Digital Signing in Simple Fund 360

Overview 

You can now digitally sign, send and manage your compliance documents in Simple Fund 360. Digital Signing replaces printing, faxing and scanning documents with the most efficient and effective way to make every approval and decision digital.

To enable digital signing with our partner programs, see:

• Adobe Sign
• DocuSign
• Fuse Sign
• Please Sign

Setting up Digital Signing 

If you are an Admin user, your user role settings will automatically be toggled on to access this feature. For other users, the following toggles can be found in the User Roles screen. 

To complete the authentication process, the user role: Digital Signing Settings must be toggled on in the user roles screen. It can be located under the Settings heading. 

To enable digital signing, see:

• Adobe Sign
• DocuSign
• Fuse Sign
• PleaseSign

To prepare documents for digital signing, the user role: Prepare Documents For Signing must be toggled on in the user roles screen. It can be located under the Reports heading. 

Prior to setting up Digital Signing in Simple Fund 360, you will need to set up the Digital Signing Integration with an Electronic Signature Solution provider on the API page. For assistance with this process, please see the following article

The Digital Signing Process

The following reports are currently available for Digital Signing: 

• Attachment Schedule - 2019 onwards
• Deduction Notice Form
• Deduction Notice Letter
• Deduction Notice Request Letter
• Capital Gains Schedule - 2019 onwards
• Compilation Report
• Engagement Letter - 2019 onwards
• Investment Strategy, 
• Lodgement Declaration - 2019 onwards 
• Losses Schedule - 2019 onwards 
• Member Statements. 
• Pension Commencement Letter Confirmation
• Pension Commencement Letter
• Pension Commencement Minute
• Pension Continuation Letter
• Pension Continuation Minute
• SMSF Audit report
• SMSF Annual Return - 2019 onwards 
• Trustee Minute, 
• Trustee Declaration, 
• Trustee Resolution,
• Trustee Representation Letter - 2019 onwards
• Work Test Declaration
• Consent to appointment as Trustee
• Application to become a Member
• Business Activity Statement (BAS)
• Instalment Activity Statement (IAS)
• BAS/IAS Lodgement Declaration
• Transfer Balance Account Report Declaration
• Priority Payment Minute
• Trustee ECPI Election

Begin the Digital Signing process by navigating to the Reports screen. 

1. Select the Reports you want to digitally sign and click Digital Signing. 

2. Digital Signing Wizard - Signature Setting. 

  The signature Provider will display and can be switched to another authenticated partner.

3. Reports:

 Under each report, you will see a series of contacts along with their respective email addresses. These are the contacts that will be sent each form, as they are the contact required to sign them. For assistance with selecting which contact will default to which report, please see the Fund Relationships article

4. Report Pack List: On the right-hand side of the screen, a list of the reports being prepared will display. A blue pen symbol next to the report will indicate that the report is eligible for Digital Signing. 

Once you have confirmed the details and are happy to proceed, select Confirm

5. Email Preview. 

Subject: The field will default to 'Documents Requiring Signature + a mail merge field for the fund name. This will appear on the subject line of the email. 

Body: This is the body of the email that the signatory will receive when receiving the email. This can be edited on this screen. The template can be permanently edited by selecting the edit template   .

6. Once you have confirmed the details, select Send Email

The email will then be sent to the email address of the signatories to sign. 

Note:

1. Once signed, a signed copy will be saved automatically in Simple Fund 360 under Documents screen.

2. If digital signing is voided by the sender from the Documents screen, then that document can no longer be digitally signed.

Digital Signing Reminders

You can resend the original digital signature email to unsigned recipients through the Documents screen.

To resend the documents click on to the left side of the desired document.

This will open a timeline displaying the sender, signatories and the dates the document was sent and signed.

Select Resend Email  to resend the original email to unsigned signatories. 

Voiding Documents

Reports sent for Digital Signing can be voided through the Documents screen.

To Void a document click on to the right side of the desired document.

Select Void.

Digital Signing History

The History of a Document that has been sent for Digital Signing can be viewed through the Documents screen.

To Void a document click on to the left side of the desired document.

This will open a timeline displaying the sender, signatories and the dates the document was sent and signed.

Edit Email Templates

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When you access the Email Template screen, the full list of email templates will appear. 

From the Main Toolbar, go to Settings.
Select Email Template

To edit any of the existing email templates, select the email template type and make changes to the template through the Edit Email Template box.