AppColl's Signatures module automates the process of getting signatures on documents that are part of the IP management processes.
Although specifically designed for collecting signatures for inventor assignments and declarations, it can also be used to manage any other documents that are commonly signed, such as client engagement letters. When setup, the process of sending documents out for signature, reminding the document recipients that their signature is required, and storing the signed document can be completely automated.
Documents are generated for signature based on a set of rules which contain the conditions for creating a document. For example, you could create a rule that sets the conditions for generating an inventor assignment document whenever a US patent is filed. When the conditions are met the document is created and added to the list in the Signatures Module. An option in the rule allows the document to be immediately sent to the recipient for signature when created. Otherwise, the sending of documents is done manually from the Signatures module.
The Signatures module integrates with DocuSign, using your existing DocuSign account, to perform the actual electronic signature process. If you do not have a DocuSign account, or cannot use electronic signatures for some reason, the document can be sent directly to the recipient for them to sign, scan and send back via email. In this case, AppColl uses a special reply email address that identifies the document such that it can be stored in the correct place. If using DocuSign, you must first setup the connection to your DocuSign account by logging in from the Signatures tab in the Settings page.
When the document is sent to the recipient for signature, either via DocuSign or directly via email, it is linked or attached to an email. The subject and body of the email are specified in the Signature Rule for the document and can contain form fields to make the email content more useful and descriptive.
Documents that can be used in the Signatures module are created the same way, using form fields, as any form letter in AppColl. DOCX, RTF and TXT formats are all supported. The only difference is that two special form fields, "{General.SignatureBlock}" and “{General.SignatureBlockDate}”, are inserted in the document to indicate where the person should sign and where date of signing should be added respectively. If using DocuSign, you can also configure AppColl to send an existing DocuSign template in your DocuSign account instead of using an AppColl form letter. In the case of US inventor declarations, AppColl sends the actual USPTO declaration form (AIA/01, AIA/03 or AIA/08) for signature.
During the signing process, documents can have the following statuses:
| Status | Description |
| Unsent | Document has been created but not sent to recipient for signature |
| Sent | Document has been sent to recipient, but not opened |
| Opened | Recipient has opened the document but has not signed it |
| Declined | Recipient declined to sign |
| Expired | Signature was not completed by the recipient in the required time |
| Canceled | After being sent, Signature process was cancelled or “voided” by sender |
| Completed | Signature completed, document returned and stored |
If not using DocuSign, only the Unsent, Sent and Completed statuses are applicable.
The Signatures module shows a list of all documents that have been generated for Signature, regardless of status. You can create reports in the Signatures module to show which signatures have not been collected. Signature documents that have been created for a particular matter are available directly from a tab the matter details page.
The Signatures module currently supports only one signer per document.
For more specific information on using the Signatures module, see the following:
- Connecting to DocuSign
- Creating Form Letters for Signature
- Signatures Rules
- Using the Signatures Module
- Checking the Status of a Document Sent for Signature