PowerClerk Support Center

Project Pages
Project Admin Page
Locating the Project Admin Page
How to Use the Project Admin page
Project View/Edit Page
Locating the Project View/Edit Page
How to use the Project View/Edit Page
Program Design
Automations
Questions to Ask
Locating the Automations feature
How to create an Automation
Automation Triggers
Automation Action Rules
Validation Rules
Scheduled Triggers
Troubleshooting Automations
FAQs
Channels
Questions to ask yourself
Locating the Channels feature
What are Channels?
Types of Channels
Channel Type: Mark as Child
Channel Type: Make Successor
Channel Type: Create Related Project
Channel Type: Submit Related Project
Channel Type: Project Lookup
How to create a Channel
Channel Signals and Automations
Using Channels in Test Environments
FAQs
Communications
Questions to ask yourself
Locating the Communications feature
Creating Communication templates
Finding Data Tags
Images in Communications
Sending Mass Communications
Project Attachments and Content Library Items
Smart Templates
Upgrading to Smart Templates
Upgrading when a Test Environment Exists
Broken Template Tags
Examples of Broken Template Tags
PowerClerk Mass Communication Policy
FAQs
Connections
Questions to ask yourself
Locating the Connections feature
What are Connections
How to Create a Web Connector
Define the Web Connector
Connecting, Testing, and Enabling the Web Connector
Creating a Standard Web Connector Configuration
Utilizing Connections on PowerClerk
Maintaining and Editing the Web Connector
Web Connector Payload Type Format
Supported Message Versions
Error Handling
Custom List Lookup
Create a Custom List Lookup
Utilizing Custom List Lookup
FAQs
Content Library
Questions to ask yourself
Locating the Content Library feature
Uploading content to the Content Library
Use with Communication Templates
Use for Front Page content
FAQs
Custom API IDs
Questions to Ask
Locating the Custom API IDs feature
How to edit a Custom API ID
FAQs
Data Fields
Questions to ask yourself
Locating the Data Fields feature
How to work with Data Fields
Custom Lists and Data Field Groups
Table form element
PV System + batteries element
FAQs
Deadlines
Questions to ask yourself
Locating the Deadlines feature
What are Deadlines
How to Create a Deadline
Deadline Automation Action Rules
Utilizing Project Admin Page for Deadlines
Communication Templates for Deadlines
Deadline Set/Satisfy Options
Program-Wide Deadline Actions
Reporting on Deadlines
Deadlines in Project List Columns
FAQs
Document Templates
Questions to ask yourself
Locating the Document Templates feature
How to define a new Template
How to define a new Merged Document
eSignatures
DocuSign template tags
Mapping eSignature tags
Smart Templates
FAQs
eSignature Envelopes
Questions to Ask
Locating the eSignature Feature
What are eSignature Envelopes?
eSignature Checklist: The Prerequisites to create a new Envelope
How to set up Advanced eSignature Envelopes Step-by-Step
How to add an eSignature Envelope to a form
eSignature Automation Trigger
Viewing Completed eSignature Envelopes
Resending eSignature Notifications
Canceling eSignatures
FAQs
Forms
Questions to ask yourself
Locating the Forms feature
How to create and edit Forms
Adding data fields
Configuring Forms
VersaForms
Sensitive Data Fields
FAQs
Formulas and Calculated Fields
Questions to ask yourself
Locating the Formulas feature
How to work with Formulas and Calculated Fields
Formula Data Dictionary
Dynamic Formula References
Rules of Formula References
Advanced Visibility Rules
Video Guides: Formulas
FAQs
Front Page
Questions to ask yourself
Locating the Front Page feature
How to edit the Front Page
FAQs
Incentive Design
Questions to ask yourself
Locating the Incentive Design feature
How to create and edit Incentive Designs
Incentive Options for One-Time Incentive Type
Incentive Design Options
FAQs
Milestones
Questions to ask yourself
Locating the Milestones feature
How to define a Milestone
FAQs
Project List Columns
Questions to ask yourself
Locating the Project List Columns feature
How to use Project List Columns
FAQs
Project Summary
Questions to ask yourself
Locating the Project Summary feature
How to edit the Project Summary
FAQs
Project Views
