Obtaining Signature for Customer Contracts/Documents SOP

SOP – Route contracts at correct stage to ensure they get signed correctly.   

1. Introduction 

This Standard Operating Procedure (SOP) outlines the process and procedures for uploading/editing a document in DocuSign and storing them in the correct database for tracking. 

2. Purpose 
 
To ensure all proper documents/contract are signed by the necessary parties and stored into the correct location.  

3. Process Flow 
    1. RAM/NAM will reach out to the IM to send the DocuSign documents to the customer via email.  
    2. IM (Implementation Manager) then logs into the DocuSign website and searches through the “Go to Manage” section for the contract loaded by the NAM/RAM. 

3. Once the document has been located, the IM will then assign who the document needs to be signed by and sent to as a copy; placing them in order of the VP and Customer as #1 and #2. 

a. Signers – VP (Jason) and Customer 

b. Receives a Copy – NAM/RAM, IM, Rebate Team (BranchOps will receive instead if ZCore), and Legal Team. 

4. Select “Next’ to edit the document’s signature placements.  

5. The signature text will then need to be placed on both sides for the signers. 

a. Text Box - Name, Date, and Signature. 

6. Once all needed information is added, the IM will then use the “Send to Recipient” option to send out the document notification and reply to the email letting the NAM/RAM know the task has been completed. 

7. After the document is completely signed, the included parties should receive a copy via email. This will need to be uploaded into the Strategic Account Master file in Smartsheet. 

4. Schedule 

This is done whenever a NAM/RAM needs a document signed.   
 
5. Delivery Mode 
 
1. DocuSign. 

2. Via call, TEAMs, email or set up meetings to communicate.