Email Job to track Client Signatures

Owned by Debby Gibson
Last updated: Jul 06, 2020 by Marleze Scheepers (Unlicensed)
4 min read

Nimbus allows you to send a customised email to your clients with links to documents that require signatures.  The Nimbus Email Jobs process will allow you to track the signatures on these documents.

Watch the Video

Instructions - Create an Email Job

  1. From the Client Grid, filter the Client listing to show the Client who will receive the job.
  2. On the Toolbar, click the Send Email icon.  The New Email Job dialog will display.  
  3. Click the Select Template button and choose an Email Template.
  4. Customise the email to be sent to the Client as required.
  5. Click the Attach for Signing button to attach documents for signature.  When this button is used, the system will track the document for client signatures.  The system displays a Pencil icon to the left of the document link as shown in the sample screen below.


  1. Click the Schedule tab to setup any Reminder Follow-up emails, or to set an Approver.
  2. If the email job is required to be sent to more than one Contact, select the Contact Type drop down box and select <All>.
  3. Click the Recipients tab and ensure that the correct Recipients are listed.  If not, please deselect or select the correct recipients.
  4. Click the Send button.  If the email job was scheduled to be sent directly it will be sent; if not it will be sent when it is scheduled (e.g.: it could be forward scheduled).

Instructions - The Client Signing Process - the First Client

  1. Each of the Recipients set on the Recipients tab of the email job will receive an email.
  2. Each recipient will click through the links included on the email and provide their Client Portal credentials to login to the Secure Portal.
  3. The document will then display within Nimbus.
  4. The Client will click the Sign Document button located on the Top Right hand corner of the Toolbar.
  5. If they have not yet setup their Digital Signature profile, they will need to work through the setup Wizard to setup their signature.
  6. If signature blocks have been setup on the PDF, the system will stop at the first signature block.  The Client will either Apply their signature, Skip the signature box, or Cancel the process.
  7. When the Client reaches the end of the document, they will be asked to enter their PIN (this would have been previously setup via the above Signature Wizard).
  8. The system will then advise the following: 
  9. The first Client Contact will Close the Document.

Instructions - What is visible on the Email Jobs Grid

  1. It is useful to check the Email Jobs grid which will provide a view of where the signature process is up to.
  2. After the First Client Contact has signed the document (s), the Email Job will show that there are no documents for the first contact to sign (both have been signed), whereas the second Client Contact has not yet signed either of the two documents.  Note that Docs for Signature means the number of documents that were marked up using the Attach for Signing button when the email was drafted.

Instructions - The Client Signing Process - the Second Client

  1. The second Client Contact will then click through the links included on the email and provide their Client Portal credentials to login to the Secure Portal.
  2. The document will then display within Nimbus.
  3. The Client will click the Sign Document button located on the Top Right hand corner of the Toolbar.
  4. If they have not yet setup their Digital Signature profile, they will need to work through the setup Wizard to setup their signature.
  5. If signature blocks have been setup on the PDF, the system will stop at the first signature block.  The Client will either Apply their signature, Skip the signature box, or Cancel the process.
  6. When the Client reaches the end of the document, they will be asked to enter their PIN (this would have been previously setup via the above Signature Wizard).
  7. If Nimbus is not requiring any further signatures, the system will advise "Document fully signed and will be returned to the Practice/Business".  

  8. At this stage, the fully signed document(s) will be automatically returned to the Business.  The Client will be able to find these documents in the "To Practice / Business Name" folder.


Instructions - What is visible on the Email Jobs Grid

  1. After all Client Contacts have signed all documents that were shared via the Email Job, the Task Status of the Email Job will be set to Complete and the Job Status will be set to Archive.