Questions to ask yourself
Locating the Project Views feature
How to edit Project Views
FAQs
Roles
Questions to ask yourself
Locating the Roles feature
How to create and edit a Role
Access Groups
Access Groups and Automations
Access Groups and Data Imports
Access Groups and Reports
FAQs
Workflow
Questions to ask yourself
Locating the Workflow feature
How to create and edit the Workflow
Transitions
Workflow Example Overview
FAQs
Administration
Announcements
Locating the Announcements feature
Creating an Announcement
Triggering an Announcement
Managing Announcements Topic List
Managing Announcement Topic Enrollment Via User Account
Prerequisites for Using Announcements
Business Days
Questions to ask yourself
Locating the Business Days feature
Setting up Business Days
FAQs
Dashboards
Questions to ask yourself
Locating the Dashboards feature
How to create widgets in your Dashboard
Other Dashboard Actions
Data Import
Questions to ask yourself
Locating the Data Import feature
Steps to Complete a Data Import
Data Import Configurations
Column Header Types
Automatic Data Imports via SFTP
Revert Data Imports
FAQs
Duplicate Check
Questions to ask yourself
Locating the Duplicate Check feature
How to use Duplicate Checks
FAQs
Import Projects
Questions to ask yourself
Locating the Import Projects feature
How to Import From V2
FAQs
Operation Status
Questions to ask yourself
Locating the Operation Status feature
How to use the Operation Status feature
FAQs
Program Info
Project Inquiry
Locating the Project Inquiry feature
How to edit the Project Inquiry Settings
Automating Communications for Project Inquires
Inquiry Summary
Questions to ask yourself
Locating the Program Info feature
How to edit the Program Info menu
Notification Banners
Usage Info
FAQs
Program Statistics
Questions to ask yourself
Locating the Program Statistics feature
How to use Program Statistics
FAQs
Reports
Questions to ask yourself
Locating the Reports feature
How to setup Reports
Multi-instance reports
Sharing Reports
Integrate scheduled Reports
Cross-Program Reports
FAQs
User Administration
Questions to ask yourself
Locating the User Administration feature
How to work with User Administration
FAQs
Test Environment
FAQs
Questions to ask yourself
Locating the Test Environment feature
How to setup a Test Environment
Tools Menu
My Account
Questions to Ask
Locating the My Account feature
How to use the My Account feature
Setting up Multi-Factor Authentication
Missing, lost, or stolen mobile devices: resetting Multi-Factor Authentication
Disabling Multi-Factor Authentication
Recovery Guidelines for MFA Administrators
FAQs
FormSense
Questions to Ask
Locating the FormSense feature
How to use the FormSense feature
FAQs
Grant Access
Questions to Ask
Project Grants vs Broad Grants (i.e. "Grant Access")
Locating the Project Grant feature
Locating the Grant Access feature
How to use the Grant Access feature
FAQs
Integration Guides & API
ePayments
Questions to ask yourself
Locating the ePayments History feature
How to add ePayments
FAQ
PowerClerk API
Questions to Ask
What is the PowerClerk API?
What can the PowerClerk API do?
Integrating with the PowerClerk API
API Documentation for Developers
Single Sign On (SSO)
Questions to Ask
PowerClerk SSO Configuration
Azure AD Configuration (SAML)
Azure AD Configuration (OIDC)
Okta IDP Configuration (SAML)
SP Configuration
SSO for multiple programs
IDP Configuration Troubleshooting
FAQs
Integration Guide 001: How to configure an ArcGIS Connector – ArcGIS Implementation
Integration Guide 002: How to configure Electric Power Research Institute’s (EPRI) DRIVE Connect software with PowerClerk
PowerClerk Video Guides
Setting up Roll-up Reports
New User Video Guide
Configuring Forms
Roles and User Administration
Setting up Business Days
Formulas and Advanced Visibility Rules
Visualize Workflows
Dashboards
ArcGIS
FormSense
API
Edit Forms - Tutorial #1
SFTP Automatic Data Import
Calculated Fields
Web Connector Setup
Build A Formula
Milestones
Edit Forms - Tutorial #2
Project Summary
Automation with Formulas in Action Rules
PowerClerk Program Launch
PowerClerk User Group Sessions (UGS)
Learning Management System (LMS)
Join us for Reflow!
NEW: PowerClerk Certifications

