Connexus E-Sign

The module helps you efficiently manage, track, and execute digital contracts.

Overview of the Dashboard - The Connexus E-Sign dashboard is divided into three primary functional areas:

• Sign Management: View the real-time status of sent contracts.
• Contract Templates: Access and manage standardized contract templates.
• Documents in Process: View the real-time status of contracts that are sent for signature from the RFP flow (explained in point 5), which are being edited or reviewed before finalization in the template editor page.

1. Sign Management Tab. The Sign Management tab provides a detailed log of all active and historical signature requests. Each row represents a specific contract. It shows the following details:
   • Client: The name of the organization associated with the contract.
   • Property Name: The specific location or asset the contract pertains to.
   • Service: The type of work or Scope of Work being contracted.
   • Status: A quick visual indicator (e.g., "In Progress") of the document's lifecycle.
   • Contract Sent Date: The date the document was initially dispatched for signatures.
   • Signers' Status: Shows who has signed and who is still Pending.
     • Outstanding: Lists the specific names of individuals who have yet to sign.
       
2. Key Actions & Features. Use the global controls at the top right of the dashboard to manage your files:
   • Search Bar: Quickly find a specific contract by typing the Property, Client, or Vendor name.
   • Download: Select a row and click this button to save a local copy of the document or its audit trail.
   • Upload Contracts: Use this button to start a new signing process by uploading a PDF or document from your computer.
     
3. The Upload Workflow. Once a contract is uploaded, a new page will open for configuration:
   • Verify Details: Review the client, vendor name, property details, and recipients.
   • Manage Recipients: In the Recipients section, there are columns for the recipient’s name, email, role (selected from a dropdown as Needs to Sign or Approver), and signing authority (e.g., client signature or vendor signature). You can also add additional recipients, include a description, and then send the contract for signature.
   • Send: Submit the contract for signature.
     
4. Contract Templates Tab. Within this tab, you can toggle between two primary views:
   • All Templates: This is your active library of available contract forms.
   • Archive Templates: This section stores older versions or documents that are no longer in active use.
     
   • The dashboard displays your templates in a clean, organized table with the following details:
   • File Name: The name of the template (e.g., "Landscaping_Service_Agreement").
   • Type: The file format, such as DOCX or ZIP.
   • Size: The storage size of the individual file.
     
5. Managing Templates. Use the three-dot menu (⋮) located under the Actions column to manage your library:
   • View: Open the template to review its content and layout before sending it to a client.
   • Archive: Move outdated or seasonal documents to the Archive Templates tab. This keeps your All Templates view clean without permanently deleting the file.
   • Delete: Permanently remove the template from the system. Use this for documents that are no longer needed or were uploaded in error.
6. Documents in Process Tab. This tab provides the most granular view of your active signature workflows, including recipient details and audit tracking. It allows you to deep-dive into the specific progress of every recipient involved in a contract.
7. Detailed Columns. This tab expands on standard information to provide a full picture of the workflow:
   • Owner: Identifies the internal user who initiated the signature request.
   • Recipients' Email: Lists the specific email addresses for every individual required to sign.
   • Signers Status: Shows a live breakdown of who has signed (in green) versus who is Outstanding (in orange).
   • No. of Reminders Sent: Tracks how many automated or manual nudges have been sent to each specific signer.
   • Document Sent: Provides a direct Download link for the current version of the document.
   • Audit & Certificate: View the step-by-step history of the document or open the digital completion certificate.
     
8. Management Tools. It includes tools to help you manage large volumes of active files:
   • Filters: Use the Filters button at the top left to narrow down your list by date, status, or specific client.
   • Bulk Download: Select multiple documents and use the Download button at the top right to export your current filtered view.
   • Reminder Tracking: Use the "No. of Reminders Sent" column to identify signers who may need a personal follow-up if they have ignored multiple automated notifications.
     
9. RFP Flow of Contract Signing. This process involves selecting an RFP and navigating to the RFP details page, which displays properties awarded to vendors. When a property's status is "In Contract," the Generate Contract button becomes visible.
   • Clicking the Generate Contract button navigates to the Awarded Vendors screen, which shows the awarded vendor details for each property.
   • Contracts are created for each property individually. On this screen, the Generate Contract button is disabled for properties where a contract has already been sent; otherwise, it remains enabled.
   • Clicking the Generate Contract button in a row displays a pop-up where the user can select an available contract template or upload a new one. Clicking Select navigates to the Template Editor page. Here, placeholders are automatically populated with actual values; however, some fields may remain blank if the values are not available in the database.
   • In the editor, the user can manually edit the content and drag and drop signature placeholders if they do not already exist in the contract. After editing, reviewing, and finalizing the document, click the Confirm button. This navigates to the Send for Signature page, which functions identically to the direct contract upload workflow found in the Sign Management tab.