Introducing Documents Generator & Embedded Signing
When we set out to build Museum Exchange, we did so with the aim of helping donors and institutions connect over their shared interest in specific works of art and to steward those works to public collections where they can have the greatest impact. Having facilitated thousands of matches, we recognize that for many institutions finding great works of art is only half the challenge and their ability to bring in new acquisitions is limited by the administrative burden of doing so. This learning inspired us to design a suite of new features that streamline and simplify donation paperwork for both donors and the institutions they support.
Today we are excited to announce the launch of Documents Generator and Embedded Signing, two new features that automate the repetitive tasks of completing donation paperwork. With these updates, institutions will be able to generate customized loan agreements, delivery receipts, and deeds of gift with just a few clicks and send them out for signature—all within Museum Exchange.
We’re excited to see you take advantage of these new features, which we believe will remove many of the pain points of accessioning works and in turn allow institutions to accept more works for their collections.
What’s New
Documents Generator
We’ve made the process of generating donation paperwork effortless by automating it. Institutions can now upload their standard loan agreement, delivery receipt, and deed of gift documents to a new section in their accounts called “Template Documents.” When it’s time to issue a document, they simply click “Generate & Send” and our system populates all the fields for them using information provided by the donor during the match stage. Users are able to review the generated document and assign up to two signees from their institution before sending it out for signature. This feature saves institutions considerable time and ensures that documents are always accurate. For the cases where a customized document is needed (such as to include specific language requested by the donor), institutions still have the option to upload a pre-filled document to be sent out for signature.
Key Functions (for Institutions):
Upload and manage template documents in account settings
Generate documents that are auto-populated with donor and artwork information
Preview documents and assign up to two signers for the institution
Optional manual upload for one-off cases
Embedded Signing
We’ve brought Dropbox Sign’s best in class, secure e-signature technology onto Museum Exchange, so now all documents can be signed without ever leaving your account. Signatures requests are sent via a secure email that directs users to the signature page in Museum Exchange. Even users who don’t have accounts can still use this feature, eliminating the need to visit third party websites entirely. We’ve also added multi-signatory support, so now up to two users can sign for the institution and donor (such as a couple or corporation). What’s more, if a donor representative is managing a donation on behalf of a donor, they are able to review and approve all documents before they are sent to the donor(s) for their signature. As before, all signed documents will be automatically saved to both the donor’s and institution’s accounts for their records.
Key Functions (for Donors & Institutions):
Assign signatories during document generation and review
Support for multiple signers
Support for signers who don’t have accounts
Support for donor representatives to approve documents before sending out for signature