Overview
eSignature is Reconnect's digital document signing feature that enables accounts to create, assign, and manage documents that may require signatures from both staff users of Reconnect Manager and Clients. eSignature streamlines the document workflow by allowing two-way form interactions where multiple parties can review, fill, and sign documents electronically.
Key Features
Signing Groups
Signing Groups allow facilities to create predefined groups of users who can respond to client-initiated documents. This is configured in eSignature Group Assignment.
Setting Up Signing Groups:
Go to the Group Assignment tab within the eSignature feature
Create a new Signing Group with:
A unique name within the facility (e.g., "Case Manager," "Administrator," "Treatment Provider")
One or more associated Users
When a Client initiates a document using a template with Signing Groups, any user in that group can respond to and sign the document.
Template Management
eSignature uses a template-based system for document creation. Templates serve as reusable document blueprints that define the structure, fields, and signature requirements for your forms.
Creating Templates:
Navigate to eSignature > Templates
Click Create New Template
Upload a PDF document as the base template
Configure template settings:
Template Name: Must be unique within your facility
Template Description: Optional description of the document's purpose
Participant Types: Define who will sign the document (Users or Clients)
Initiation Rules: Specify whether Users, Clients, or both can initiate documents from this template
Template Participants:
User Participants: Staff members who will sign the document
Client Participants: Clients who will sign the document
Signing Groups: Pre-configured groups of users that can respond to a template (useful for client-initiated documents)
Client Initiation Rules:
When a template allows Client initiation and a staff user is also expected to sign the document, for users to be able to sign the form Signing Groups must be set up in the account. This is because clients cannot assign specific Users to document participants during the initiation process.
In other words, a client cannot assign a signature to a specific probation officer in the account, but the template can assign the signature form to the Probation Officer Signing Group so that any user associated to that group could complete the form that the client initiated.
New Document
User-Initiated Documents:
Navigate to eSignature > New Document
Select a template (only templates allowing User initiation will appear)
Select the client(s) who will receive the document
Assign specific Users or Signing Groups to each participant role
Submit to create and send the document for signatures
Client-Initiated Documents:
Clients can initiate documents from within Reconnect Community:
Client accesses available forms in the Community app
Client selects and initiates a document from an approved template
The document is automatically assigned to the appropriate Signing Groups
Clients can then review and sign their portion of the document
All Documents
The All Documents section displays all documents with their current status and history.
Document Statuses:
In Process: Document is active and awaiting signatures
Completed: All required signatures have been collected
Cancelled: Document was cancelled before completion
Expired: Document exceeded the 90-day activity window
Removed: Document has been marked for removal
Document Actions:
View in Browser: Open and review the document
Update Status: Change document status (e.g., Cancel, Remove)
View History: Access the document's activity log
Sign: If you are associated with the document for signing, you will see an action for signing
Document History Subtable:
Each document maintains a detailed history including:
Creation date and time
Signature events (who signed and when)
Status changes with reasons
Notes and comments
Client Signing Workflow
When a client is assigned to sign a document:
Notification: Client receives a task notification in their task list and an automated message in their Reconnect room
Access: Client opens the document directly within Reconnect Community (no external browser required)
Sign: Client completes their assigned fields and signature
Confirmation: System sends notification to all parties when a signature is completed
Completion: When the last signature is collected:
Document status changes to "Completed"
A copy is saved to the client's My Documents section
Form Submissions (Client View)
Clients can view their eSignature submissions in My Account > Form Submissions, which displays:
Date of assignment creation
Form title
Filled status
Document status
View button to access the form content
Document Management
Automatic Document Cleanup:
To maintain system efficiency, eSignature implements automatic document management:
Documents without activity for 90 days are marked as "Expired"
When a document status is changed to "Removed" or "Cancelled," the system waits 3 days before deleting it from the document storage. Once it is deleted from document storage, the document will not be able to be signed.
Document metadata and status remain in Reconnect after external storage deletion
Client Deactivation
When a client is deactivated in the system, all their pending (non-completed) eSignature documents are automatically cancelled.
Best Practices
Unique Template Names: Always use descriptive, unique names for templates to avoid confusion
Signing Groups: Set up Signing Groups before creating templates that allow client initiation
Document Review: Regularly review the All Documents section to monitor document progress
Template Testing: Test new templates with a small group before using broadly
Related Features
My Documents: Completed eSignature documents are automatically saved to client document folders
Messaging: Automated notifications are sent through Reconnect's messaging system
Task Management: Pending signatures appear in client task lists
For additional support, contact your system administrator or visit the Reconnect Support Center.