FAQs
Capabilities / Use Case
Capabilities / Use Case
Have general questions about OnTask functionality? Read below to learn how OnTask can work for your specific use case.
An electronic contract is just as legally binding as a paper contract, but because it must be signed electronically, there are some key differences to note:
- Both signatories must willingly enter the legal agreement.
- Signers must be aware that they can withdraw consent.
- Signers must be aware that they can request a paper document.
- Rights and obligations must be clearly disclosed.
- All digital contracts must be securely stored.
The Electronic Signatures in Global and National Commerce Act (ESIGN) of 2000 and the Uniform Electronic Transactions Act (UETA) of 1999 have established that digital contract signing is every bit as legal and enforceable as traditional paper contracts.
Digital contracts are typically generated automatically as part of a larger digital contract management lifecycle. Information is gathered from digital forms and used to assemble unique documents that contain legally required provisions for the particular use case. These e-contracts can then be shared with multiple parties for review, approval, and signature.
Also called an electronic contract or e-contract, digital contracts are purely electronic documents that are generated and signed online without the need to print out a physical copy.
A HIPAA-compliant form tool allows healthcare providers to collect patient health information (PHI) through secure online forms. In order to be HIPAA compliant, users must be able to segment access to ensure only authorized parties can view PHI.
Creating a digital intake form is easy with OnTask. Simply upload your existing form and place fields, get started with one of our prebuilt templates, or start from scratch with a web form.
Digital patient intake is the process of collecting new patient information electronically through web-based or digital forms rather than traditional paper forms. The process is convenient for new patients, allowing them to complete paperwork before their first appointment.
Yes. Small businesses benefit from using onboarding automation software, especially with a limited staff. With onboarding automation tools, HR staff can focus on guiding new and existing employees vs. onboarding and training them. This is because the manual parts of the process, such as having employees fill out paperwork on the first day and following up on incomplete documents, are completely automated with digital forms and documents, as well as automated routing and reminder notifications. This cuts out extra steps in your onboarding workflow that create more time, while also giving new hires the right first impression.
Automated Onboarding refers to the use of software or other technology to automate the onboarding process. In contrast, self-onboarding refers to the act of completing onboarding activities on one's own with no assistance. Automated onboarding tools often allow self-onboarding for new hires.
Automated Employee Onboarding (AEO) is a process that helps HR managers save time during the hiring and onboarding processes by automating workflows. For example, automatically sending welcome emails, documents, and signature requests and reminders. It automates the entire hiring process, from sending essential new hire paperwork to new employee training.
Onboarding software is a digital tool human resource managers use to streamline the onboarding process. It provides features to speed up and organize onboarding workflows using digitized documents, eSignatures, automation, and checklists.
OnTask natively integrates with Salesforce, Google Drive, SharePoint, Amazon S3, Dropbox, and more. OnTask easily integrates with thousands of apps and software by sending documents and data between the specified systems via Zapier connections or any app of your choosing through web endpoints. View our list of integrations to learn more.
Yes. For events, we recommend using a QR code that your users can scan or a link sent prior to the event for completion. Workflows can be completed from any mobile device.
Yes. OnTask can be used to streamline your patient or client check in process. Often, companies will have participants use a tablet or scan a QR code for them to complete on their phones.
Contracts
Contracts
Get answers about using digital contracts from OnTask.
There is no one-size-fits-all answer to this question—the length of a non-compete agreement will vary depending on the industry, the role of an employee or independent contractor, and other factors like state laws. However, as a general rule of thumb, a non-compete agreement can be between 1 and 5 years.
Some non-compete clauses may restrict a former employee from starting a business or working for a competitor for a specified time period or geographical location.
A non-compete clause example might read: "The Employee agrees not to work for a competitor of the Company or start their own business in competition with the Company for a period of two years after leaving the Company."
When writing a non-compete agreement, the key is to strike a balance between protecting your business and ensuring your employees are able to pursue their own career goals justly. Here are a few tips to help you customize your non-compete agreement template.
Keep it reasonable.
