, the number of signers, and upload a file to collect signatures on.

• Templates – The hub for all of your saved E-Contract templates that are accessible to you.

• Settings – This is where you'll toggle on if you wish to enable eContracts within your SPOTIO account, turn on who receives the e-mail notifications when a contract is signed, and in addition to the parties add a default CC who will receive email notifications (with completed contract PDFs) for ALL eContracts that are completed in your SPOTIO account.

** These same email notifications can be enabled with the toggles for contracts signed directly on a user's mobile device using the 'Sign Now' option.

Uploading an E-Contract

To add an E-Contract:

1. From the E-Contracts tab, navigate to New Template.

2. Choose between Client Signature or Client & Your Company Signature.

3. Select the record type (if applicable).

4. Add the number of signers needed (up to five signers).

5. Map fields for signers (Email, First Name, Last Name).

6. Drag and drop or click to upload the document.

Just Client Signature is a contract that only the client will sign. 

Client & Your Company Signature will be for the client and your business to both sign. 

** Selecting Record Type - If you are on Flexible Objects, meaning you have more than one object that you track in SPOTIO, you will want to choose the record type from the drop-down menu. This will be the object that will be using the uploaded E-contract. 

Once done uploading the document, you will be taken to the E-Contract creation tool. 

Under Fields on the left, you will want to choose from the dropdown menu beneath Signer to start. Depending on whether you have chosen a single signer or client and company, you will see some or all of the following options:

• Me (now) - allows you to add fields that will stay inside of the template every time it is generated. You can insert last-minute text and manually add information that will stay.
• Sender - Any information that you want to be sent into your E-Contract from SPOTIO. It will auto-populate details from your record, such as customer name and address (if available) when you send the document. 
• Customer - Filled out by the customer on their end. If you have more than one customer signature it will show as Customer 1,2,3,4 or 5 
• Company - Filled out by a rep or someone at the company.

You will want to drag the fields on the left toolbar into the document.

** It is important to note that when selecting Sender as the Signer, only the textbox field under Standard Fields will be available to select.

On the right side of the document, a window will appear allowing you to assign the field to the sender, customer, or company. You also have the option to delete the field by clicking on the trash can icon.

• Assigning to Sender – In the Textbox, you can add a placeholder text field. There is a section to format the text font and size. You can also select from a drop-down menu under What text goes here?

• Assigning to Customer – You can make the field required. Mask typed text by checking the box and selecting a placeholder text field (which will add an asterisk next to the available field). You can validate field data and create rules under Conditional Logic, which displays fields only when others are checked or filled out. This is helpful when there are particular fields that need to appear when needed, saving the rep time. 

• Assigning to Customer (Required Fields) – Mark required fields by checking the box under Required. Adjust font and size under Formatting and label the Field Name.

When you have completed the contract, hit the Save Template button at the bottom right-hand corner.

Tip: Pull in custom field data to personalize your document even more.

Along the top of the Contract Creation Tool, you can view Documents to choose from. There are also icons to undo, redo, copy, paste, and keyboard shortcuts.

Templates

Previously uploaded templates will appear under the Templates section. Clicking on a template will open a panel to the right for editing.

• Template Name – A required field.

• Template File – Change and upload a new file.

• Remove Template – Click the pink Remove button. A confirmation message will appear: “Users will not be able to use this template. All documents created based on this template will not be affected.” Click Cancel or Remove.

• Visibility - Select and change the visibility based off of Territory, Team, User, or make it Public so that everyone can see and use the template.

• Reconfigure –  Reconfiguring the template, allows you to configure the template form fields from scratch.

Once you create a template you can't edit the signers or document within SPOTIO.

Interested in learning more? Check out the SPOTIO U: E-Contracts Walk-Through video and Sending E-Contracts article. 

FAQs

What if I need to Edit an existing template?

Once you create a template you can't edit the signers or document within SPOTIO.

Can I Edit a contract I've sent?

If that contract has been sent and is awaiting signature, you will need to cancel the contract. You can then make edits and resend the new-edited contract when complete. 

What file formats are supported?

PDF, Doc, and docx are the file formats that can be uploaded. 

Will the E-Contracts be time-stamped? 

E-Contracts will time-stamp in both SPOTIO and within the saved PDF.