Document preferences
Last updated
Last updated
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The Document Preferences tab lets you configure documents related settings in a role. From here you can set the privileges for the document owners and recipients (within your enterprise) registered with this role, and may also configure document related provisions available within integration mode (i.e., iFrame). The concept of shared spaces has been introduced which allows delegating your document processing authority to a group of users, configure it as required. It also provides a team working environment, where the peers have the same set of privileges inside a space and can process the team documents accordingly.
Login with your enterprise admin credentials.
Click "Configuration" in left menu.
Choose "Roles" under People options in Enterprise Administration section.
Select the role to edit and click "Edit Role" in right panel. Role screen will appear for re-configurations.
Click "Document Preferences". Select the user settings check boxes and their respective granular access as required.
Click "Save changes".
See the description in the "Document Preferences" table below.
| Field | Description |
|---|---|
Allow uploading and sharing of new documents | Select this option to allow the document owners within your enterprise (belonging to this role) to upload and share documents with any users (i.e., inside and outside your enterprise). This will enable the "New Workflow" option on their System Dashboard and Document Listing screens. If you keep the "Upload and Share" option deselected, it will restrict the document owners to upload and share documents with other users. However, they can still sign their (personal and received) documents.
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Manage recipients after sharing a document | Select this option to allow the document owners within your enterprise (belonging to this role) to change the specified recipients after sharing a document. If you keep this option deselected, it will restrict the document owners to change the recipients once a workflow is initiated by them. |
Printing | Select this option to allow the document owners within your enterprise (belonging to this role) to print the documents after initiating their workflows. If you keep this option deselected, it will restrict the document owners to print their workflow documents. |
Download | Select this option to allow the document owners within your enterprise (belonging to this role) to download the documents after initiating their workflows. If you keep this option deselected, it will restrict the document owners to download their workflow documents. |
Manage document attachments and document merging | Select this option to allow the document owners within your enterprise (belonging to this role) to manage their documents attachments and merging, after initiating their workflows. If you keep this option deselected, it will restrict the document owners to manage attachments of their documents or merge their documents once their workflows are initiated by them. |
Recall workflows | Select this option to allow the document owners within your enterprise (belonging to this role) to recall workflows. If you keep this option deselected, it will restrict the document owners from recalling their workflows. |
Allow users to save a workflow as a template | Select this option to allow the document owners within your enterprise (belonging to this role) to save workflows as templates for use later. If you keep this option deselected, it will restrict the document owners from saving workflows as templates. |
View the workflow details and workflow evidence reports | Select this option to allow the document owners within your enterprise (belonging to this role) to view the workflow history and workflow evidence reports of their documents after initiating their workflows. If you keep this option deselected, the document owners will not be able to see these options against their workflow documents. |
Add invisible signatures in the document | Select this option to allow the document owners within your enterprise (belonging to this role) to add invisible signatures in a document. This will add an additional field (i.e., Display) under the "Details" tab of a signature field properties dialog. An invisible signature will not be displayed on a document. However it entails all other verifiable characteristics of e-signing i.e., Time stamping, Certificate Chain, Certificate Status, etc. An invisible signature can be a Digital Signature, Witness Digital Signature or Witness In-Person Signature as configured in a workflow. |
Enforce document access authentication for all the recipients | Select this option to require the document owners within your enterprise (belonging to this role) to set the document access authentication for all the recipients before sharing the workflow. By default, this option is deselected. If you keep this option deselected, the document owners will be able to share the workflow without having to set the document access authentication for all the recipients. |
Enforce document signing authentication for all the recipients | Select this option to require the document owners within your enterprise (belonging to this role) to set the document signing authentication for all the recipients before sharing the workflow. By default, this option is deselected. If you keep this option deselected, the document owners will be able to share the workflow without having to set the document signing authentication for all the recipients. |
Certification options | Select this option to allow the document owners within your enterprise (belonging to this role) to certify the document to restrict the recipients to perform only the specific changes in a document, as the system won't allow them to perform any other changes. If you keep this option deselected, the document owners will be able not be able to certify documents. |