eSignature Envelopes

Use eSignature envelopes to generate eSignatures and include them in a Form.

eSignature Envelopes


Questions to ask yourself about eSignature Envelopes:

Which document template(s), attachments and/or content library items do I want to include in my eSignature envelope?
How do I create an envelope?
How do I map DocuSign tags back to PowerClerk data fields?
How do I add an envelope to a form?

You are reading the eSignature Envelope Support Article:
  • If you do not have eSignatures on your program, please refer to the guide below to setup eSignature Envelopes.
  • If you have eSignature functionality on your program that was created before March 2023, you have Classic eSignatures on your program. Information on maintaining this eSignature type will be found on the Classic eSignature support article.
  • Want to migrate to eSignature Envelopes? Contact our support team at the PowerClerk Ticket System to discuss migration options.
Locating the eSignature Feature

Anyone in a Role with the Edit eSignature Envelopes privilege can create an eSignature envelope by opening the PROGRAM DESIGN menu and clicking on eSignature Envelopes:
 

Locating eSignature Envelope

Figure 1: Locating eSignature Envelopes

 

What are eSignature Envelopes?
eSignature Envelopes allow program designers to specify a set of documents and supplementary materials that need to be signed. As well as to define the signatories that are needed to sign the documents. Every Envelope must include at least one Document Template with at least one Signatory Template Tag. Information on how to create Signatory tags can be found on Document Template’s page. In addition to Document Templates, an Envelope can contain Attachments and Content Library items.
 
eSignature Envelopes consist of one or more Document Template’s, these are the document(s) that will be generated and signed when an eSignature request is triggered. eSignature Envelopes can also (optionally) include attachments that are uploaded to a project and/or designated items stored within the program’s content library. When a signature request is triggered, by clicking “request signature”, on a Form, the eSignature Envelope is created and sent to DocuSign. This action will subsequently email the designated signatory (or signatories) specified by the eSignature Envelope. The DocuSign email will direct them to DocuSign where they complete the signing process. Signatories do not have to be PowerClerk users.
 
eSignature Envelopes utilize data fields, attachments, and a document template that can be mapped and configured in one section. Once the envelope has been designed a PowerClerk program designer can open the Form where they wish to use the envelope, add the eSignature Envelope form element, and select the desired envelope.

 

eSignature Checklist: The Prerequisites to create a new Envelope:
  • Data Fields:
    • Required: Define a contact field for each signatory, in the Form that is going to contain the eSignature envelope. This can be done through a contact field or a combination of the name data field and email data field.
    • Optional: Create a date data field on the backoffice form for each signatory. DocuSign will house the date each signatory completed the envelope in these data fields.
  • Document Template:
    • Required: Ensure you have created a Document Template with at least one signatory Template Tag. To learn how to set up signatory tags, click on Document Template’s and the “Creating Signatory Tags in Document Templates” guide. Once you have finished setting up your Document Template, come back to this page to continue setting up your envelope. Please Note We will not be using all the steps in creating our eSignature Envelope from Document Templates.
  • Attachments:
    • Required: Define an attachment to store the completed Envelope in a backoffice form. Ensure you have defined this attachment before you start configuring your eSignature Envelope.
    • Optional: You may define an attachment in a backoffice form to store the certificate of completion from DocuSign.
    • Optional: Any attachment(s) or media from the content library may also be included in the eSignature Envelope. Additional attachments or content library media don’t need to be defined in the backoffice form, they can be defined elsewhere like in the application. For example, if the application contains a Single-line diagram that you want to include in this envelope you may add it while creating the envelope.

