Overview
Broki e-sign lets you send PDFs to borrowers, co-borrowers, guarantors, investors and other parties to sign electronically, without a separate e-signature service. You build a signing package (documents, recipients, and fields), Broki emails each recipient a signing link, and when everyone has signed you get the signed documents and a certificate of completion.
You can work from two places: the E-Sign tab on a mortgage file (pulls in the file's approved documents, compliance documents, and contacts) or the E-Sign page in the left sidebar (your organization's packages, saved field templates, and certificates in one place). Compliance documents generated in Broki arrive with their signature and date fields already placed, so most packages need only a quick review before sending.
Also called: electronic signature.
At a glance
E-sign is how you send documents for signature and download the signed copies when everyone has signed.
You build a signing package of documents, recipients, and fields, and Broki emails each recipient a signing link.
Use the E-Sign tab on a mortgage file, or the E-Sign page in the left sidebar.
When the last recipient signs, the package moves to Completed, and the signed documents and certificate are ready to download.
Everyone is emailed at the same time and can sign in any order. Signing links expire after 30 days.
Before you begin
Before you send a signing package, confirm the subscription, the recipient details, and how the email will send.
Your organization needs an active Broki subscription. The E-Sign page sits behind the subscription check.
Every recipient needs a name and an email address.
Documents you add to a package must be PDFs (uploads) or documents already on the mortgage file. Only documents with an Approved status on the file appear in the document list, plus compliance documents generated for that file.
Collaborators from other organizations don't get e-sign access on shared mortgage files.
Signing emails go out from your connected mailbox when you have one (see Integrations setup). Without one, Broki sends them from its own email service.
Step-by-step instructions
These steps open e-sign and send a package through to signed documents.
Open e-sign
Open e-sign on one mortgage file, or open the organization-wide E-Sign page.
To work on one deal, open the mortgage file and select the E-Sign tab.
To see everything across your organization, select E-Sign in the left sidebar.
Send packages is where you build a package, optionally attached to a mortgage file.
Packages is where you track sent, draft, completed and voided packages.
Field templates lists saved field layouts.
Certificates lists certificates of completion and signed documents.
Send documents for signature
Send documents for signature by choosing the files and recipients, placing fields, and selecting Send package.
Select documents, add recipients, and fill in the package title, email subject and message.
Select Send for signature to open the field editor, then place or review fields for each signer.
Select Send package. Each recipient gets an email with a Review and sign button.
Track progress in the package history. When the last recipient signs, the package moves to Completed, and the signed documents and certificate become available to download.
For the full walkthrough, see Creating and sending a signing package.
Practical examples and other ways to use it
These examples are common ways to send a signing package.
BC compliance package. On the mortgage file's Compliance tab, tick the generated documents and select Send for signing. Broki opens the E-Sign tab with those documents loaded, creates recipients for each party the forms need (for example Borrower 1, Borrower 2, Broker), and pre-places the signature and date fields.
Lender commitment. Approve the commitment on the mortgage file's Documents tab, then add it to a package on the E-Sign tab and place signature and Date signed fields for each borrower.
One-off document not tied to a deal. On the E-Sign page, open Send packages, leave Mortgage file (optional) empty, upload the PDF, and add recipients from your contacts.
Repeat lender form. One way to save time: place fields once, select Save as template, then use Apply template the next time you send the same form.
Common mistakes and how to avoid them
These mistakes are the usual reasons a document is missing, a field is misplaced, or two people share one link.
Expecting the document to appear in the list before it's approved. Only approved documents and generated compliance documents are listed. Approve the document on the mortgage file's Documents tab first, or upload the PDF directly in the composer.
Sending without checking auto-placed fields. Pre-placed fields are a starting layout. If a form has extra signers or a changed layout, a field can be missing or land in the wrong spot. Scroll every page in the field editor before you select Send package.
Using one email address for two recipients. Each recipient gets their own link. If two people share an inbox, each still has to open their own email and sign separately.
Troubleshooting
This troubleshooting section covers a package that was created but no signing email went out.
"Package created, but no email could be sent."
The message "Package created, but no email could be sent." means Broki saved the package and could not deliver the signing email.
Possible causes
Your connected mailbox rejected the message and the backup email service also failed.
A recipient email address is invalid.
Check first
Open the package in the history and check each recipient's email address.
To fix
Correct any wrong email address by creating a new package. Recipients can't be edited after sending.
If the addresses are right, use Resend next to each recipient.
Confirm it worked
A success message appears and the recipient confirms they received the email.
Contact support if resending fails again. Include the mortgage file's loan code or borrower name, the package title, the exact message, and the approximate time.
Tips and best practices
These tips keep the package on the right mortgage file and keep an existing signing link working.
Attach a mortgage file whenever the package belongs to a deal. The package then shows on that file's E-Sign tab, and the file owner gets an email each time a recipient signs.
Upload a fresh copy of each PDF or use "Print to PDF". The composer recommends this because password-protected and pre-certified PDFs can fail when the signed copy is created.
Use Send reminder rather than creating a new package when a recipient just hasn't acted. The original link keeps working.
Limitations and important behavior
These limits cover signing order, link expiry, edits after sending, and package status. A package is tracked as draft, sent, completed, or voided. Select Send package to email every recipient. When the last recipient signs, the package moves to Completed. To change anything after sending, void the package and send a new one. Draft packages are continued from the mortgage file's E-Sign tab.
All recipients are emailed at the same time and can sign in any order. The order you add recipients in doesn't control a signing sequence.
Signing links expire after 30 days. Resend on the mortgage file's E-Sign tab extends the expiry; Send reminder doesn't.
Recipients, documents and fields can't be changed after a package is sent. To change anything, void the package and send a new one.
Signed documents are stamped with the certificate ID and a verification link at the top of each page.
Draft packages started on the mortgage file are continued from that file's E-Sign tab.
Frequently asked questions
These answers cover e-sign accounts, declining, and who is emailed when someone signs.
Do I need DocuSign or another e-signature account? No. E-sign is built into Broki.
Can my client decline to sign? On the first screen of the signing page, a recipient can select I don't agree. Broki shows them a message suggesting they request a paper copy or contact you. Broki doesn't notify you when this happens, so follow up if a recipient hasn't signed.
Who gets an email when someone signs? If the package is attached to a mortgage file, the file owner gets an email each time a recipient signs.
Related articles
These articles cover building a package, the signing page, certificates, and signing problems.