Bulk sign

SigningHub provides an efficient, fast, and easy way to sign a pile of documents (up to 50) in one go. For this, use the "Sign selection" option to sign your (multiple) documents (in the 'Pending' and 'Draft' statuses) through a single-click operation. Bulk signing duly works with document signing, reviewing, updating, in-person signing and adding your initials. However, SigningHub does not allow you to sign those ('Pending' and 'Draft') documents through a bulk signing list, for which:

• Permissions (Password or OTP) have been set to open the document, or

• Permission (Document Signing Authentication) has been set for the recipient, or

• The set duration permission to open the document has expired, or

• The next configured recipient in a workflow is an undefined placeholder, or

• The set delegate duration period has expired, or

• The mandatory form fields assigned to you are empty

• A mandatory attachment field has been assigned to you

The availability of the "Bulk Sign" feature is subject to your subscribed Service Plan and Enterprise Role. If you cannot find this option in your account, please ask your Enterprise Admin to upgrade your service plan and enable it in your Role>Document Settings.

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Bulk sign documents

1. Select 'Pending' and 'Draft' documents (up to 50), and click the "Sign selected documents" button in the information panel.

2. The bulk sign dialogue box will appear. It will list your documents based on the required actions.

3. Click on each of the following action buttons to bulk-sign the selected documents, based on your assigned recipient roles:

   • Reviewer: Click on the 'Approve Documents' button, add any optional comments, and then click the 'Approve' button to approve.

   • Editor: Click on the 'Submit Documents' button to submit the documents.

   • Meeting Host: Click on the 'Host the Documents' button, and the 'Apply In-Person Signature' dialogue box will appear. Enter the required details, then click 'Sign' to apply the signature.

   • Electronic Seals: Click on the 'Apply Electronic Seal' button, and the electronic seal will be applied.

   • Basic Signatures: Click on the level of assurance, and the 'Sign' dialogue box will appear. Click the 'Sign' button to complete the signing.

   • Advanced Signatures: Click on the level of assurance, select the signing server in the 'Sign' dialogue box, and then click 'Sign' to apply advanced signatures.

1. While a document is being processed, a circular percentage progress bar will appear next to it, to indicate the progress.

2. If any document can not be signed, the respective reason will be displayed, click on the 'Continue' button to continue signing the eligible documents. (You will be able to sign these documents individually after bulk signing.)

3. If a legal notice is configured with any of the selected documents, an 'I agree to all legal notice(s)' toggle will appear. Toggle it on to agree to the legal notice. It is mandatory to agree to the legal notices before proceeding to sign.

4. If any document has an initial field, then SigningHub will display a dialogue box to add your initials first.

5. If due to any reason bulk signing fails for a document, a summary dialogue will appear to show the reason for failure, and a caution icon will appear adjacent to the button.

6. If your textual signature is already filled in with your fixed name, it is because the signature text editing is restricted in your enterprise role. Your signature text can be edited under the "Signature" tab in 'Personal Configurations.

7. Choose a desired appearance for your signature. The options being populated in the "Signature Appearance Design" field are the allowed appearances to your enterprise user role. You can also see this list in your signature appearance. The signature appearance will be auto-filled and cannot be changed if it's restricted from enterprise roles signature settings to use a specific appearance for the selected Signing Server.

8. In case of bulk signing using a signature pad, the "Remember the captured signature for use throughout this document" option will not appear.

9. Upon clicking the "Sign" button, if any 'Authentication Method' is configured for the selected signing capacity under enterprise roles, an authentication dialogue box will appear. If no 'Authentication Method' is configured for the selected signing capacity under enterprise roles, the document signing process will start. In the list of documents selected for bulk signing, all the signature fields with the same level of assurance that matches the selected 'Signing Capacity', in the above step, will be signed.

10. If you have selected CSC Signing Server to perform signature and "Authorisation Code" is selected as the "Auth Type" in CSC Connector, then on clicking the 'Sign' button you will be shown an additional authorisation option, depending upon the authorisation settings configured in your CSC Server:

    • Implicit

    • Explicit (One Time Password (OTP)/PIN Number)

    • OAuth Authorisation Code

11. All unregistered users using the CSC Signing Server to perform signatures will be shown an additional authorisation option, as mentioned above, upon clicking the 'Sign' button.

12. If "Client Credentials" is selected as the "Auth Type" in the CSC Connector and a valid CSC User ID has been configured for the user, then on clicking the 'Sign' button, no additional authorisation will be required for signing.

13. There could be a possibility that both the options of OTP and PIN number are configured as a signing time authentication by your CSC Server.

14. In case the Level of Assurance of a "Signature" field is set to "Simple Electronic Signature", then only Document Signing Authentication will work.

15. In case of signing of XML document, optionally you may also specify "Commitment Type Indication". SigningHub populates values of this field in editable mode from your Personal Signing Details. When specified they will become a permanent part of your XML signature.

16. In the case of OTP authentication, the OTP method will be as per the configured OTP method in the document owner's service plan.

    • "(Email)", in case only "Email OTP" is configured in the service plan

    • "(SMS)", in case only "SMS OTP" is configured in the service plan

    • "(SMS and Email)", in case both "Email OTP" and "SMS OTP" are configured in the service plan

17. If the user has authenticated once against an "Authentication Method" which is configured for a "Signing Capacity", the user will not be prompted to re-authenticate the same "Authentication Method" even if it is configured against a different "Signing Capacity". In case a different "Authentication Method" has been configured against the new "Signing Capacity", the user will be prompted to authenticate against it.