Please Note: We will utilize a “backoffice” form throughout this example. A backoffice form is used to hold data fields to perform behind-the-scenes automations to set data fields or generate documents. This form does not need to be configured to be seen in any roles or statuses.

 

How to set up Advanced eSignature Envelopes Step-by-Step

In this tutorial we are going to be configuring an eSignature Envelope to be signed by an Applicant and Administrator of a program. We recommend that eSignatures are requested on an internal facing form after an application has been reviewed and approved.
 

Step 1: Creating the Envelope
 
Anyone in a Role with the Edit eSignature Envelopes permission may create and edit an Envelope. Once you have the prerequisites required for creating an eSignature Envelope, go to the Program Design >> eSignature Envelope. To define a new eSignature Envelope, please click New Envelope.
 

Creating Envelope

Figure 2: Creating New Envelope

 

Step 2: Completing the Overview
 
Completing the eSignature Envelope requires filling in the following information in the Overview demonstrated in Figure 3:

(1) Envelope Name: What the name of the entire Envelope will be.
(2) Description: To describe the contents of the Envelope.
(3) Email Subject: Will be what signatories receive in the email subject line. The Email Subject supports the {ProjectNumber} tag. Support for other data fields will be introduced at a later date.
(4) Email Message: The body of the mail that will be sent with the DocuSign link.
(5) Allow wet sign: PowerClerk users can enable wet signs if they choose to. Wet sign is the process of downloading and being able to sign a physical paper document, form or contract with pen or pencil and then uploading the document back to PowerClerk.
(6) Save Combined Document to Attachment: PowerClerk requires users to select the attachment where the completed Envelope will be stored.
(7) Save Certificate of Completion to Attachment: If users created an attachment to save the certificate of completion from DocuSign that may be mapped here.

 

Please Note: HTML is not supported in Email Message. Support for Template Tags will be added in the future.
 

Envelope Overview

Figure 3: Envelope Overview

 

Step 3: Adding Items
 

PowerClerk requires users to add at least one document to be signed per envelope. Here you can also add additional document templates, other attachments, or media from the content library that you wish to include in the Envelope. You will have to specify what the Item you are adding is, whether it be a Document Template, Attachment or Content Library Item. Any item added here will be part of the completed Envelope that is sent to the signatories.
 
In this example you will see how to add a Document Template with signatory tags. First, click “Add Item” when the “Add an Item” menu appears ensure the Document Template is highlighted, then fill out the label – this will be what the Applicant sees as the title of this item. Select the Document Template with the signatory tag. If you want to save the Document Template (alone) to an attachment, you can specify this here. Keep in mind the combined contents of the envelope will be uploaded to the attachment specified earlier. Click “Ok” when you are done.

 

Adding Envelope Item

Figure 4: Adding an Item

 

After a Document Template Item has been added, PowerClerk gives users the ability to map their tags to PowerClerk Data Fields. In this example we will be routing date template tags to date data fields that have been defined in a backoffice form.

 

Envelope Item Configuration

Figure 5: Envelope Item Configurations

 

Please Note: If your program has an existing document template with already mapped template tags to PowerClerk data fields, when you add the Document Template, the button “Apply default mappings from template” will appear. Click this button to have PowerClerk apply those mappings to the Envelope. Date template tags do not need to be mapped as they are a DocuSign tag, but in order to have them saved on PowerClerk there must be a PowerClerk data field mapped to it.