Write a reasonable non-compete agreement that will hold up in court. For example, you can't prohibit your employees from working in their chosen field. Instead, focus on protecting your business's specific interests. For example, if you have a unique product or service, a non-compete clause can prohibit your employees from working for a competitor that offers a similar product or service.Make it clear.
A non-compete agreement should be straight and to the point. Clear language will ensure that your employees know exactly what they're signing to, and that there's no ambiguity about the terms of the agreement.Limit the duration.
A non-compete agreement should only last for as long as necessary to protect your business interests. For most businesses, a non-compete contract period is 1 to 2 years.Geographical restrictions.
For example, if you have customers in a specific region, you might want to include a clause that prohibits your employees from working for a competitor in that region. However, several states limit restrictions to geographical areas where employees have worked. Be sure to check your state laws.Specify Scope.
You'll need to specify what activities are prohibited under the agreement. For example, you might want to include a clause that prohibits your employees from soliciting your customers or using your confidential information.No, a non-disclosure agreement (NDA) and a non-compete agreement are not the same.
An NDA is a legally binding contract between two parties wherein one party agrees not to disclose confidential information.
A non-compete agreement is a legally binding contract between an employer and employee wherein the employee agrees not to work for a competitor or start their own business in competition with the employer.
An electronic contract is just as legally binding as a paper contract, but because it must be signed electronically, there are some key differences to note:
- Both signatories must willingly enter the legal agreement.
- Signers must be aware that they can withdraw consent.
- Signers must be aware that they can request a paper document.
- Rights and obligations must be clearly disclosed.
- All digital contracts must be securely stored.
The Electronic Signatures in Global and National Commerce Act (ESIGN) of 2000 and the Uniform Electronic Transactions Act (UETA) of 1999 have established that digital contract signing is every bit as legal and enforceable as traditional paper contracts.
Digital contracts are typically generated automatically as part of a larger digital contract management lifecycle. Information is gathered from digital forms and used to assemble unique documents that contain legally required provisions for the particular use case. These e-contracts can then be shared with multiple parties for review, approval, and signature.
Also called an electronic contract or e-contract, digital contracts are purely electronic documents that are generated and signed online without the need to print out a physical copy.
Documents
Documents
Digital documents make getting work done easy. See common questions about using digital documents below.
Yes. Digital contracts sent and signed through OnTask are legally binding if challenged in a court of law.
Document management workflows refer to the process of storing, sharing, editing, organizing, deleting, and managing documents within your organization. Workflow management provides a clear set of steps that must be replicable and completed each time to ensure accuracy and quality.
Digital documents refer to electronic files that are in a paperless format, such as PDFs. Some digital documents are created by scanning and converting non electronic media, while others can be created completely online.
eSignatures
eSignatures
Need an easy way to collect legally binding eSignatures? Find common eSignature FAQs below.
OnTask Signature is a customizable signature process that allows you to apply fields and signatures on documents, sign the document yourself, or send to one or more users to complete the information and signatures. Reminders, notifications, and other sub-processes can be easily included to fit your specific organizational needs.
eSignatures allow customers to sign documents on the go and are proven to cut turnaround times and boost responses on documents.
eSignatures, also referred to as electronic signatures, refer to online processes that show intent to sign a record and acceptance of an agreement. eSignatures are regarded as an efficient and secure way to replace handwritten signatures, and hold the same value when examined in a court of law.
Although they may sound similar and are often used interchangeably, electronic and digital signatures are different in many ways. OnTask offers both. Learn more about the differences to decide what you need here.
Yes. All signatures obtained through OnTask are legally binding and HIPAA compliant. Each signature received through OnTask comes with an audit trail that allows you to view timestamps and IP addresses associated with all actions on your document.
Features
Features
OnTask has a lot of great features designed to make your workday easier. View commonly asked questions about our security, eSignature, branding, and other features below.
Yes. OnTask allows you to generate a link for your workflow that can be sent by email, text, or any other means your business uses. You can send to an individual or do a bulk send using a CSV file.
Workflow progress is available in your OnTask dashboard. Simply click into your workflow to see its progress. See how you can track workflow progress with our help center article.
