· Sign External Document Workflow

Introduction

The Sign External Document workflow enables you to execute custom drafted documents, such as ones created by you or your lawyer, while leveraging the platform to notify appropriate parties, collect their signatures, and store the executed document in the appropriate folder of your Data Room, all while being able to track progress along the way. Note that this workflow is more for record keeping purposes and will not make any changes to your equity data. 

This process is broken into four parts: 

1. The external document is uploaded or selected from the Data Room. 
2. A signature page is attached to the document.
3. The document with the signature page is sent to the specified signatories. 
4. Once signed, the document is saved in the Data Room.

Running the Workflow

Getting Started

Go to the Start New Workflow page. Under the Data Room section, click on Sign External Document. 

Upload or Select the Document 

Click on Document Options to either upload the document from your computer, or to select a document already uploaded into the Data Room. 

Indicate if the document contains any sensitive information (such as Social Security Numbers, birthdays, or credit card numbers). 

Enter the Signature Process Title, which will be the name of the Workflow in the platform. 

Add or edit the signing statement that is included in the document. Select if you want to group the collected signatures, and if so, enter the names of the groups. Select if you want to include dates in the signature blocks.

Once all information has been entered, click Continue. 

Select Signatories 

Specify which users will be asked to sign the document by clicking Add Signatory. You can select existing users in your account, or you can create a new user. There is also a checkbox if you want to grant the signatory permanent access to the document going forward. Once all signatories have been added, click Continue. 

Store Document

Select the existing folder in your Data Room where the signed document will be stored, and click Continue. 

Checkpoint

At the checkpoint you can review the documents to be sent out and you can send the workflow for legal review. You can customize the email that is sent to the signatories and share documents from the checkpoint. When ready to send the document for signature, click Continue. 

Wait for Signatures

Emails are sent out to the signatories asking them to sign the document. You can track the signature process from the workflow. 

Next Steps

Once all signatures have been obtained, the document will be saved in the specified folder in the Data Room. If you granted permanent access to any of the signatories, the document will be available to view from their account. 

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Screenshots are for illustrative purposes only.

Fidelity provides cap table management and other administrative services to private companies and their equity compensation plans.

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