 

Envelope Item Configuration

Figure 6: Envelope Item Configurations

 

Step 4: Signatory Setup and Routing Recipients

(1) eSignature Envelopes allow users to enable routing for the recipients of the envelope. When routing is enabled, there can be an order established on who will receive the DocuSign link first. In order to move the recipients around, you can drag and drop the recipient boxes into the order you wish. Figure 7 demonstrates the Applicant will receive the DocuSign link first, when they have completed signing, it will then be sent to the Administrator. If you do not enable routing, the eSignature request will be sent to all recipients simultaneously.
(2) PowerClerk eSignature Envelopes require users to choose which PowerClerk Data Field will be the source of contact information for each signatory recipient. These Data fields must be defined prior to creating the Envelope. The Data Fields that are currently supported are: a contact field or a combination of a name data field and an email address data field.
(3) Here you will also be able to send a Private Message to each recipient of the DocuSign communication. This message will not have the ability to use data field tags and will only be sent to that recipient.

 

Please Note: If multiple recipients share the same routing order and contact information when the eSignature envelope is requested, but have different private messages, these messages will be merged. The merged message will be limited to 1000 characters.

 

Envelope Recipient Configuration

Figure 7: Envelope Recipient Configurations

 

Step 5: Save
 
Once the recipients have been mapped and are ready, click Save to save the envelope.
 

How to add an eSignature Envelope to a form:

After an eSignature Envelope has been created, on the Forms page the eSignature envelope will now appear as an element. Drag and drop it into the form and select the Envelope Definition you wish to include.

 

Adding eSignature Envelope to Form

Figure 8: Adding eSignature Envelope to Form


 

eSignature Automation Envelopes and Automations

Automations allow you to automatically trigger PowerClerk to perform different actions. One trigger type is eSignature Envelope. Configure this trigger type to a specific eSignature Envelope definition and select the action. Then add the desired Action Rules. For example, you can configure an Automation Trigger to perform various actions the moment a specified envelope has all signatures complete. For more information on different Automation Triggers visit the Automations Support Center article.
 

Creating eSignature Envelope Triggers

Figure 9: Creating eSignature Envelope Triggers

 
eSignature Envelopes include an Automation Action Rule that when triggered, will automatically send the eSignature Request. Please Note: if the project contains an active eSignature and the action rule is retriggered, it will not create an additional envelope. For more information on different Automation Action Rules visit the Automations Support Center article.


 

eSignature Formula Expression

Formulas allow users to create logical conditions such as to selectively run Automation action rules, create Validation rules for Automations, create conditional visibility rules, and much more. A Formula Expression that can be utilized for eSignature Envelopes is the Logical Expression (Is Envelope Completed Reference).
 

Creating eSignature Envelope Formula Expressions

Figure 10: Creating eSignature Envelope Formula Expressions

 
This formula expression can be configured by selecting an eSignature Envelope configuration to assess completeness. The formula expression is a logical formula expression that returns a Boolean value: ‘true’ indicates that the eSignature process is complete, while ‘false’ signifies that it is incomplete (i.e., there are missing eSignatures). To learn more about creating and utilizing Formulas and Formula expressions, visit the Formulas Support Center article.


 

eSignature Envelope Status Page

The eSignature Envelopes Status Page can be located by going to Admin >> eSignature Envelope Status . This page allows admin users to view and manage all eSignature Envelopes that have been initialized on PowerClerk. This page can be filtered by the Envelope Status or the Signature Type.
 
Additionally, Admin can Manage eSignatures from the Status Page. By selecting an envelope, Admin can navigate to the Project’s Landing Pages or manage the request. Visit the section below, on “Managing eSignature Requests” to learn more about resending notifications, updating the eSignature signatory information or cancelling an envelope.
 

eSignature Envelope Status Page

Figure 10: eSignature Envelope Status Page

 

Viewing Completed eSignature Envelopes on Project Landing Pages

Once a project has been submitted, users with Admin access to the Admin View page may go to admin view by clicking a project >> Admin . The eSignature Statuses panel will display the status of all eSignature envelopes generated for the given project. This is also available in the view/edit View page.

 

Viewing Completed eSignature

Figure 11: View Completed eSignature

 

On the admin page you will also be able to view and download the attachments that were set up in the envelope as shown in the figure below.