Yes. You can easily add your company’s branding to all documents, forms, and emails created within OnTask. Read our help article on custom branding to learn how.
Yes. You can set reminders and escalations in OnTask so that your workflow doesn’t get stuck with a single user. See our help article on reminders and escalations to learn how.
Your workflows and signable documents can be accessed through a shareable link, QR code, or through emails and SMS texts generated in OnTask as part of your workflow. Links and QR codes can be embedded on your site, shared via email or text, or delivered in the way that’s easiest for you.
Yes. Using Quick Sign, you can either scan a document onto your computer or upload an existing PDF or Word document to OnTask. Once uploaded, OnTask will automatically scan the document for fields, and you can adjust them and assign participants.
Yes. OnTask is hosted on Amazon Web Services. We employ AES-256 end-to-end encryption, as well as encryption in transit as well as download tokens that expire after two weeks to ensure secure routing and data gathering. OnTask is also HIPAA, FERPA, and SOC2 compliant.
Yes. OnTask Signature features a legally binding signature feature similar to that of DocuSign, that includes enhanced routing and workflow features. Learn more about OnTask Signature here.
Although they may sound similar and are often used interchangeably, electronic and digital signatures are different in many ways. OnTask offers both. Learn more about the differences to decide what you need here.
Digital and electronic signatures are only one of OnTask's features. With OnTask, you automate a process end-to-end and collect signatures as part of your workflow. But, what sets us apart is that we don't charge per user and we don't operate in complicated envelopes. We also have a team of humans ready to help you. Contact us today to see how we are different.
OnTask is a HIPAA, FERPA, CCPA, and SOC 2 compliant platform, using AES-256 end-to-end encryption. Covered entities that wish to use OnTask to store information under HIPAA compliance must have at least one OnTask organization on the Enterprise plan and execute a Business Associate Agreement (BAA) with OnTask. BAA’s are available upon request.
Yes. All signatures obtained through OnTask are legally binding and HIPAA compliant. Each signature received through OnTask comes with an audit trail that allows you to view timestamps and IP addresses associated with all actions on your document.
Yes. OnTask Signature features a legally binding signature feature similar to that of DocuSign, that includes enhanced routing and workflow features. Learn more about OnTask Signature here.
Forms
Forms
Form automation can be a great way to keep paperwork organized and on track. Here’s what to know about using forms from OnTask.
Form automation can be used for just about any process at your workplace that relies on forms. This includes, but is not limited to, business invoices, application forms, order forms, registration forms, request forms, HR forms, and more.
OnTask uses a combination of webhooks and Zapier integrations to connect platforms and send information between them.
Form automation is powered by automated routing and conditional logic to reduce inputs. This means that depending on a user's inputs, forms can intelligently show different fields or options to be completed. Once forms are filled, notifications are sent to all stakeholders. Form data collected through OnTask is stored within the system and can also be sent to connected systems.
Form automation is the idea of managing all aspects of forms processes, including the creation, sharing, editing, tracking, and filling of forms electronically.
Integrations
Integrations
Want to integrate the platforms you’re already using with OnTask? See common questions about our list of integrations.
- The ChatGPT integration is free to set up, and included as part of your OnTask plan—regardless of whether you’re using a free trial or a paid plan. ChatGPT offers both free and paid options. Zapier is a paid service with a free option for up to 100 tasks per month. You can sign up for the free versions of these tools and start generating and sending docs for no extra cost.
- To integrate ChatGPT into your workflow, you can follow the steps in this instructional guide. As part of a workflow within OnTask, ChatGPT can generate unique documents based on your inputs. Once generated, you can place fields and send out the documents to be filled and signed.
- This will vary depending on your intended use and what platforms you will be integrating ChatGPT with. However, to integrate ChatGPT with OnTask, you don’t need any code. Simply set up a series of workflows and connect ChatGPT and OnTask with Zapier. Set up your integration using these steps.
