E-Sign Workflow

an e sign workflow refers to the process of managing documents that require electronic signatures , starting from document creation and ending with final execution these workflows are commonly used for contracts, agreements, forms, and approvals, especially in business, legal, and sales operations common e sign statuses and their meanings awaiting for signature signed by tenant signed by both complete e sign workflow in rentilium erp move to the leasing section from the main menu accessing rental units click on rental units you will see three tabs active lease, unleased rental units and draft rental units click on “add new lease” to begin a new leasing process adding a new lease click on add lease you will be directed to the tenant details section tenant details choose between “existing tenant” or “new tenant” for existing tenants select “existing tenant” to view a list of registered tenants use the search box to find a tenant by name or email click “select” next to the appropriate tenant for new tenants fill in personal details such as prefix (mr /ms /mrs ) first name and last name gender email address phone number lease details after clicking on next, the add lease page will open fill out the given sections the fields include lease start date and lease end date mention the duration tenure period (months) shows the total number of months for the lease monthly rental charge monthly rent amount discount amount if applicable, fill in the discount amount provided discount period (months) mention the discount period security deposit amount mention the deposit amount late fine (per day) mention the penalty for late payments lock in period (months) minimum duration the tenant must stay choose signature mode manual or e sign method upload the lease agreement add energy and other charges click next to open the energy & other charges page enter charge name (e g , power backup) charge type (fixed or rate based) default value (e g , rate per unit) review and submit click next to reach the preview & submit page review all entered details general information (property name, unit name, type) tenant details lease details lease agreement additional charges click “save as draft” if the e sign process is chosen, the lease will first be saved as a draft once both parties (organization & tenant) have signed, the lease can then be activated this saves the lease and automatically sends it to the tenant’s registered email for e signature tenant e sign process the tenant receives an email and sms notification click “sign document” and then “proceed” they fill in required details and proceed to sign on the aadhaar based e sign page enter aadhaar number click send otp enter the otp received on their aadhaar linked mobile number click verify otp after verifying otp admin can download the signature form admin e sign process after tenant signs, the admin needs to sign the document navigate to my profile in the admin dashboard copy the registered admin email id open yopmail in a browser and enter the admin email to access the e sign mail now click on sign document after successful process the system will confirm signature successfully applied! you can now view and download the fully signed document, complete with all signatures status change “signed by both parties” after both the tenant and admin have completed their signatures , the document status automatically updates to “signed by both parties” this status confirms the lease is now fully executed all legal formalities have been completed the document is binding and cannot be edited further transition from “save as draft” to “activate” once the status updates to “signed by both parties”, the save as draft will be changed to activate conclusion the change from “save as draft” to “activate” marks the final step in the lease creation process it ensures that only documents signed by all relevant parties are activated, providing a clear, secure, and legally compliant workflow for managing rental agreements in rentilium erp