Signature field | Select this option to allow the document owners within your enterprise (belonging to this role) to add signature fields in their workflows. If this option is selected, the "Level of Assurance" and "Default Level of Assurance" mandatory fields will appear for the user to configure. If you keep this option deselected, the document owners will not be able to add the "Signature" field while preparing workflows. The "Level of Assurance" field allows the enterprise admin to configure the levels of assurance that the document owners are allowed to use for a signature field. You can either allow specified levels of assurance or allow all available levels of assurance. The drop down list for this field displays the levels of assurance as configured in the service plan. The possible options for this field are:
For details about the above mentioned levels of assurances, click here. The "Default Level of Assurance" field defines what levels of assurance will be used by default when the document owners drops a signature field. The system automatically populates this field as per the "Default Levels of Assurance" field, in the service plan. The configured levels of assurance from the "Level of Assurance" field will be listed in the "Default Level of Assurance" drop down list for the enterprise admin to manually configure the "Default Level of Assurance" field. The configuration of this field supersedes the configuration of the "Default Levels of Assurance" field in the service plan. For a new enterprise user under a specific role, the system will pick the configured default level of assurance from this field and set it as the default level of assurance for the user in Personal Settings. |
In-Person signature field | Select this option to allow the document owners within your enterprise (belonging to this role) to add In-Person signature fields in their workflows. If this option is selected, the "Level of Assurance" and "Default Level of Assurance" mandatory fields will appear for the user to configure. If you keep this option deselected, the document owners will not be able to add the "In-Person Signature" field while preparing workflows. The "Level of Assurance" field allows the enterprise admin to configure the levels of assurance that the document owners are allowed to use for an In-Person signature field. You can either allow specified levels of assurance or allow all available levels of assurance. The drop down list for this field displays the levels of assurance as configured in the service plan. The possible options for this field are:
The "Default Level of Assurance" field defines what level of assurance will be used by default when the document owners drops an In-Person signature field. The system automatically populates this field as per the "Default Levels of Assurance" field, in the service plan. The configured levels of assurance from the "Level of Assurance" field will be listed in the "Default Level of Assurance" drop down list for the enterprise admin to manually configure the "Default Level of Assurance" field. The configuration of this field supersedes the configuration of the "Default Levels of Assurance" field in the service plan. For a new enterprise user under a specific role, the system will pick the configured default level of assurance from this field and set it as the default level of assurance for the user in Personal Settings. |
Initials | Select this option to allow the document owners within your enterprise (belonging to this role) to add initials fields in their workflows. If you keep this option deselected, the document owners will not be able to add the "Initials" field while preparing workflows. |
Name | Select this option to allow the document owners within your enterprise (belonging to this role) to add name fields in their workflows. If you keep this option deselected, the document owners will not be able to add the "Name" field while preparing workflows. |
Select this option to allow the document owners within your enterprise (belonging to this role) to add email fields in their workflows. If you keep this option deselected, the document owners will not be able to add the "Email" field while preparing workflows. | |
Date | Select this option to allow the document owners within your enterprise (belonging to this role) to add date fields in their workflows. If you keep this option deselected, the document owners will not be able to add the "Date" field while preparing workflows. |
Company | Select this option to allow the document owners within your enterprise (belonging to this role) to add company fields in their workflows. If you keep this option deselected, the document owners will not be able to add the "Company" field while preparing workflows. |
Job Title | Select this option to allow the document owners within your enterprise (belonging to this role) to add job title fields in their workflows. If you keep this option deselected, the document owners will not be able to add the "Job Title" field while preparing workflows. |
Text field | Select this option to allow the document owners within your enterprise (belonging to this role) to add text fields in their workflows. If you keep this option deselected, the document owners will not be able to add "Text Field" while preparing workflows. |
Text area | Select this option to allow the document owners within your enterprise (belonging to this role) to add text areas in their workflows. If you keep this option deselected, the document owners will not be able to add the "Text Area" field while preparing workflows. |
Radio button | Select this option to allow the document owners within your enterprise (belonging to this role) to add radio buttons in their workflows. If you keep this option deselected, the document owners will not be able to add "Radio Button" while preparing workflows. |
Check box | Select this option to allow the document owners within your enterprise (belonging to this role) to add check boxes in their workflows. If you keep this option deselected, the document owners will not be able to add "Check Boxes" while preparing workflows. |
Add text | Select this option to allow the document owners within your enterprise (belonging to this role) to add text fields in their workflows. If you keep this option deselected, the document owners will not be able to add the "Add Text" field while preparing workflows. |
Attachment | Select this option to allow the document owners within your enterprise (belonging to this role) to add attachment fields in their workflows. If you keep this option deselected, the document owners will not be able to add "Attachment" field while preparing workflows. |