- Using ChatGPT is simple. All you need to do is sign up for a free account. Once you’ve done that, you can feed the AI prompts. When integrated with OnTask through Zapier, you can feed the AI prompts as part of a workflow, and the document will be automatically fetched and generated within your workflow.
- AI integrations are not owned or controlled by OnTask or Accusoft. Content generated by AI is intended to be used only as a starting point for documents and agreements. OnTask strongly recommends that you review any contracts or legally binding documents with legal counsel before sending.
Organizations use Salesforce for a variety of tasks, including contract management, opportunity tracking, customer engagement, and data analytics.
OnTask workflows can be configured to route documents to a designated Dropbox folder automatically. After OnTask has been integrated with Dropbox, documents will be exported to the appropriate destination whenever the workflow reaches the “Export Document” task.
Dropbox is a cloud-based file hosting and storage platform that allows users to securely access and share synchronized documents.
OnTask workflows are configured to export documents or form information to Salesforce automatically. After documents are uploaded or generated from forms data, they can be routed to the correct location in Salesforce as the next step of the workflow. This ensures that whenever a new workflow is triggered, the resulting document will be exported to Salesforce automatically.
Salesforce is a web-based customer relationship management (CRM) and sales automation platform that allows organizations to track opportunities, manage customers, and gain insights from sales data.
Use this step-by-step integration guide to get set up.
OnTask workflows can export documents to any Amazon S3 bucket you have write access to. After entering credentials as part of the integration setup, you can configure any OnTask workflow to automatically transfer uploaded documents or documents generated by form data to an Amazon S3 location whenever the workflow reaches the “Export Document” task.
Amazon S3 is primarily used for storage in conjunction with services or applications running in AWS, including websites, mobile apps, backup systems, enterprise applications, IoT devices, and analytics programs.
Amazon S3 (or Amazon Simple Storage Service) is a scalable, cloud-based storage platform managed by AWS that allows multiple users to access and share files.
Multiple applications can be connected to OnTask through Zapier workflows. When an important event occurs in one solution, such as the creation of a new lead or contract, hiring a new employee, or the submission of an IT ticket, Zapier triggers the appropriate OnTask process and imports the relevant information. The process can also work in reverse, with the completion of a new OnTask form, document, or signature sending data to a connected solution via Zapier.
Workflows can also send data back and forth between multiple apps within a single workflow. For example, a third-party app in a Zapier workflow can send data to OnTask to start a new OnTask workflow, which can then send data to another third-party app connected to Zapier.
Zapier is a workflow automation tool that connects multiple web applications so they can share information without requiring customized integrations.
OnTask workflows can be set up to export documents to Microsoft SharePoint automatically. Each workflow can send documents to a specific site, library, and path within SharePoint. After OnTask is configured and connected to SharePoint, it will send documents to the designated destination whenever the workflow reaches the “Export Document” task.
Organizations use Microsoft SharePoint to share information for collaborative projects and store files associated with important business tasks. The platform can be customized to provide each department or team with a dedicated site that provides access to the resources they need.
SharePoint is a Microsoft intranet solution that allows organizations to share and manage content, find information, and facilitate collaboration across multiple teams.
This integration works as part of the “Export Document” task within a workflow. Google Drive authenticates access to OnTask, and OnTask places the documents into the configured storage destination when the workflow executes.
Google Drive is a cloud-based file storage system trusted by many companies to store their important documents securely.
Onboarding
Onboarding
Automated employee onboarding gives your HR team more time to focus on building relationships. Answers to your most common onboarding questions are below.
NDAs are typically used in situations where an employer wants to protect its proprietary information from being disclosed by an employee. The NDA will outline what type of information is considered confidential and cannot be shared without the employer's permission.
One situation where an employment NDA would be used is if the employer has trade secrets that it wants to keep confidential. For example, a company might have developed a new product or process that it does not want its competitors to know about. In this case, the company would require all of its employees to sign an NDA prohibiting them from disclosing any confidential information about the product or process.
To make your job easier, OnTask's API allows you to integrate workflow and eSignature functionality into your existing applications. Our automated workflow helps you get more done so you can spend less time gathering and tracking data and more time on high-value tasks.
