Contracting

Remote eSigning

What is Remote eSigning?

As part of the eContracting process, Remote eSigning allows you to send contract documents to an online 'signing room,' allowing buyers to complete the signing process without requiring them to be physically present at the dealership. 


For Remote eSigning to be enabled, the selected finance source must also be enabled for Remote eSigning. 

Your dealership’s Privacy Notice must also be uploaded in the RouteOne system by your Dealer System Administrator (DSA). For detailed instructions on how to upload your Privacy Notice, click here.  

For information about subscribing to Remote eSigning, click here.

 

You also have the option of uploading documents to RouteOne and defining signature areas for your customers so their signatures can be collected electronically on those documents. For more information on RouteOne’s eSign Anything® functionality, click here.

 

 

 

Remote eSigning within the eContracting process


Once subscribed to this feature, you will see a new Remote eSigning button on the ‘Contract Package’ page at the Review step of the process (Step 3): 

Click ‘Remote eSigning’ button

 

Important: If you click on the ‘Review’ step, you will proceed with the traditional signing process at the dealership. Remote eSigning will no longer be available if you click the ‘Review’ step. If Remote eSigning is desired after this point, the only option will be to regenerate the contract.

Arrowing pointing to 'Review' step. Box around empty space, showing 'Remote eSigning' option no longer available.

 

Upon selecting the 'Remote eSigning' button, you will be required to enter the buyer/co-buyer’s email address and mobile number. 

Once you have provided the information, click the 'Submit' button.

For business contracts, you will also be prompted for the buyer/co-buyer’s first name and last name during this process.

Arrows pointing to buyer information and 'Submit' button.

 

A confirmation message will display. Click the ‘OK’ button. 

Confirmation message

 

The Contract Package screen will update. Instead of displaying the ‘Remote eSigning’ button, you will now see a ‘Resend Email’ button and a ‘View Remote Documents’ button.   

  • The ‘Resend Email’ button enables you to resend the Remote eSigning invitation as many times as needed. Note that you will not be able to change the email address or mobile number that you originally entered. If you entered an incorrect email address or mobile number, you will need to re-generate the contract.
  • The ‘View Remote Documents’ button allows you to open/view the documents that the  buyer/co-buyer will be viewing remotely. This allows you to follow along if they need help or have questions while signing.
About the ‘Resend Email’ and ‘View Remote Documents’ buttons
 

 

 

Buyer/Co-buyer eSigning Experience


Once Remote eSigning is initiated, the buyer (and co-buyer, if applicable) will receive an email inviting them to sign their documents. 

To begin the signing process they will need to click the ‘Click here to Review and Sign’ link in the email. 

Arrow pointing towards ‘Click here to Review and Sign’ link
 

 

After clicking the link in the invitation email, the buyer/co-buyer will be directed to a page to request a PIN. 

When the buyer/co-buyer clicks the ‘Get PIN’ button, an SMS text is sent to the mobile number you entered when you initiated Remote eSigning in the RouteOne platform.

Once they have received the PIN, they must enter the PIN in the ‘Enter PIN’ box and click the ‘Submit PIN’ button.

Any time the buyer/co-buyer exits the signing session and re-enters the signing room, they will be prompted to request and submit a new PIN. 

Arrow pointing towards ‘Get Pin.’ Box around ‘Enter PIN’ field and ‘Submit PIN’ button.

 

Upon successful authentication the buyer/co-buyer will be directed to the signing room entrance, where they can confirm how their signature will appear. 

They will see their first name, last name, and email pre-populated from the contract package. These fields serve as confirmation for the user and are not editable.  

Depending on your dealership settings, the buyer/co-buyer may have the option to select how they want their signature applied throughout the signing room; either by using a typed or a drawn signature to sign the documents.

You can select the types of signatures that are permitted when buyers sign through Remote eSigning and in-store eSigning. To learn more about setting your dealership’s ‘eSign Signature Types’ preferences, click here.

 

  • If typing, no further action is needed, as the signature is already typed for the buyer/co-buyer. 
  • If drawing, the buyer/co-buyer can draw a signature using a mouse or using any touch-enabled device. 

Reviewing/signing of contract documents on a mobile phone is not supported at this time for a buyer/co-buyer. They should complete the Remote eSigning process using a desktop/laptop computer or tablet.

Box around buyer information shown in signing room entrance

 

To begin the signing process, the buyer/co-buyer must accept the ESIGN Consent by clicking the corresponding checkbox, and then click the ‘Begin’ button. 

If they do not want to sign via Remote eSign, they can withdraw consent by clicking the 'I decline to eSign' link. They will be asked for a reason for withdrawing consent. 

