Important Note
This affects all Jupix customers who currently use esign. Action is required to update your esign documents before the switchover on 12th August 2025 to ensure any documents sent are legally compliant.
Jupix is pleased to announce improvements to our esign offering within PropertyFile Plus.
We'll be rolling out a new version of esign, titled E-Sign, that replaces the old version and which brings improved and adapted functionality.
This article includes:
- What is the timeline for the switchover?
- What improvements will I see with the new E-Sign functionality?
- What do I need to do to prepare for the new E-Sign?
- New merge tags for E-Sign
- What happens when we switch to the new E-Sign?
What is the timeline for the switchover?
12th July 2025 - 30 days until switchover
The introduction of E-Sign is the ideal time for you to review your signable document templates.
Perhaps you have some you never use that it's time to retire? Or maybe there are others you've been meaning to revamp for a while but just haven't got to yet. Now is your chance! Take some time to come up with a strategy - you've got 30 days to get ready!
12th July - 10th August 2025 - Time to get ready
During this period, you should take the time to work through the document templates you will need for the new E-Sign, making sure to update the merge codes in accordance with the details below.
Remember to upload your new templates with a different name to the original, to make the difference clear and keep things running smoothly through the switch.
11th August 2025 - Last day on your old esign
This is your last chance to update any documents ready for the switchover. Continue to use your old esign documents and processes throughout today.
Overnight tonight, we will switch our systems over to the new E-Sign system and you will see the changes take effect tomorrow.
Remember, if you have any templates that haven't yet been updated with the new merge codes, this must be done today.
12th August 2025 - E-Sign is live
E-Sign is now live in Jupix! Time to start using your new templates.
Over the coming days and weeks, be sure to try out your new E-Sign templates and don't be afraid to reach out to us if you have any queries.
What improvements will I see with the new E-Sign functionality?
The key difference you will notice is that where the PropertyFile tab previously appeared in an appraisal or tenancy application record, you will now see a new tab called Contracts, which all E-Sign documents will be created and stored within. The benefits of this will be:
- A fast, legally binding, and compliant electronic way to deliver and record electronic signatures. This new functionality meets ICO and ISO 27001 standards
- On the finalised document, all signee's details and digital signatures will be captured
- An option to wet sign, void a signature, or to decline to sign and give a reason, will be available. This will then be included in the audit trail
Further improvements will be coming in the future so be sure to keep an eye out for updates.
Note
E-Sign functionality is currently only available within PropertyFile Plus
For more information on Activating PropertyFile Plus, click here
What do I need to do to prepare for the new E-Sign?
To function correctly with the new E-Sign system, your signable document templates will need to be updated. You will need to remove all of the existing PropertyFile esign specific merge tags and replace them with new tags that are compatible with E-Sign. The tags which will need to be removed are:
- %person_fullNames%
- %person_addressHouseNameBR%
- %person_addressNumberSpace%
- %person_addressStreetBR%
- %person_address2BR%
- %person_address3BR%
- %person_address4BR%
- %person_addressPostcode%
- %contactSignature%
- %dsdIdentifier%
With the exclusion of the %contactSignature%, these can be replaced with any of the standard owner or tenancy merge codes from the complete list attached at the bottom of this article.
For the new signature merge codes, please see New merge tags for E-Sign.
Best practice
We strongly recommend you don't overwrite your existing templates, but instead make a copy of them and save them with the updated merge tags. Be sure to make all users in your team aware of the new template names to avoid confusion during and after the switch.
To download your existing templates:
- Click Admin on the main homebar
- In the dropdown menu, click Edit Documents
- Click Edit alongside the the relevant template that you want to duplicate and update
- Click Download template. The letter will then be available in your downloads folder on your computer
- Open the downloaded template and change the merge codes in accordance with the new E-Sign merge codes listed below. Make sure you save your updated template as a Word 2003 XML (.xml) document
Once you've made the necessary changes, you will need to upload the template to Jupix as a new document template. To do so:
- Click Admin on the main homebar
- In the dropdown menu, click Edit Documents
- Click Create New Document Template
- Complete the Template Name with a suitable name to identify the document. It's advisable to make sure the name clearly distinguishes the template from the old PropertyFile esign version
- Assign it to the relevant Departments in which you would like the the document to appear
- Assign the System Placement. This dictates where in the system you'll be able to create the document from
- Click the appropriate Automatic System Document, if applicable, from the dropdown menu. For E-Sign documents, it must be either Online Instruction Contract or Online Tenancy Agreement
- In the section Part 2. Help with the content, alongside Help me build the document template, select No
- Click Save
- Now you can click Choose file and select the file you have just added the new merge codes to
- Click Save
The new template will now be available to you when you are ready to start sending your new E-Sign agreements.
New merge tags for E-Sign
You have a variety of options for the merge tags you can use with the new E-Sign functionality.
- To dictate exactly where each signature appears, use:
- %esign_signature_tenant1%
- %esign_signature_tenant2%
or
- %esign_signature_owner1%
- %esign_signature_owner2%
You can increase the number at the end of the above tags if you require the signature of more than 2 tenants and/or owners on a document - you'll just need to ensure you have the same number of merge tags as you do tenants and owners who need to sign. The number of the tenant/owner will be determined by the order in which they are shown at the Preparation Stage when you tick to include them in the E-Sign process.
- If all signees will sign in the same place, use:
- %esign_signature_all%
This new merge tag will insert a signable field into the document for each party attached to the contract. Each party will then get prompted to enter their signature when signing the document and each signature image will display stacked on top of one another.
- Finally, you can opt to use:
- %esign_signature_owners%
or
- %esign_signature_tenants%
These tags work similarly to %esign_signature_all%, but only insert signature fields for either all owners or all tenants, allowing you to keep them separated on the template.
- Alternatively, you can choose not to include any signature merge tags. The signature will still be digitally captured and will appear at the very end of the document only.
Warning
To avoid potential errors in generating the document, you must type the merge codes where they are needed. Do not copy and paste them as they may not function correctly if pasted into the document.
In the event Word considers any merge tag to include a spelling error (signified with a red line underneath it), you will need to right-click on the merge tag and select the option Add to dictionary to avoid any errors when generating the final document.
What happens when we switch to the new E-Sign?
The switch from the old esign functionality to the new E-Sign, will happen overnight.
Simply put, you will use PropertyFile's existing esign one day, and use the new E-Sign the next.
Watch the video below for a demonstration of how the new E-Sign will work.
Be assured that any old esign contracts that have been created prior to the switchover will still appear in the new Contracts tab. Anything currently in progress (i.e. sent but not yet signed by any/all parties) at the time of the switchover will be completed using the old process.