When two parties sign a non-disclosure agreement (NDA), they are agreeing to keep certain information confidential. The NDA will outline what information is to be kept secret and for how long. Once the NDA is signed, it is legally binding, meaning both parties are obligated to uphold their end of the agreement. If one party violates the NDA, the other party may have grounds for a civil lawsuit. In order to enforce an NDA, however, the victim would need to prove that they suffered damages as a result of the breach. This can be difficult to do, which is why it's important to carefully consider whether or not an NDA is necessary before entering into one.
NDAs are typically used in situations where an employer wants to protect its proprietary information from being disclosed by an employee. The NDA will outline what type of information is considered confidential and cannot be shared without the employer's permission.
One situation where an employment NDA would be used is if the employer has trade secrets that it wants to keep confidential. For example, a company might have developed a new product or process that it does not want its competitors to know about. In this case, the company would require all of its employees to sign an NDA prohibiting them from disclosing any confidential information about the product or process.
Yes. Small businesses benefit from using onboarding automation software, especially with a limited staff. With onboarding automation tools, HR staff can focus on guiding new and existing employees vs. onboarding and training them. This is because the manual parts of the process, such as having employees fill out paperwork on the first day and following up on incomplete documents, are completely automated with digital forms and documents, as well as automated routing and reminder notifications. This cuts out extra steps in your onboarding workflow that create more time, while also giving new hires the right first impression.
Automated Onboarding refers to the use of software or other technology to automate the onboarding process. In contrast, self-onboarding refers to the act of completing onboarding activities on one's own with no assistance. Automated onboarding tools often allow self-onboarding for new hires.
Automated Employee Onboarding (AEO) is a process that helps HR managers save time during the hiring and onboarding processes by automating workflows. For example, automatically sending welcome emails, documents, and signature requests and reminders. It automates the entire hiring process, from sending essential new hire paperwork to new employee training.
Onboarding software is a digital tool human resource managers use to streamline the onboarding process. It provides features to speed up and organize onboarding workflows using digitized documents, eSignatures, automation, and checklists.
OnTask API
OnTask API
OnTask API is a powerful eSign, form, and document solution that integrates right into your native apps. See common questions about our API product.
An eSignature (electronic signature or digital signature) application programming interface (API) is a Representational State Transfer (REST) web service that allows subscribers to securely request signatures online, obtain status updates, and download the completed documents.
The purpose of an eSignature is to verify a document, while digital signatures also work to secure documents. OnTask utilizes both for a complete signature experience. Read more on the difference between eSignature and digital signature APIs.
Our eSignature API comes with extensive documentation that allows developers to implement and launch within a matter of minutes. Support is available during and after implementation, as well as
OnTask API’s abilities include eSignature requests and collection on documents, document packet creation, automated document generation, document lifecycle management and storage, data collection through forms, automatic launching of workflows, as well as importing and exporting documents and data from other systems.
OnTask API can be used for a wide variety of use cases, including but not limited to leasing packets, employee and client onboarding, proposals, quotes, questionnaires, and any other process using forms and documents.
OnTask API is HIPAA, FERPA, SOC 2, and CCPA compliant, and features a number of security features to protect data and combat downtime. Read about OnTask’s security and compliance.
OnTask API features a capability called “white labeling”, meaning that you can access an unbranded version of the product in which you can add custom branding and styling for a seamless experience across your applications. This feature is available with all Business Pro and Enterprise accounts.
If you didn’t see your question on this list or need more information about OnTask API, please reach out to us here. Someone from our support team will be happy to answer any of your questions or give you a quick demo if your question is a little more complex.
Support hours are based on the OnTask API plan that you choose. View our pricing page for more info.
The number of transactions, or API calls, available depends on which OnTask API plan you choose. View our pricing page for more info. If your transaction volume goes above what is included in your plan you will be able to upgrade your plan or work with our team to create a fair price for what you need.
Yes.
Developers use APIs to make requests of the application they are calling. They receive a response to that API request and have logic to process the response.
Webhooks are similar, but they basically skip the request part. So, a webhook allows a developer to say “here’s a URL, send a message to it when ____ happens”.