18. If passkey authentication is configured for the user for a given signing capacity, the user will be prompted to authenticate using their passkey. Upon initiating the signing process, the browser will display a dialogue requesting passkey authentication. The passkey may be stored in the browser, on a mobile device, or on a USB security key. This authentication method is supported for both single sign and bulk sign operations. After signing, the document logs will record the authentication details, providing an indication of the profile used for authentication.

19. The passkey feature is not available for guest users, as they cannot register a passkey without first logging in.

20. In bulk signing workflows, the Stamp dialogue appears after the Initials fields, and before the main digital signature fields. Enterprise and personal stamps available to the signer will appear together in the dialogue.

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Bulk Signing through Remote Authorised Signing (RAS)

1. Select 'Pending' and 'Draft' documents (up to 50), and click the "Sign selected documents" button in the information panel.

2. The bulk sign dialogue box will appear. It will list your documents based on the required actions.

3. Select the level of assurance for which a signing server has the Remote Authorized Signing configured.

4. Select the signing server against which Remote Authorized Signing has been configured.

5. Click on the 'Sign' button in the 'Sign' dialogue box.

6. An authentication request will be sent to your registered mobile device for remote authorisation. In case you want to withdraw the remote authorisation request, click on the "Cancel Request" button.

7. Run the SigningHub app (Android or iOS) on your mobile device and log in with the same account credentials through which you have logged in from the SigningHub web.

8. A popup will appear on your mobile device to authorise your signature through touchID or PIN. Upon authorisation, the document is signed.

1. Based on your signing details, the bulk signing feature supports both the server-side signing and client-side signing methods.

2. SigningHub supports the "Bulk Signing" operation through Remote Authorised Signing (RAS) as well. This can be done by sending a single authorisation request from your mobile device running a SigningHub mobile app. For more details about what is Remote Authorised Signing, see the FAQs on Partner Portal.

3. Font colour will not be applicable in Signature Appearance while performing signature on any PDF/A document with "CMYK" colour space ​​to ensure PDF/A compliance.

4. Bulk signing duly supports signing Word files and XML files.

5. If the workflow type is "Only-Me" and the document package has 2 documents each having a signature field with a different level of assurance, when trying to "Bulk Sign and Share"; the first document will be signed and upon re-initiating the signing process the "Status" of the workflow will prompt an error message. Thus to sign such workflow, the user will have to restart the bulk signing process.

6. SigningHub produces the "XAdES-Baseline-LTA" ETSI-compliant signatures for XML documents but for backward compatibility with ADSS Server version 6.9 or less SigningHub will produce the XAdES Extended signature on base of key "ES-X-L" added in web.config file.

7. You must agree to all the legal notices configured with the selected documents before signing them.

8. The system will prompt for OTP or password before showing the document preview if it is enabled for any of the selected documents.

9. You can sign up to 50 documents in one go through bulk signing. Contact sales if you are looking to extend this limit.

10. Whenever a pending document is digitally signed, the digital signatures quota of the respective document owner's account is consumed, and hence their available count is decreased by one.

11. The availability of the 'Bulk Sign' feature is subject to your subscribed Service Plan and Enterprise Role. If you cannot find this option in your account, please ask your Enterprise Admin to upgrade your service plan and enable it in your Role.

12. In case the Level of Assurance of a "Signature" field is set to "Electronic Signature", then Signing Servers will not appear on the signing dialogue box.

13. SigningHub supports the "Bulk Signing" operation with the selected signing capacity for a particular level of assurance similar to the one configured by the document owner for the signature field.

14. You cannot perform 'Bulk Signing' without adding an attachment if a mandatory attachment field has been assigned to you.

15. In the case of Simple Electronic Signature (SES), an enterprise user will only be able to use Signature Appearance Design, if the "Allow users to use the signature appearance for Simple Electronic Signatures" check box is enabled in the Signature Appearance Preferences, against the user's role.

16. In the case of Simple Electronic Signature (SES), for an individual user, the Signature Appearance Design drop-down is available but by default, no signature appearance is selected. In order to use the signature appearance the user can select any allowed signature appearance from the drop-down.

17. In the "Sign" and "Apply In-Person Signature" dialogue box, the user's default location will be shown, as configured in the user's personal profile. In the case of an unregistered user:

    • if the auto-detect location checkbox is checked, and the GeoIP connector has been configured, the system will pick the location and time zone using the GeoIP connector.

    • If either the auto-detect location checkbox is unchecked, the GeoIP connector has not been configured, or the GeoIP connector is faulty or not functional, the system will use the location and time zone of the document owner.

18. Based on the type of users, the following mentioned signature appearances will be available:

    • In the case of an enterprise user, all the signature appearances are allowed in the user role.

    • In the case of an individual user, all the signature appearances are allowed in the user's service plan.

    • In the case of an unregistered user:

      • If the document owner is an enterprise user, all the signature appearances are allowed in the document owner's user role.

      • If the document owner is an individual user, all the signature appearances are allowed in the document owner's service plan.

19. In the case of a Simple Electronic Signature (SES) signature stamp, against the "Signed by" attribute:

    • the system will show the name of the user as configured in the user's profile in their personal profile.

    • in case of an unregistered user, the system will show the name of the unregistered user as saved in the document owner's contacts.

20. In the case of Electronic Seal (eSeal), the user will now be able to select the allowed signature appearance design, signing capacity, contact information and location.

21. The eID Easy Signing Server does not support bulk signing.