Quick Reference Guide

Electronically Review and Sign Contract Document in SWIFT

July 6, 2017

Electronically Review and Sign a Contract Document in SWIFT

Contract administrators can process contract document signatures electronically in SWIFT. This easy process eliminates the need to move paper copies of the contract document from one signer to another via email, mail or in-person delivery. In order to review and sign contract documents electronically, make sure that you have the correct roles and approvals in SWIFT.

SWIFT routes contracts for signatures sequentially.

Typically, agencies set up electronic signatures in the following sequence. The contract coordinator can add additional internal signers.

  1. Vendor Signer (External)
  2. Agency Encumbrance Verification Signer
  3. State Agency Signer
  4. Office of State Procurement Professional/Technical Signer

IMPORTANT: SWIFT only allows one external electronic signature. If the vendor requires multiple signatures, use wet signatures for the contract document.

This guide provides the steps to review and sign a contract document in SWIFT

For the more information about supplier contracts, refer to the SWIFT Reference Guides.

Steps to Review and sign a contract document in SWIFT.

  • Step 1: Receive Notification to Review and Sign a Contract Document
  • Step 2: Review the Contract Document and any Related Items
  • Step 3: Sign or Deny the Contract Document

NOTE: If any of the signers denies a contract document, SWIFT notifies the contract coordinator and stops the signature routing.

Step 1: Receive Notification to Review and Sign a Contract Document

After the vendor signs the contract document, SWIFT routes it to the next signer in the sequence. Contract signers work with their agency SWIFT security coordinator to set up how they wish to receive notification of items. There are two ways to receive a notification: (1) Worklist and (2) Email notification.

(1) Worklist:
Sign into SWIFT. On the top of every page, you can find your worklist. Click on your worklist and find the contract items for approval. Click on the link provided.

(2) Email:

The notification email includes basic information about the contract document as well as a link to the SWIFT Portal. Click the link in the email to display the login page for SWIFT or log in to SWIFT via an internet browser.

If you use the link in the email notification, you do not have to search for the document. SWIFT displays the approval page after you log in.

Step 2: Review the Contract Document and any Related Items

SWIFT brings you to the Document Management page.Scroll down to the View and Edit Options section.

  1. Review the contract document.

Click the View Document button. SWIFT opens up a Word version of the contract document. Review it.

  1. Review any attachments.
  • If there are no attachments, the link will say Add Attachments/Related Documents.
  • If there are any attachments to the contract document, the link will say Modify Attachments/Related Documents. Click the Modify Attachments/Related Documents link.
  • SWIFT opens up the Attachments and Related Documents page. Click the View button to review any documents attached to the contract document. When you complete the review, click OK.

SWIFT returns you to the Document Management.

Step 3: Sign or Deny the Contract Document

  1. On the Review and Approval section, click on theElectronic Signature Details link.
  1. SWIFT displays the Electronic Signature Details page. You can add comments and click either the Execute/Sign or Deny button.
  • If you click the Deny button and add a comment about the reason, SWIFT sends a message to the contract coordinator who must start the process over.
  • If you click the Execute/Sign button, SWIFT updates the Document Management page.

The contract document has a Signature Status of “In Process”.

  1. If you again click the Electronic Signature Details link on the bottom of this page, SWIFT displays the updated Internal Signers section. It shows that you completed your signature. SWIFT routes it to the state agency signer.
  1. Typically, the last signer on a Professional/Technical contract is the Office of State Procurement (OSP). The OSP team members with the assigned role can review and sign or deny the contract document.
  2. After the OSP signer clicks the Execute/Sign button, SWIFT brings the signer to an updated Document Management page. The contract document Signature Status is now “Signed”.
  1. SWIFT notifies the contract coordinator that all signers completed their signatures on the contract document. The contract coordinator executes the contract document.

  1. To see the signatures on the contract document, click View Document. SWIFT opens up a Word version of the signed contract document. Scroll to the bottom of this document. You can see who signed it and when.

You have successfully reviewed and signed a contract document electronically using SWIFT.

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