Electronic Signatures in Halcyon

Electronic Signature Overview

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FAQs Around Halcyon eSign:

Q: Is a DocuSign electronic signature better than software just entering the signer's name on the form?

A: The difference between using a dedicated service like DocuSign and simply typing a signer's name on a form is significant, primarily in terms of legal enforceability and evidence (the audit trail). While a typed name can be legally binding, a platform like DocuSign offers a far superior and more reliable process that is built to stand up in court.

Halcyon eSign vs. Typed Name: Key Differences

Feature	Dedicated eSignature Service (e.g., DocuSign)	Simple Typed Name on a Form
Legal Validity	High. Complies with laws like the U.S. ESIGN Act and UETA.	Lower. It is legally valid if intent and consent can be proven.
Audit Trail (Proof)	Excellent. Automatically generates a Certificate of Completion logging: IP address, time/date stamps for every action (viewed, signed, etc.), email address, and unique document ID.	Poor. Typically only records the typed name on the final document and perhaps the file's last modified date.
Document Integrity	Excellent. Uses tamper-evident technology (encryption/hashing) to ensure the document cannot be altered after signing without invalidating the signature.	Poor. The document can be easily modified in a word processor after the name is typed, creating a high-risk liability.
Signer Identity Proof	Strong. Verifies the signer's identity through email and, optionally, multi-factor authentication (SMS code, knowledge-based questions).	Weak. Only relies on the assumption that the person who typed the name is the actual signer.
Consent to E-Sign	Explicit. The platform automatically includes a required step where the signer consents to conduct business electronically.	Implicit/Weak. This step is usually skipped or not explicitly documented.

Halcyon, by using DocuSign for eSign, has a better solution because it is designed to satisfy the evidentiary requirements of major e-signature laws (like ESIGN and UETA in the U.S.), making the documents much more secure and legally defensible than a simple typed name

Description and setup:

Your business documents that are generated from Halcyon can be signed electronically.  Halcyon has to enable electronic signatures on your Halcyon system and there may be additional charges. If you would like to enable electronic signature in Halcyon please contact us at [e-mail]. 

Electronic signatures also require your business to have a DocuSign account and Halcyon will integrate with that DocuSign account. 

If a Halcyon form has been enabled for electronic signature you will see a DocuSign logo (shown below) next to its name in the Forms menu as well as on the Maintain Forms and Visibility screen.

If you would like to enable a new form for DocuSign please contact [e-mail].

Hover over a DocuSign-enabled form name to view potential signer notes. You may need to revisit a client's contacts page to adjust roles to ensure that the signers are correct before running a form.

Once you have selected a form you may select the client from the dropdown menu to run it. Check the "Submit for signatures" checkbox to stage the form to Client/Files for electronic signatures. Check the "Take me to the Files Screen" checkbox to be taken to the case's files screen once the form has been staged.

The first time you use DocuSign you will have to select the Connect to DocuSign button and then login to your DocusSign account. Authorization tokens will be passed between the two software so that Halcyon can interact with your DocuSign account. You shouldn't have to do this connection again unless considerable time passes since Halcyon sent documents to DocuSign for you.

You can, while on case/files, send documents from Halcyon to DocuSign for electronic signature. Halcyon will group documents into an envelope. DocuSign charges by the envelope rather than by the document so it is cost effective for you to stage all the documents you need and send them to DocuSign at the same time. Then just select the documents you want to send and hit "Send Selected for Signatures". You can see any errors with contacts here and make corrections first.

Then you can see the status of all envelopes' signatures. 

Select the button "Check DocuSign" and Halcyon will interrogate DocuSign and update the envelope's status. Note you can only check the status every 15 minutes or longer. If the document is completely signed then Halcyon will grab the completed document from DocuSign and return it to the Case/Files tab just as if it was scanned in.

In Person Electronic Signatures:

Halcyon support staff will have to enable your Halcyon system for in person signatures. Depending on your current Halcyon plan there may be additional charges. Your DocuSign plan must be at least mid tier ("Standard") to take signatures in person. If you would like to have in-person signatures please contact us at [e-mail]. 

You can tell Halcyon how you want every signer to sign - either through email or in-person. To set the signer's signing method go to that contact in Case/Contacts and set it there.

For staff (employees), such as Funeral Directors, set their preferred signing method in Admin > Staff Maintenance and Security > Staff Information:

You can also change those settings right on the Case/Files tab.

To start an in-person signature hit the blue button for the person to sign. You will be acting as a signing host. The system will prompt you to hand the device to the signer for them to sign the documents needed. Then the system will prompt the signer to return the device to you.