E-SIGN 1 Table of Contents Reviewing the Lease ..................................................................................................................................... 2 Generating and Esigning Lease Documents .................................................................................................. 5 Generating Lease Documents ................................................................................................................................................ 5 Esigning Lease Documents ................................................................................................................................................... 6 Countersigning Lease Documents.................................................................................................................. 9 Countersigning Manually ....................................................................................................................................................... 9 Auto Signing with For Signature .......................................................................................................................................... 12 Customizing Your ESign Email .....................................................................................................................13 USER GUIDE E-SIGN
Transcript
E-SIGN 1
Table of Contents
Reviewing the Lease ..................................................................................................................................... 2
Countersigning Lease Documents .................................................................................................................. 9 Countersigning Manually ....................................................................................................................................................... 9 Auto Signing with For Signature .......................................................................................................................................... 12
Customizing Your E-‐Sign Email ..................................................................................................................... 13
USER GUIDE
E-SIGN
2 E-SIGN
Reviewing the Lease To e-‐sign a lease you’ll first need to find the Lease Details page for the renter whose lease you want to e-‐sign. Start by selecting Recent Leasing Activity from the Leasing menu.
The Recent Leasing Activity page gives you an at-‐a-‐glance view of all your recent leases, both those that were created manually by leasing staff and those that started out as an online application. Use the search box to find the appropriate lease. You can search by apartment number or renter name.
Filter results using the menus.
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Click the renter’s name or the magnifying glass to view the Lease Details page.
If necessary, use the Resident section to edit the person’s information, add an applicant or guarantor to the lease or delete an applicant or guarantor.
Similarly, use the Lease Agreement section to change the renter’s apartment or edit the lease terms.
This guide assumes you’ve already screened the renter and reviewed the screening results. If you haven’t done so, Click View Screening to go back and review the screening results before making your decision to rent.
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If you have screened the renter and reviewed the screening results, now is the time to make your decision to rent. Click Approve, Decline or Cancel Application accordingly.
Pending A lease in which a decision to cancel, decline or approve the renter’s application has not yet been made.
Cancel A lease in which the renter’s application has been withdrawn. Approve A lease in which the renter’s application has been approved for move-‐in. Decline A lease in which the renter’s application was rejected due to a failure to meet
your rental qualifications.
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Generating and E-‐signing Lease Documents
Generating Lease Documents Once you’ve reviewed the lease (see Reviewing the Lease on page 2), you’re ready to generate the lease for e-‐signing. To do so, click print on the Lease and All Addenda under the Documents section of the Lease Details page.
If necessary, use the Name on Form menu to change the name of the leasing agent countersigning the lease.
If you need to make changes to the information on the lease documents click Lease Details. See Reviewing the Lease on page 2.
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E-‐signing Lease Documents Once your lease documents are generated and ready to be signed, click Sign Document.
Check the appropriate boxes to indicate which signers are present and which signers to invite by email, i.e. those that will e-‐sign remotely.
As part of the e-‐sign process, signers are required to verify their identity by entering the last four digits of their SSN, Canadian social insurance number, tax ID number. Corporate renters and renters with no ID number of any kind are assigned a unique E-‐Sign PIN when you send the email invite. The PIN is used in place of an ID number to verify the renter’s identity and should be given to the renter over the phone.
The email invitation includes a link, which will take signers to their lease documents. See Customizing Your E-‐Sign Email on page 13.
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Once the signing ceremony has begun, scroll through each page of the lease document to mark the pages as viewed (an optional requirement).
Click on each signature and initial blank and use the Sign by menu to sign by hand or by click. If you choose to sign by hand, you can use your mouse or touchscreen device to sign with your actual signature.
If you choose to sign by click, you can sign lease documents with a single click of your mouse. Neither method of signing is better than the other, nor does one method offer increased legal legitimacy—it’s just a matter of preference.
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The symbols that appear on the page thumbnails denote the signing status.
The page has been partially viewed
The page has been fully viewed
The page contains an unsigned signature or initial block
The page contains a completed signature or initial block
If for any reason you fail to complete the lease signing, you can return to the signing page at any time by navigating to the appropriate Lease Details page and clicking the E-‐Sign seal on the Lease and All Addenda.
The seal denotes the progress of the signing ceremony.
Lease documents have been generated but not signed
Lease documents have been signed by the renter
Lease documents have been signed by the renter and countersigned by an agent
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Countersigning Lease Documents There are two methods for countersigning a lease. The first method is to manually countersign using the same page-‐by-‐page process that your renters use. The second, and faster method is to use the For Signature page to auto countersign the lease. You can even use For Signature to countersign multiple leases at once.
Countersigning Manually To countersign a lease manually, first navigate to the appropriate Lease Details page by selecting Recent Leasing Activity from the Leasing menu and clicking the name of the renter. See Reviewing the Lease on page 2. Click the E-‐Sign seal under the Documents section.
The seal denotes the progress of the signing ceremony.
Lease documents have been generated but not signed
Lease documents have been signed by the renter
Lease documents have been signed by the renter and countersigned
Check the Present box to indicate that you are countersigning as a representative for the landlord.
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Once the signing ceremony has begun, scroll through each page of the lease document to mark the pages as viewed (an optional requirement).
Click on each signature and initial blank and use the Sign by menu to sign by hand or by click. If you choose to sign by hand, you can use your mouse or touchscreen device to sign with your actual signature.
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If you choose to sign by click, you can sign lease documents with a single click of your mouse. Neither method of signing is better than the other, nor does one method offer increased legal legitimacy—it’s just a matter of preference.
The symbols that appear on the page thumbnails denote the signing status.
The page has been partially viewed
The page has been fully viewed
The page contains an unsigned signature or initial block
The page contains a completed signature or initial block
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Auto Signing with For Signature To auto countersign a single lease or multiple leases simultaneously, first navigate to the For Signature page by selecting For Signature from the Leasing menu.
Check the leases to be countersigned and click Sign Selected.
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Customizing Your E-‐Sign Email You can customize your E-‐Sign invite email by selecting Company, Region or Property (depending on the level at which you want your changes to occur) from the Settings menu on the blue navigation bar. Click the Lease Policies tab and then click the Email Notifications sub-‐tab. Select E-‐Sign Invite as the Notification Type.