QR Code | Select this option to allow the document owners within your enterprise (belonging to this role) to add QR codes in their workflows. If you keep this option deselected, the document owners will not be able to add QR codes while preparing workflows. |
Proceed automatically upon completion of the mandatory actions by the signer | Select this option to automatically trigger the "Finish" button in a role. When the users belonging to this role will complete the mandatory actions of their collaboration, the "Finish" button will not be displayed on the screen and the process will be concluded automatically from their end. If the "Automatically proceed with workflow upon completion of mandatory actions by signer" option is checked, the "Automatically close the document viewer" option shall appear. Select the "Automatically close the document viewer" sub option to automatically close the document viewer once the signer has performed all the mandatory actions. By default, this option will be unchecked. |
Add comments on documents | Select this option to allow the enterprise users (belonging to this role) to add comments on the workflow documents once their workflows are initiated. If you keep this option deselected, it will restrict them to add comments on such documents. |
Delete documents | Select this option to allow the enterprise users (belonging to this role) to remove documents from their accounts. If you keep this option deselected, it will restrict them from deleting documents from their accounts. |
Perform actions on behalf of enterprise users | Select this option to allow your enterprise admin to upload and share documents, manage recipients, add signature fields and form fields on behalf of the enterprise users belonging to this role, by using the SigningHub API. This is useful in cases where a specific set of users (i.e., Reviewers) are not allowed to upload and share documents on their own (i.e., the "Upload and Share" option is turned off for them), however they can still review the current status of documents and can send their reminders as required. |
Manage shared folders | Select this option to allow the users within your enterprise (belonging to this role) to manage their shared spaces. They can create their own shared spaces for their nominated collaborators, and may also edit and delete these spaces as required. In this way, the nominated collaborators can process the workflows of a shared space documents on behalf of the space owner in their absence. If you keep this option deselected, the users (belonging to this role) would not be able to manage their own shared spaces. However they can still collaborate in the shared spaces of other users, if they are made collaborators in them. |
The enterprise admin who is willing to upload and share documents on behalf of their enterprise users, must have the "Application Integration" rights in their assigned role.
The "Template Applying", "Package Renaming", "Document Renaming", "Documents Merging", and "Documents Managing" options will not be available in the integration mode (i.e., iFrame), irrespective of their role settings.
When you update a role in a production environment, the saved changes are applicable to the related users on their next login.
The availability of "Bulk Signing and Sharing" provision is subject to your subscribed service plan. If you cannot find this option in your account, upgrade your service plan.
In the "Level of Assurance" field under the "Allowed Signature Fields" section, the names of the Levels of Assurance are displayed as configured in the SigningHub Admin.
In addition, this field displays all the Levels of Assurance available in the SigningHub Admin. The "Only share with your enterprise contacts and groups" and the "Allow users to only use personal contacts and groups" options can not be checked simultaneously. If either one of the checkbox is checked, and the user tries to check the other one, the system will prompt an error
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In case the "Allow users to only use personal contacts and groups" checkbox is checked, only personal contacts and groups will be visible to the user while:
Starting a workflow
Changing a recipient
Adding a collaborator for the workflow
Adding a collaborator in the template
Adding a collaborator in the shared space
Configuring delegated signing
Configuring the delegate settings; for the delegator and the gatekeeper
Personal groups
Configuring the personal groups; the system will hide the enterprise dropdown from personal groups.
Configuring the personal contacts; the system will hide the enterprise dropdown from personal contacts.
Configuring post processing
The system will show the user name of a configured contact by checking the email address in the personal contacts, if the contact does not exist in personal contacts, then the system will show, as user name, the name set by the contact itself in their "My Settings".
If the "Set Document Access Authentication for all recipients" option is selected against the document owner's user role, the document owner will not be allowed to share the workflow until "Document Access Authentication" is set for all the recipient in the workflow.
If the "Set Document Signing Authentication for all recipients" option is selected against the document owner's user role, the document owner will not be allowed to share the workflow until "Document Signing Authentication" is set for all the recipient in the workflow.PreferencesPreferences
| Fields | Description |
|---|---|
Certify with no changes
Select this option to disallow any changes to the document after the Certified Digital Signature has been applied. The recipients will not be able to add any annotation to the document, fill out PDF forms, or include additional signatures. This option is intended for documents requiring only one signature.
Certify with form filling and signing
Select this option to allow the recipients to only fill in PDF forms, and sign empty signature fields after the Certified Digital Signature has been applied. They will not be able to add any new annotations to the document. This option is intended for documents requiring one or more signatures.
Certify with form filling, signing and annotations
Select this option to allow the recipients to fill in PDF forms, sign empty signature fields, and add annotations to the document after the Certified Digital Signature has been applied. This option is intended for documents requiring one or more signatures.