Example:
Let’s use getting a document signed as our example. With an API, the calling application requests the status of the document from OnTask. OnTask responds by telling the application “this document hasn’t been signed yet”, which signals to the calling application that it needs to wait and asks again later. This process will continue until an action has been taken.
Once the OnTask response indicates that the document has been signed, another API endpoint is called to download the document.
With a webhook, that same application goes “hey, send the document here once it has been signed” so when the document is signed, this means the user doesn’t need to check on the status. Instead, they will get notified when the document is ready.
Patient Intake
Patient Intake
Explore FAQs about our secure, HIPAA-compliant digital patient intake forms.
A HIPAA-compliant form tool allows healthcare providers to collect patient health information (PHI) through secure online forms. In order to be HIPAA compliant, users must be able to segment access to ensure only authorized parties can view PHI.
Creating a digital intake form is easy with OnTask. Simply upload your existing form and place fields, get started with one of our prebuilt templates, or start from scratch with a web form.
Digital patient intake is the process of collecting new patient information electronically through web-based or digital forms rather than traditional paper forms. The process is convenient for new patients, allowing them to complete paperwork before their first appointment.
Platform
Platform
OnTask Platform combines workflows with forms, documents, and eSignatures to power the different departments at your organization. View common FAQs about business process automation below.
Any processes with repeatable tasks can be automated. Start by identifying what processes are currently taking up the most time at your business that you would like to automate. Using a list of all processes can be a great way to begin. Next, put together a plan or work with your BPA provider to plan and implement a solution.
Just about any process at your business can be automated. Examples include: approval requests, employee onboarding, vendor contracts, performance reviews, and expense reports to name a few.
Business process automation or BPA for short, refers to the use of software to automate repetitive, multi-step business tasks. An automated expense report is a great example. In this use case, an employee would submit their expenses, all inputs would be automatically routed to accounting to approve, once approved the system would automatically notify all parties of accounting’s responses and escalate if needed.
Pricing & Plans
Pricing & Plans
Learn more about our pricing tiers and payment options.
No. It is not necessary for all participants to have an account. Notifications will be sent via email and participants can review, assign, or delegate without having an OnTask account. OnTask provides seamless processes for internal or external use.
No. Participants can fill out forms and provide eSignatures without an OnTask account.
Yes. Our monthly plans can be canceled at any time and you will not be charged for the following month. Annual plans may be cancelled and will not renew.
Yes. Your subscription will automatically be renewed until you let us know you would like to change your plan or cancel your account.
Organizations are entities associated with a company that contains both groups and members. All pricing plans are associated with a single organization and may contain unlimited users and groups. If you need multiple organizations, contact us so we can talk through your needs.
Our Personal, Business and Business Pro subscription plans allow each organization to send up to 200 signature requests per year. Based on historical data, we know that that number far exceeds a typical organization’s usage. However, if your organization uses more than 200 signature requests per year, your plan is still active. A member of our team will work with you to create a subscription plan tailored to your growing organization with fair pricing and zero interruptions to your active workflows and templates.
Our starter plan is designed for those who need the basics, and includes 2 users. All other plans include unlimited users so that you can add others as needed. Administrators can assign roles to users to ensure proper access and security.
You can be up and running in as little as a few hours depending on what you need. If you have a complex integration and need professional services help to get started, we can have you up and running in a week.
Yes. After your 14-day free trial expires, you’ll still be able to access your account.
Our 14-day trials are free and require no credit card to get started. During your trial, you can build unlimited workflows and access all of OnTask’s features, including eSignatures and APIs. Even after your trial expires, you will receive 5 free eSignatures a month in OnTask. We’ll save all of the workflow templates you make for you to access at any time. And if you decide to upgrade, you’ll be able to access these after your free trial.
No. You can start with a 14-day free trial and upgrade at any time to a paid plan with more advanced features.
Demo demo
Referral Program
Referral Program
- No. Referral program points and benefits are only awarded for first-time purchases of monthly or annual OnTask subscription plans.