Add recipient(s), electronic seal(s) and placeholder(s)
Last updated
Last updated
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A recipient is a pre-configured actual user/ group in a workflow. While a placeholder is a kind of blank user, who may be unknown at the time of document preparation. On the other hand, an electronic seal is a preconfigured automated user. They are added during the workflow execution on their turn, by the immediate previous recipient. In such a case, a title field is defined for them in the workflow, which is then updated with the actual recipient.
Each type of user is assigned a definite role in a template, see the following table for details:
| Roles | Description |
|---|---|
Document Signer | Being a signer, the recipient/ placeholder needs to sign a document. As per the workflow configuration, this signature can either be electronic or digital. After signing in the assigned signature field, a signer has to click the "Finish" button to complete the document signing. Alternatively s/he may use the "Decline" option to refuse it, or use the "Delegated" option to assign their role to someone else. Moreover, a signer should also fill in the assigned form fields, initials, and/ or in-persons fields (if any) before signing. Whenever a digital signature is made by any signer, the signature quota of the respective document owner's account will be consumed. |
Document Reviewer | Being a reviewer, the recipient/ placeholder needs to approve a document by clicking the "Review" button. Alternatively s/he may use the "Decline" option to refuse it, or use the "Delegated" option to assign their role to someone else. Reviewing does not involve any signing activity. Moreover, a reviewer should also fill in the assigned form fields, and/ or initials (if any) before reviewing. |
Document Editor | Being an editor, the recipient/ placeholder needs to update a document by clicking the "Submit" button. Alternatively s/he may use the "Decline" option to refuse it, or use the "Delegated" option to assign their role to someone else. Editing does not involve any signing activity. An editor should also fill in the assigned form fields, and/ or initials (if any) before updating. |
Meeting Host | Being a meeting host, the recipient/ placeholder needs to facilitate the document signing process for the configured in-person signers. A host can give his/her device control to the (in-person) signers, and get their signatures in his/her presence. After getting all the signatures, a meeting host has to click the "Finish" button to complete the document hosting. Alternatively s/he may use the "Decline" option to refuse it, or use the "Delegated" option to assign their role to someone else. Hosting itself does not involve any signing activity. However, a host should also fill in the assigned form fields, and/ or other information fields before finishing. |
Send a Copy | When the "Send a Copy" role is selected for a recipient, SigningHub emails the most recent copy (at that stage of workflow) of document to the recipient as an email attachment. The document copy is auto sent (on its turn) and does not require any human intervention. |
Electronic Seal | This user role only appears against an electronic seal added to the workflow. This user role is disabled and can not be updated. |
As you add a template document, the "Recipients" area will appear:
Click "Add a recipient" and specify the recipient name, National ID or mobile number in the provided field. As you type in, your (related) personal contacts/ groups (and enterprise contacts/ groups in case you are an enterprise user) will appear for selection. Select a recipient and their email address/mobile number will be automatically populated in the adjacent field.
In case, your intended recipient does not have a SigningHub account (i.e. guest user), specify their name, email address, and mobile number in the provided fields accordingly.
Assign a role to the recipient from the drop down, i.e. Signer, Reviewer, Editor, Meeting Host, or Send a Copy. See the "User Roles" table for details.
Repeat the above two steps to add multiple recipients as required.
The "SMS" and "Email & SMS" delivery methods will become available if the "Enable SMS notifications" option is enabled in your service plan.
In case of "SMS" or "Email & SMS", the document owner will have to provide the mobile number of the recipient. The full international number must be entered in the 00 44 234334334 or +44 234334334 format. By default, the specified mobile number is displayed partially masked to comply with the GDPR policy.
The SMS notifications will be sent for the following actions:
When a document has been shared or bulk shared
When a document has been recalled
For a sign-off reminder
When a document has been signed
When a document has been processed by others
When a document has been processed by me
When a comment has been added to a document
The "SMS" and "Email & SMS" will not be available as delivery methods for the following:
When the recipient is a group
When the recipient is a placeholder
For an electronic seal
When the role of the recipient is "Send a Copy"
From the "Recipients" area:
Click "Add a placeholder" and specify the placeholder name.
Assign a role to the placeholder from the provided drop down, i.e. Signer, Reviewer, Editor, Meeting Host, or Send a Copy. See the "User Roles" table for details.
Repeat the above two steps to add multiple placeholders as required.
The "SMS" and "Email & SMS" will not be available as delivery methods when the recipient is a placeholder.
The logged-in user is added as a placeholder in a template. When this template is applied on a document the logged-in user field will be automatically updated with the document owner.
From the "Recipients" area:
Click "Add logged in User", a logged in user field will be added in the recipients list as a placeholder.
Assign a role to the placeholder from the provided drop down, i.e. Signer, Reviewer, Editor, Meeting Host, or Send a Copy. See the "User Roles" table for details.
Repeat the above two steps to add multiple placeholders as required.
You can also add recipients through a CSV file. The file must have the valid email addresses/mobile number of each recipient.
The "Primary Email", "E-mail Address", and "Email Address", to read the email address from the CSV file
The "Mobile Number" header to read the mobile number of the contacts.
The "Delivery Method" header to read the delivery method for each recipient. The delivery methods are as follows:
"EMAIL" for when the delivery method is via Email.
"SMS" for when the delivery method is via SMS.
"EMAIL_AND_SMS" for when the delivery method is via Email & SMS.
Click "Add recipients from CSV".
Drag and drop or select the csv file.
Click "Save" or you can remove the selected file.
The recipients will be added. Now assign a role to each recipient from the immediate next drop down, i.e. Signer, Reviewer, Editor, Meeting Host, or Send a Copy. See the above "User Roles" table for details.
The option to add an electronic seal will only be available if an electronic seal has been configured in the enterprise settings, against your user role of the current user.
Click "Add an electronic seal".
From the "Electronic Seal (eSeal)" drop down, select the electronic seal that you want to add. Only the electronic seals available for use based on your user role will be displayed in this drop down.
Repeat the above two steps to add multiple electronic seals.
The SMS will not be available as a delivery option in case of an electronic seal.
Click "Remove" against the recipient/ electronic seal/ placeholder, which you want to delete from the list and it'll be deleted.
By default all the recipients electronic seals and placeholders are added serially in a template. However, you can change their collaboration sequence after adding them, according to your document(s) approval flow. The set sequence is applicable to the serial workflows only. To change the sequence:
Simply drag and drop left-adjacent to your desired recipient/ electronic seal/ placeholder and move it up/ down in the list, as required. When a workflow related to this template is triggered, SigningHub will execute the signing process according to the set sequence.
A recipient must be assigned the "Allow Changing of Recipients" permissions, in order to allow them to update the placeholder field with the actual recipient during workflow execution.
A recipients group can be selected as a recipient, to configure group signing, group approving, and/ or group updating utilities in a workflow.
In case the specified recipient (signer) does not have a SigningHub account and a digital signature field is configured for him/her, s/he will be asked to register to SigningHub before applying digital signature on the document. However, the recipient does not require a SigningHub account, when an e-signature field is configured for him/her.
The CSV file being used to add recipients must have the valid email addresses of the recipients. SigningHub supports three different types of email headers for use in a CSV file, i.e. Primary Email, E-mail Address, and Email Address. You can export your contacts (to a CSV file) from Outlook, Thunderbird, or any other email service provider that supports these email headers.
After adding the recipients and placeholders in a template, proceed to the Configure workflow type phase.
Electronic seals can be added in "Serial", "Parallel", and "Custom" workflow types.
