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:
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. For assistance with locating the User Roles screen, please see the User Roles section of the following article
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 integrate digital signing in your Simple Fund 360 with our partner programs, see:
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
- 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
Begin the Digital Signing process by entering the Reports screen from the main toolbar, and have a selection of reports ready that you wish to have signed.
1. Begin by selecting Digitally Sign located at the bottom right-hand corner of the Reports Screen.
2. Digital Signing Wizard - Signature Setting.
Signature Provider will display depending on your previous setting.
Reports: You will see each report from the report pack listed down the left-hand side of the screen. 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
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
3. Digital Signing Wizard - Email Setting.
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 
icon. You will be redirected to the edit email template screen which can ordinarily be found in Settings from the main toolbar. The template you will be editing is the Digit Signing Send Sign Link template. Selecting the refresh template 
icon will apply the changes made to the email.
Once you have confirmed the details and are happy to proceed, 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 via that email link.
Voiding Documents
Reports sent for Digital Signing can be voided through the Documents screen.
| From the Main Toolbar, go to Reports. |
|
| Select Documents from the list. |
|
Now you can void the digital signing of a document by clicking on 
to the right side of the desired document.
Select Void.
Custom templates
If you have changed the badge you're using for your reports from the Default Badge , you will be able to edit the templates of each of the reports. For five of the reports, if the template is custom, you will need to enter the variable from the table below into the signatory field as it will not populate organically.
|
Report |
Type |
Variable |
|
Trustee Minute |
Word |
«${DigitalSignature}» |
|
Trustee Declaration |
Word |
«${Person.DigitalSignature}» |
|
SMSF Audit report |
Word |
«${DigitalSignature}» |
|
Investment Strategy |
Word |
«${Person.DigitalSignature}» |
|
Trustee Resolution |
Word |
«${Person.DigitalSignature}» |
Multiple Signatories: «${Person.DigitalSignature}»
Single Signatory: «${DigitalSignature}»
Example: Entering «${DigitalSignature}» into the Trustee Minute report.
1. Select Options next to the report from within the reports screen, then from the drop-down list, select Templates.
2. Select Minute
Download Doc to retrieve the Template for editing.
4. As per the table above, we can see that the Trustee Minute report requires «${DigitalSignature}» variable, and we need to enter that into the signatory field within the template. We recommend changing the text colour to white.
5. Save the document and return to Simple Fund 360. Select Browse and upload the document template with the new field entered.
Edit Email Templates
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 from the list. |
|
Users can now use the variable ${deptName} to prefill your labels into your email templates.
Once you have edited the required email templates, select Save.
Coming Soon
Our team is constantly improving the features and acknowledges that some may not be available at this stage.
- Simple Fund 360 will send an email to the user who generates the documents when the documents are signed by the required parties.
- The completion certificate is not attached to the document in Simple Fund 360 at the moment.
- Our team plans to introduce a new Documents screen in Simple Fund 360, which allows the display of signing history in the Documents screen.