Document Tabs: Finalize/Signatures

The next tab of the documents feature is either Finalize, if the document has not been published, or Signatures if the document has been published. The two pages are different in content and described separately in the tables below.

Finalize Tab	Content	Description
Publish Document - All Gym		This button will publish the document, which will also send an email for each of the users shown on the page at the email addresses listed for that user. Documents cannot be edited after they are published. Once that email is received, indicating a new document needs signature, the user will log into the application and see the documents available to them.
Users that will receive this document		The contents of the page under this heading include all the users that will be sent this document upon a publish, as defined by the previous filters on the assignments tab. The administration can review prior to publishing the document for accuracy.
Publish Document - Manually Assigned	Select users to receive this document	You can search and select the users you want to send the document to. Only users selected will receive the document.
Users that will receive this document		Users that have the box checked next to their name. You can continue to come back to the page and assign new users to this document.
	Users	The user’s name this document applies to. This can be an athlete, parent or staff, as defined under document settings. (This is a future upgrade; currently only athlete is supported.)
	Family Name	The family name of the user in column 1.
	User Type	The user type for the user receiving the document. If the user has multiple types, for instance athlete and staff, all types will be shown.
	Email	Email address(es) that will receive the message indicating documents are available for signature.

Signatures Tab		Description
Document Signatures	Published	Read-only, provides the date that this document was published.
Document Signatures	Total Documents	Read-only text providing the total number of documents in the list below. Each user entry is a separate document.
Document Signatures	Search Bar	Search allows search by user name or nickname, or family name.
Viewing Filters	View All Completed Pending Overdue Expired	Administration has the option to view the members with this document by the status. View All is the default selection, however Overdue can be selected, for instance, to just show what documents are overdue for members. These filters are available above the list of users.
Checkbox by Family		The checkbox next to Family, if checked, will toggle the check box next to every family name in the list. If checked beside any family, the Action button will be enabled, and can be invoked as described below. Any or all of the families can be selected for the action.
Actions	Send 1 Reminder Delete Unsigned Doc	When the Actions button is enabled, you have the ability to send a reminder email to the families that have the check box enabled, that they have documents that need signed or delete the unsigned document.
Contents	Family	List giving the Family name associated with the user that received the document.
	User	Member this document applies to.
	Issued Date	The date the document initially issued to this member. This date can reflect newer dates than publish, for instance, when new registrations occur after the document has been published.
	Signed Date	This column contains the date the document was signed. This column is blank if document not signed.
	Last Sent	The date and time of the last email sent to the user's email(s) which is when reminder emails are sent. Administration can always see when the last email was sent on behalf of that user.
	Status	The status of the document is shown for the administration to track the required signatures from the members. Status will indicate Pending when the document is sent, prior to the document being signed (Completed) or becoming Overdue. If the document has expired,
Click User Document		This action will open that user's document, providing a print option. This supports the business when hard copies of signed documents are needed. The signed document contains the dated electronic signatures.

Sample Document Signatures Page, Signatures Tab

Sample view of a signed user document for Printing