Topics Covered:

• How to access the Required Documents Menu 
• How to upload a document and enable E-Sign
• How to create your E-Sign template with Smart Fields (make fields mandatory)
• How to add Smart Defaults to a E-Sign template
• How to enable E-Sign without fillable Smart Fields 
• How to send out a New Doc Alert to Vendors/Sponsors

Note Before You Begin:

• Only PDF file type should be uploaded! Other file types are not compatible with the e-sign feature (meaning e-sign feature will not work)

This article will walk you through how to upload required documents and enable our new, highly requested e-sign feature. This will allow your exhibitors to fill, sign, and submit their required paperwork all through the Document Manager. (Exhibitors will still have the option to download the document, print, fill out, and upload if they prefer.)

How to access the Required Documents Menu 

While logged in to EventHub, navigate to your "My Event Hub" dashboard. Select “Edit Showcase Page” for the event you’d like to work on. 

Click “Required Documents” from the menu on the left-hand side of the screen.

How to upload a document and enable e-sign

From here you’ll be able to add new folders and upload files into each folder directly. To add a folder, simply click the blue “+ New Folder” button towards the bottom of the screen. To rename the folder, click the three dots and select “Rename Folder”. Enter the new name in the window that pops up.

After closing the window, click the blue “upload” icon (the upward pointing arrow next to the folder name) to select the PDF document from your computer that you want to assign to the folder. Once you’ve selected the file, a window will pop up to prompt you to edit the Document Name and to Select the Required Actions.  To enable e-sign, you will check the box next to Require E-Signature and the Completion Required will remain checked. Blue text means the feature is enabled; gray means it is not!

How to create your E-Sign template with Smart Fields (make fields mandatory to complete)

Once you’ve uploaded the document to the preferred folder, click the three dots to access the menu to the right of the file name (not the document name). Select “View/Edit E-Signature” to enter the document editor.

Curious about what the File Menu Options (three dots) mean? 

1. Rename Document: Allows you to rename the document.

2. Optional / Read Only: Selecting this feature indicates that acknowledgement is not required by the vendor/sponsor; it is simply an optional file for them to reference as needed.

3. Require Read Receipt: Selecting this feature means that a vendor/sponsor is required to acknowledge they have read the document. Click this option to enable or disable required read receipt.

4. View/Edit E-Signature: Takes you to the document editor to create your E-Sign template (more on this below).

5. E-Signature: Selecting this feature indicates that a vendor/sponsor is required to fill out and/or sign a document. Click this option to enable or disable e-sign.

6. View/Edit Instructions: Click to add instructions for the vendor/sponsor.

7. Delete Document: Delete the document if you uploaded the wrong one.

Note: Vendors/sponsors that have already submitted an order get pinged with an email notification that the event organizer uploaded a new required document that requires their attention.

Once you’ve uploaded the document to the preferred folder, click the three dots next to the file name. Select “View/Edit E-Signature” to enter the document editor. This will open on a new browser tab.

Across the top menu of the document editor you’ll see several tools you can use to make your PDF fillable for your exhibitors. These are:

• Signature
• Initial
• Date Signed
• Text Field
• Checkbox

From here you’ll place a smart field in each corresponding spot on the document. Click and drag the desired smart field to a place on the document into which you want the exhibitor to enter text (e.g., a Text Field for Applicant Name, a Signature box for Applicant Signature, and so on). Repeat this step as much as necessary to ensure all necessary fields will be fillable by the exhibitor. Don't forget to click the green "Save Template" button before closing the browser tab! 

Note: With the exception of the Checkbox, each of these smart fields is required to be filled out by the exhibitor by default. You can edit this setting by clicking into each field after it’s been placed on the document.

Need to start over? Click the "Reset Template" option on the top right hand corner of your screen. Need to undo the last action? Click the "Undo" option on the top right hand corner of your screen.

How to add Smart Defaults to a E-Sign template

Smart Defaults allows you to add personalized information about the vendor/sponsor based on their order details. You can create any number of Smart Defaults ahead of time for later use, and the signing workflow allows you to select one from your Smart Default library.

The exact path to these Smart Default library files vary by Order Defaults, Event Listing Defaults and Invoice Defaults. Basically, the Smart Default fields will pre-fill the value for the assignee making each agreement specific to the vendor/sponsor.

From here you’ll place a Text Smart field in each corresponding spot on the document. Click and drag the text smart field. You can add a Smart Default by clicking into the field after it’s been placed on the document. Select the the value that should prefilled for the vendor/sponsor. Click the "done" button!

How to enable E-Sign without Fillable Smart Fields

Simply upload the document and enable E-Signature. Your exhibitors will be able to utilize the document editor to fill out the paperwork online. NOTE: if you enable e-Signature without creating a template, it is easier for exhibitors/vendors/sponsors to miss required fields. If you have specific requirements for your paperwork, we recommend creating a template with required fillable fields.

If you prefer not to create a template, we recommend at least including a signature field to make it clear to the vendor/sponsor where they need to sign.

How to send a New Doc Alert to Vendors/Sponsors

Note Before You Begin:

• Only exhibitors whose orders you have already approved will receive these alerts.

• You can add new documents for your exhibitors to upload, e-sign, or read at any time - even after your event is live! 

To alert your exhibitors to a new document, click on the three-dot menu icon of the folder you just added the document to and select "Send New Doc Alert" from the dropdown menu. A popup confirmation will appear. Click "Yes" to confirm and send.