  • Once consent is withdrawn, the link in the invitation email will no longer be valid, and that particular contract is voided and cannot be signed by any means. 
  • If the buyer/co-buyer later decides to move forward with the deal, you will need to regenerate the contract, regardless of whether it will be signed in-dealership or via Remote eSigning. If they want to complete the deal through Remote eSigning, you will need to initiate Remote eSigning for the new contract, which will prompt a new invitation email to be sent to the buyer/co-buyer.
Checkbox to accept ‘ESIGN Consent,’ ‘Begin’ signing

 

Once the buyer/co-buyer accepts the ESIGN Consent and clicks the ‘Begin’ button, they will enter the signing room and be presented with documents for review and signing.

The first document presented is the ESIGN Consent. They must click the ‘Continue After Reviewing Document’ button to proceed.

In signing room, review ‘ESIGN Consent’ document, click ‘Continue After Reviewing Document’

 

The buyer/co-buyer will also be presented with the dealer’s Privacy Notice and will be required to review that document before continuing to the contract documents. 

In signing room, review ‘Privacy Notice’ document, click ‘Continue After Reviewing Document’
 

Once the ESIGN Consent and Privacy Notice have been reviewed, the buyer/co-buyer will be able to review and sign their contract documents. 

They can scroll through each document and apply their signature in each signature field, or they can click the ‘Start’ button. The ‘Start’ button will automatically direct them to each signature field on the document, where they will click the ‘Click here’ prompt to apply their signature to the highlighted field, and then click ‘Next’ to be directed to the next signature field. 

‘Start’ button to review and sign contract documents
‘Next’ button to go to next signature field

 

Once the buyer/co-buyer has entered all signatures within a document, the ‘Apply Signature’ button displays, serving as confirmation that they have reviewed the document in its entirety and agree to the terms and conditions.

After all signatures entered, click ‘Apply Signature’ button

 

The buyer/co-buyer will repeat this process until all contract documents in the signing room are reviewed and signed. 

Once all documents have been signed, the buyer/co-buyer will be directed to a 'Thank You' page where they will have the ability to download their documents as PDFs, either as a single combined file or individual files. 

‘Thank You’ page, ability to download documents or ‘Finish and Exit’

 

When finished, selecting the ‘Finish and Exit’ button will redirect the buyer/co-buyer to a static page. 

‘Congratulations’ page

 

 

Navigating the Signing Room


 

Throughout the buyer/co-buyer signing process, there is a left-hand navigation menu that provides them with several options.

Left-hand navigation menu in Signing Room

 

Save and Exit: The buyer/co-buyer can save their work, exit the session, and come back to the session via the original email invitation link without having to reapply signatures that were previously applied.

All buyer/co-buyer signatures must be applied by midnight on the day that the Remote eSigning invitation was sent to the buyer/co-buyer.

Withdraw Consent: The buyer/co-buyer can withdraw consent and opt to not remotely eSign the contract. They will be prompted to provide a reason for withdrawing consent. When they withdraw consent the contract document is voided. 

  • If the buyer/co-buyer later decides to move forward with the deal, you will need to regenerate the contract, regardless of whether it will be signed in-dealership or via Remote eSigning. If they want to complete the deal through Remote eSigning, you will need to initiate Remote eSigning for the new contract, which will prompt a new invitation email to be sent to the buyer/co-buyer.

Print Consent: The buyer/co-buyer can choose to print a hard copy of the ESIGN Consent form at any time. They can click the Print Consent link to open the ESIGN Consent form in their browser as a printable PDF.

Save a Copy: The buyer/co-buyer can download and save a copy of all documents, as a single PDF file or individual PDF files, to their local machine (laptop or desktop).

Zoom Out/Zoom In: Clicking these buttons will slightly zoom in or out on the document the buyer/co-buyer is currently reviewing.

Your Progress: Clicking this link will display a popup that lists the documents in the signing room and whether each document has been signed or still needs to be signed. The buyer/co-buyer can view/print any document from this page.

‘Your Progress’ indicates progress of documents

 

On the right side of the page the buyer/co-buyer can see the pages in a document. 

Clicking on a page will jump to that specific page in the document. The current page is always outlined by a blue border. While it is possible to jump to any page of the document, they will not be able to move to the next document without applying signatures to each of the required fields.

Right side of Signing Room shows document pages and current page
 

 

 

Remote eSigning a Cash Deal


To use Remote eSigning for Cash deals, the Dealership System Administrator (DSA) for your dealership will need to enable the ‘Deal Structure’ permission for you.  

  • Hover over the 'Admin' tab in the top navigation and select 'Users’ from the dropdown menu. Click to ‘Edit’ the necessary user.  
  • Select ‘Deal Structure’ within the ‘Deal Jacket Permissions,’ and click the ‘Save Information’ button at the bottom of the page to apply the changes. 
Box around ‘Deal Structure’ permission, with checkbox showing permission enabled.

 

 

To use Remote eSigning for a Cash deal, begin by creating a new Customer record. Hover over the ‘Credit Reports & Customers’ tab in the top navigation and select ‘New Individual Customer’ from the dropdown menu.

Box around ‘New Individual Customer’ from dropdown.

