Electronic signatures

P2i contracts are able to be electronically signed (eSign) via Docusign.

Docusign is an e-signature format which uses AES 256-bit encryption. Docusign uses Public Key Infrastructure (PKI) to ensure secure digital signing with each document receiving its own certificate of authenticity. All data access and transfer activities within Docusign use secure protocols such as HTTPS, SSL, SSH, IPsec, and SFTP.

Signatories are added to the contract by the Department and will include the signatory email address and mobile number to ensure the correct person electronically signs the contract.

There may be more than one signatory from the Organisation involed in the eSign process.

This is useful to help determine the status of signatories involved in electronically signing the contract.

  1. Log in to P2i. Refer to Login to the P2i Main Dashboard.

  2. From the P2i Main Dashboard, click Sourcing > Contracts > My Contracts.

    contracts menu item with my contracts sub menu items

  3. Locate the contract and click on the Title hyperlink.

    lists of contracts this user has access to

  4. Click Contents Management tab > MCD page.

    contents management > mcd screen showing the proposal witht he signed Alloval Status field with hyperlink to signed sontract.

  5. Click the hyperlink in Signature Approval Status box.

The signatories are listed and where the signature process is up to.

In this screen capture, the signed copy of the contract is available

screen displaying the signatory and procress of signatures and in this instance the signed contract as process complete

An email is sent to the signatory's email address when the contract requires a signatory to eSign.

If there are more signatories listed then at completion of signing, the process repeats for the next signatory. (refer to View the signature approval status)

  1. Find the email.

  2. Click Review documents.

    A copy of the email sent by Docusign to the mailbox

  3. Click Continue.

    A docusign message popup dialogbox ensuring the user is ready to commence the signing process in docusign

  4. Review the contract via scrolling down (or click Start to navigate to the first signature spot).

    The MCD is displayed with the start tag if user wishes to jump straight to signing section

  5. Click Sign.

    MCD page where the signature block is displayed. a button to sign is available

  6. Click Adopt and Sign.

    docusign provides a popup dialog box option to adopt and sign - the signature and initials

  7. (Optional) When annexes are included each will need to be signed.

    Example The annex title is in top left of screen.

    (Annexure 1 - con_22371 - FS.pdf)

    • Click Sign.

      for the annex, a button to sign with the adopted signature from prior dialog box.

  8. When all documents are signed, click Continue.

    last document/annex signed the continue message displays.

  9. An sms is sent to the signatory's mobile phone with a confirmation code.

    confirmation of a code - authentication - AES setup for signatures - sent to the mobile phone

  10. Enter the code.

  11. Tick the agree checkbox

  12. Click Sign.

docusign acknowledge page displays the document is signed.