 

View Envelope Attachments

Figure 12: View Envelope Attachments


 

Manage eSignature Requests

The Manage eSignature Request button can be found in the Admin Project View page or the eSignature Envelope Status page. This page will be useful if you need to resend eSignature notifications or if you would like to cancel eSignature requests.
 
The Manage eSignature request button can be found in the Admin Project View page, selecting the form the eSignature Envelope request was created in and pressing the Manage Request button. A Manage Request dialog will open, where you can click the Resend Notifications button.
 

Manage eSignature Request

Figure 13: Manage eSignature Request

 
Resending eSignature Notifications
Resending eSignature notifications will retrigger the notification email currently triggered through DocuSign to address issues with recipients not receiving the initial eSignature request. We recommend resending eSignature notifications as the first measure in addressing missing or delayed eSignatures, the Resend Notifications button is available when clicking the Manage Request button and becomes available once immediately after requesting signatures, and then once every 15 minutes after the initial request has been sent.
 
You can correct contact info for recipients who have not yet signed by updating the relevant contact info fields on the form, then return to the “Manage Request” dialog and using the Resend Notifications button. When notifications are resent, any updated contact info for pending recipients will be applied to the in-flight eSignature request. However, note that updated contact information will not be reflected in the eSignature documents. If you need the changes to be reflected in the eSignature documents, you will need to cancel the eSignature request and create a new one.
 

Resend Notifications

Figure 14: Resend Notifications

 
The Resend Notifications button is also available to non-admin roles (e.g. Applicants) easing the burden on utility staff handling customer inquiries as to why their eSignature process has not yet been completed (e.g. because one party may not yet have signed due to a variety of reasons). Please note: If a eSignature process is based upon an applicant’s entry of an Email Address or Contact form element, then the applicant can seamlessly correct contact information on the form and update the in-flight eSignature request using the Resend Notifications button, all without utility staff involvement.

 

Canceling eSignatures
The option to cancel an eSignature envelope (and hence incur an additional eSignature Request upon re-creating the respective eSignature request) requires the sender to choose one of several failure reasons and provides guidance about alternatives to cancelling the eSignature request depending on the cancellation reason. To cancel an eSignature that has already been sent go to that project’s admin page, please click on the Manage Request button for the respective eSignature on the form. Then click the dialog option Other Options Shown below:
 

Other Option Dialog

Figure 15: Other Option Dialog

 
This will reveal the Cancel eSignature Request dialog requiring to choose one of several pre-formatted options which will provide further guidance on how to address common scenarios when considering the cancellation of an eSignature request:
 

Cancel eSignature Request

Figure 15: Cancel eSignature Request

 
Once you are confident all other options have been exhausted, please use the Cancel All Documents (or Cancel Incomplete Documents on Merged Documents) button to proceed with the cancellation. Each email associated with the eSignatures will receive an email informing them the eSignature request was voided. Additionally, you can re-request eSignatures from this same spot again by requesting a new eSignature envelope via “Preview Document” >> “Request Signatures” as outlined above.
 
Please note: PowerClerk charges for eSignatures based on the number of envelopes sent. Each unique set of recipients translates to one envelope. If all documents being signed have the same recipient (or group of recipients), they can be combined into a single envelope.
 
If changes or corrections are made to a document before any signatory has signed (e.g., correction to email address) the envelope is still valid, however, envelopes that are canceled and then re-sent will also incur an additional envelope charge against your program’s eSignature envelope allotment.
 
The eSignature Cancel eSignature Request process allows to submit feedback and we will analyze gathered feedback and try to address commonly raised issues to refine and further improve this process.
 

Video Guides

Would a video guide help to better explain Document Templates? Contact us and let us know.
 
A full list of all Video Guides can also be found here.

FAQs

Have additional questions? Contact us to nominate your FAQ and help others find answers to your own questions concerning this feature.

Create A Support Ticket

Not finding your answer here?  Submit a question to our support team at the PowerClerk Ticket System and leverage the PowerClerk team’s expertise.