Replace the recipient on an agreement

The Replace Recipient feature is designed to update any recipient (email address) that has not yet completed their action for the agreement. This action is useful when an email address is entered incorrectly, or if a recipient is unavailable and the recipient must be changed to another party.

How to replace the current recipient

Replacing a recipient in the customer-facing interface can only be done by the original sender of the agreement, and must be done through their Manage page.

  1. From the Manage tab, single click the agreement you want to edit.

    • The agreement record highlights blue when selected.
  2. Mouse over the recipient to be edited (in the right rail).

    • An information bubble pops out to the left.
  3. Depending on the enabled settings, one or more settings are exposed in the bubble:

    • Replace recipient - This option replaces the recipient, denying them further access to the agreement
    • Add Alternate Recipient - Adding an alternate recipient includes the new recipient, leaving the original recipient  in place and capable of completing the agreement
    Replace recipient UI

  4. The info bubble changes and asks for the email address of the new recipient.

    • Enter the new email address and an optional message for the new recipient.
    • Select Replace.
    Enter the new email and message

    A success banner is displayed at the top of the page after the update calling out the old and new email values:

    Success message

Activity list and audit report

 

The Activity list shows the delegation from one recipient to the other.

Replaced recipient in the Activity list

 

 

The Audit Report also properly reflects the replacement of the recipient

Replaced recipient in the audit report

How to configure the setting

The default settings for the Replace Recipient feature is to fully replace the current recipient with the new recipient.

Users with an individual service plan may not change this default setting.

For multi-licensed accounts, there is an option to change the default behavior at the account or group level, and optionally grant the sender of an agreement the ability to choose which option best suits their current situation.

Replace recipient controls in the admin UI

Administrators have two questions to answer:

What should the account/group default behavior be?

  • Only the new recipient will be able to participate – This is the original default action
    • This option inserts the Replace Recipient option into the users Manage page options
    • If the primary concern is that the wrong recipient was sent the agreement, this is the better option
  • The original recipient and the new recipient will both be able to participate – This is the Include action
    • This option inserts the Add Alternate Recipient option into the users Manage page options
    • If the primary concern is that the signature process is being held up by recipients that are out of office, or difficult to contact, this is the better option

Should the agreement sender be allowed to change the default setting?

  • By checking the Users in my account can select whether the original recipient can or cannot participate after being replaced checkbox, you include both the Replace Recipient and Add Alternate Recipient options to the user Manage page options

Things to keep in mind

You can only replace recipients that have not yet completed their action on the agreement.

Recipients assigned a Delegator role cannot be replaced

Agreements sent via Send in Bulk cannot use the Replace Recipient feature.

You can replace the same recipient index multiple times

  • When using the include option, you grow the number of potential recipients
  • If at any time you use the replace action, the whole list of current recipients is replaced by the one newly nominated address

Recipients in a Recipient Group can be replaced individually, and new recipients can be added

  • There is no option to simply remove one recipient without replacing them

Recipients in a parallel participation order can be replaced individually.

Recipients defined within a Hybrid routing order can be replaced individually.

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