 

 

You will be navigated to the ‘Customer New/Edit’ page. Input the buyer’s information and click ‘Save.’ 

New/Edit customer information page and arrow pointing to ‘Save’ button.

 

 

The screen will reload, showing the buyer’s information. Click ‘New Deal Jacket.’

Arrow pointing to ‘New Deal Jacket’ button. 

 

 

The screen will reload, showing the new Deal Jacket for the buyer. 

Box around deal jacket information.

 

 

To add a co-buyer, click the ‘Customers’ tab on the left-hand side navigation and click the green plus sign next to ‘Applicant.’

Box around customer tab. Arrow pointing to ‘+’ sign.

 

 

To search for an existing customer to add as a co-buyer, input their information into the fields, and select the correct co-buyer from the names that appear in the results.  

You can also create a new customer by inputting their information and clicking the ‘Go’ button. Input and save any necessary customer information.

Boxes around customer information fields. Boxes around customer information input into fields, and arrow pointing to ‘Go’ button.

 

 

Once the buyer/co-buyer(s) have been added to the Deal Jacket, click the ‘Documents’ tab on the left-hand side navigation, and click ‘Upload Documents’ to upload the necessary documents for the deal.  

Box around ‘Documents’ tab. Arrow pointing to ‘Upload Documents’ button.

 

 

Once the documents have been uploaded, click the ‘Create Signature’ icon to define the signature coordinates for each document, using eSign Anything®.

Box around ‘Create Signature’ icon. 

 

 

Click the ‘Remote eSigning’ button to initiate the signing process for the buyer/co-buyer.  

Arrow pointing to ‘Remote eSigning’ button.

 

 

When a buyer/co-buyer uses RouteOne's Remote eSigning on a Cash deal, the dealer cannot eSign those same documents.  

The dealer will need to apply their own ‘wet ink’ signatures to the necessary documents. This can be done before or after the buyer/co-buyer completes the Remote eSigning process. 

To capture ‘wet ink’ dealer signatures on the Cash deal documents, print them out from within the Deal Jacket.  

Click the checkboxes for the documents you need to print, and click the ‘Print Selected’ button. Apply your ‘wet ink’ signatures to the printed documents.   

Unlike in the eContracting workflow, the RouteOne system will not automatically email the completed, signed documents to the buyer/co-buyer's email address when using Remote eSigning for a Cash deal. You will need to print and provide hard copies of the completed, signed documents to the buyer/co-buyer upon vehicle delivery. 

Box around selectable documents. Box around ‘Print Selected’ button.

 

 

Remote eSigning FAQs


 

    All buyer/co-buyer signatures must be applied by midnight on the day that the Remote eSigning invitation was sent to the buyer/co-buyer. After that time the link expires and you would need to regenerate the contract to re-initiate the Remote eSigning process.  

    If the buyer/co-buyer attempts to use an expired link, they will receive an error message that the documents have expired. 

    Once the buyer/co-buyer completes the signing process, the Contact Package page will remain in the Sign step (Step 4), allowing the dealer to proceed with the signing process and apply their signature. 

    Once the buyer/co-buyer completes the signing process, the dealer has 7 days to apply their own signatures.

    If you enter the incorrect email and/or phone number and sent the Remote eSigning invitation to the buyer/co-buyer, you will need to regenerate the contract to initiate Remote eSigning with the correct email address and/or phone number.

    When you regenerate the contract, the previous Remote eSigning email invitation you sent to the buyer/co-buyer will be deactivated. If they attempt to use the old link, they will receive an error message that the documents have expired.

    Yes, both the buyer and co-buyer will be sent a Remote eSigning invitation link at the same time. The buyer will be prompted to sign the buyer signature fields and the co-buyer will be prompted to sign the co-buyer fields.

    The system automatically prevents signing in the incorrect location. Both parties are able to sign at any time.

    The document status on the Contract Package page will be 'Unsigned' (in the case of a credit application) or 'Generation Complete' in the case of all other documents. The Contract Manager page will display 'Contract Generation Complete.'

    Once the first signature is applied, the status on the Contract Package page will display 'Ready to Distribute' (in the case of the credit application), 'Authoritative Copy' (in the case of a signed document), or 'Review Copy Printed' (in the case of a non-signable document). The Contract Manager page will display 'Contract Signatures in Process (AC Created).'

    This functionality is not supported at this time.

    Reviewing/signing of contract documents on a mobile phone is not supported at this time for a buyer/co-buyer. They should complete the Remote eSigning process using a desktop/laptop computer or tablet.

    For Remote eSigning to be enabled, the selected finance source must also be enabled for Remote eSigning. In addition, your dealership’s Privacy Notice must be uploaded in the RouteOne system by your Dealer System Administrator (DSA).  

    how to upload your dealership’s Privacy Notice

    Important: Please be aware that it can take up to two hours after you subscribe to Remote eSigning for the Remote eSigning button to become available.

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