Electronic document signing for tenancy agreements

This article takes you through the process of adding your master E-Sign tenancy agreement to Jupix, then how to create, send and manage your E-Sign tenancy agreements, including how to set how long a contract stays open for signature.

This article includes:

• Uploading your document template
• How to edit your tenancy agreement to add relevant merge codes
• Sending your document template
• Setting how long a contract stays open for signature
• 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
4. Enter your Template Name – use something that reminds you this document is 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. 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 you added following the steps above
2. Click Edit
3. Ensure you are using the correct merge codes within your document – for more information on document merge tags, see Document merge tags

Sending your document template

1. Click Tenancies on the main homebar
2. Search for the relevant tenancy in the Find bar and click Go, then click View on the relevant record
   1. Alternatively, find and click the relevant tenancy from within the Last Viewed section
3. On the Tenancy Summary, click Contracts on the top tabs

All E-Sign documents are created and stored here.

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

When ready, click Send Emails. This emails your customer and directs them to electronically sign their contract.

Setting how long a contract stays open for signature

By default, an E-Sign contract expires 28 days after it is sent. You can change this expiry period in your E-Sign settings.

1. Click Admin on the main homebar
2. Click System Configuration on the dropdown
3. Scroll down to System Settings and click Edit
4. Scroll down to Esign Settings. In Contract expiry days, enter the number of days a contract should stay open for signature
5. Click Save

Managing documents awaiting electronic signature

1. Click Home on the main homebar
2. On My Dashboard, scroll down to Documents awaiting online signature to keep track of your outstanding contracts

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 receive an email confirming the document has been signed, and your customer will also receive confirmation and a copy of their agreement as a .pdf attachment.

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