How to use Shareworks Startup’s Document Automation to issue paperwork

Before you can send out the paperwork through Document Automation (Workflow), you will need to record the issuances and decide on a template (see this page for setting up templates). 

Note: a video tutorial can be viewed here.

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You are now ready to issue the paperwork to the shareholder and collect signatures/approvals.  Open the left nav-bar, under “Document Management”, click on “Automation.”

On this page, you can click to create a new workflow. There are 5 steps to a workflow.

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First, Specify what the workflow is for (issuing common, debt, options, etc). It’s important that you select the appropriate type, as it affects what transactions show up under step two. E.g. if you are issuing a certificate for share resulting from an exercise, you’d want to select “Exercise” rather than “Common.”

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Second, select the certificates/options/debt/etc that you want to issue paperwork for. (This is the information we entered previously). You will need to enter an email for the shareholders with selected transactions before moving to the next step.

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Third, select the transactions you would like a specific template applied to (by checking off the boxes to the left, or the select all checkbox), then go to Documents > Apply Template. Select the template and enter needed email addresses for signatures.

You can preview the generated document on this step or step 5. Follow the steps in this tutorial to do so.

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Fourth, add any additional approvals you want to, and check the ones you’ve already added. Note that an approval is much like a signature. The person must approve/reject the documentation, but no signature is recorded in the documentation.

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Fifth, review the final documents by clicking the title in the Documents column. If everything looks good, click Execute to send out the action requests (signatures and approvals).

Each individual will receive an email with a link to sign their document. After all parties have signed, a PDF of the document will be created and emailed out to the shareholder. The PDF will additionally be stored in Shareworks Startup on the respective issuance page.

Note that action emails are sent sequentially, so the first action has to be completed before the next individual receives their email.

To re-send the email request for signatures or approvals, click the “resend” button next to the action.

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