Equus Platform captures an audit trail of signer activity to allow for reporting on used signature envelopes as well as to answer specific questions about who signed what and when.
Signer activity
1. On the Assignment Documents page in the E-Signature Documents section, you can see the status of the documents.
2. Click the document to open the document info panel. If the document is sent, you can click the
to open the E-Signature Request Details page.
3. All signer activity information displays in the Document Status section at the bottom of the E-Signature Request Details page.
Equus Platform captures the following signer activity:
<Not Sent>: The signature request has not been sent to the signer. This can be because there are stakeholders assigned to round(s) ahead of the specific signer who must sign the document.
<Sent>: The signature request has been sent to the signer, but signer has not taken action to open the document.
<Viewed>: The signer opened the document in the e-signature provider, but hasn’t signed or declined the document.
<Signed>: The signer accepted and signed the document. See “Accept - Sign” section for details.
<Declined>: The signer declined to sign the document. The signature workflow terminates when this happens. A comment is required from the signer if this is the case. See “Reject - Decline to sign” for details.
<Cancelled>: A signer had been sent the E-Signature Request (the status was either <Sent> or <Viewed>), when the sender cancelled the request. See “Cancel Request” section for details.
Document activity
The document status can be viewed in different ways:
Equus Platform captures the following values for the Document Status:
<Not Sent>: The document has not been sent for signature.
<Signature(s) Requested>: The E-Signature Request has been sent for the document, and is waiting for one or more signers to finish the signing process.
When the document’s Status is <Signature(s) Requested> on the E-Signature Request Details page, the Status displays as <X of Y Signatures> on the Assignment Documents page only, where “X” is how many signatures have been received to date, and “Y” is the total number of signatures requested.
<Signed>: All signers accepted and signed the document. The E-Signature Request is complete.
<Declined>: A signer declined to sign the document. The E-Signature Request is complete.
<Cancelled>: A user cancelled the E-Signature Request while it was underway. The E-Signature Request is complete.
Certificate of Completion
When the document Status is <Signed> or <Declined>, an E-Signature Certificate of Completion is downloaded and attached to the E-Signature Request Details page, Signers tab, Document Status section.
The E-Signature Certificate of Completion provides a complete audit trail of the electronic signature transaction. If a participant in the transaction repudiates their signature, or if there is any question about the transaction, this audit trail can resolve such objections.
To view this, click the hyperlink for E-Signature Certificate of Completion. The document will download or display according to the browser’s settings.
Inside the document, the Certificate of Completion provides complete details of the document’s events and the Consumer Disclosure. The Signer Events section provides details about each signer on the document, including the signer's IP address and other identifying information, signature image, and event timestamps.
Reporting
Users can leverage user reports to monitor e-signature documents as well as their statuses, from both current and historical perspectives. The pertinent tables to e-signature requests are:
<E-Signature>: Contains document-related information collected on the E-Signature Request Details page, including when the request started and completed, the status of the signature request, and the cancellation reason.
<E-Signature Signer>: Contains signer-related information collected on the E-Signature Request Details page, including signer type, the status of a given signer, the round signers are assigned to, and the declined comment.
<E-Signature Status History>: Contains date and status history of the request.
<E-Signature Signer Status History>: Contains date and status history of each signer. Note that signers in the first Round will not have a Signer Status of <Not Sent>; their “first” status is <Sent>. As a reminder, a blank Round is construed as a “0”.
<Assignment Document (view)>: Contains information about the Document, such as Name or Type. Also contains E-Signature Last Signed Date and E-Signature Status, both of which can additionally be found in <E-Signature>.
If creating a User Report Type, it is suggested that the base table be <Assignment>, and the other tables be added as Additional Data Sources Allowed. See below for a screenshot of a sample User Report Type that backs reports for E-Signatures.
Suggested tables and paths for a User Report Type that backs E-Signature user reports.
Other pertinent tables:
<Document E-Signature Certificate>: Contains a reference to the E-Signature Certificate of Completion document for a given E-Signature Request document. This table only exists to serve as a bridge between the <Document> and <E-Signature> tables. This table cannot be reported on.
<Document E-Signature>: Bridges the Document and Document E-Signature tables. This table is typically not needed for reporting, since the Assignment Documents (view) addresses the same purpose.
<E-Signature Usage Log>: Tracks envelope usage by e-signature provider account and company. This can be reported on through User Reports. It is recommended that it be referenced as the base table in a User Report Type. See section “Envelope usage history” for details.
<E-Signature Delete Queue>: This stores documents that were deleted from the Equus Platform, but were not able to be deleted from the e-signature provider.
Envelope usage history
Envelope usage is tracked in the <E-Signature Usage Log> table. This can be reported on by selecting <E-Signature Usage Log> as a base table in a User Report Type.
Fields available in this table are:
Assignment ID: The Assignment for which the envelope was used.
Company ID: The Company for which the envelope was used.
Message: Contains the name of the Document for which the envelope was used.
Provider Account Name: The name of the e-signature provider account that used the envelope.
Provider Account ID: The unique identifier of the e-signature provider account that used the envelope.
Create Date: The date the envelope was used.
Create By: The person who used the envelope, i.e. she or he clicked [Save and Send] on the E-Signature Request Details
Last Update Date: The date the envelope was used. This will always be the same as Create Date, since this table only adds new records, not updates.
Last Update By: The person who used the envelope. This will always be the same as Create By, since this table only adds new records, not updates.
Envelope ID: The e-signature provider’s unique identifier for the envelope that was used.
ID: The unique identifier of the E-Signature Usage Log table.
To learn about envelope usage over a period of time for a specific account, create a User Report that counts the number of records created between a specific date range for a given account.
Data synchronization between Equus Platform and e-signature provider
A scheduled job exists to keep Equus Platform documents and their statuses in synch with the e-signature provider. The job initiates a service that is set to run at a specific time and cannot be changed.
Deleted document synchronization
When the Equus Platform attempts to delete a document via Assignment Delete or Assignment Deletion Batches, it attempts to additionally delete the document from the e-signature provider. If the connection to the provider isn’t available, the document information is tracked in the <E-Signature Delete Queue> table, but the assignment continues to be deleted.
The deleted document synchronization service scans the <E-Signature Delete Queue> table every 24 hours and attempts to delete the documents from the e-signature provider. This service ensures that the documents available on the e-signature provider are the same documents available in the Equus Platform.
Status synchronization
When a signer takes any action on the document, the e-signature provider sends those actions back to the Equus Platform. To warrant against the unlikely scenario when the Equus Platform is not available to save the action, the status synchronization service runs to reconcile the statuses that Equus Platform has against those that the e-signature provider has. If Equus Platform doesn’t have the most current status, the service will update the status in the Equus Platform with the e-signature provider’s status.