Electronic document signing for tenancy agreements

This article will take you through an overview of the process of adding your master E-Sign tenancy agreement to Jupix, then on to how to create, send and manage your E-Sign tenancy agreements.

This article includes: 

• Uploading your document template
• How to edit your tenancy agreement to add relevant merge codes
• Sending your document template
• Managing documents awaiting electronic signature

Uploading your document template

Make sure your tenancy agreement document is saved locally as a Word 2003 XML Document (*.xml)

1. Click Admin on the main homebar
2. Click Edit Documents on the dropdown
3. Click Create New Document Template button
4. Enter your Template Name try to use something which will remind you this document will be used for electronic signatures
5. Select the document for Lettings
6. Select System Placement as Tenancies
7. From the dropdown, select the automatic system document as Online Tenancy Agreement
8. Click Save
9. Now, click Browse and locate where you have saved your contract
10. Click Save

How to edit your tenancy agreement to add relevant merge codes

1. Go to the Edit Documents screen and select the relevant tenancy agreement that you have added following the steps above
2. Click Edit

1. Ensure you are using the correct merge codes within your document - For more information on document merge tags, click here

Sending your document template

1. Click Tenancies on the main homebar
2. Search for the relevant tenancy in the Find bar and click Go. Click View on the relevant record
   1. Alternatively, find and click the relevant tenancy from within the Last Viewed section
3. Once on the Tenancy Summary, click Contracts on the top tabs
4. Here, all E-Sign documents will be created and stored

Once prepared, you can click Finalise so the document is ready to send. At this stage it will convert from a template to a .pdf document at which point you can Review and Save.

When ready, click Send Emails. This will email your customer and direct them to electronically sign their contract

Managing documents awaiting electronic signature

1. Click Home on the main homebar
2. On My Dashboard, scroll down and you'll see you can keep track of Documents awaiting online signature

Your customer will receive an email directing them to Review and Sign their copy of the document.  

Here they can read your document and confirm their agreement to enter into a legally binding contract with your agency.  

You will instantly receive an email to confirm the document has been signed.  

Your customer will also receive confirmation and a copy of their agreement as a PDF attachment.

Click on the arrow to the far left to expand and see more information about this transaction.  

Related articles: 

Activating E-Sign for PropertyFile Plus