Add in-person signature fields
An in-person signature is done by a user in the presence of another user who facilitates the signing process. The facilitator can either be a configured signer or a user hosting the In-Person signing session. SigningHub lets the document owner add one or more In-Person signature fields for a Signer or a Meeting Host. Adding In-Person signature fields is subject to your assigned enterprise user role. If you are willing to use this provision, ask your Enterprise Admin to enable the respective signature field in your Role>Document Settings.
Add an In-Person signature field
Select the document from the information panel's 'Pages' tab, on which an in-person signature is required.
Select the recipient from the information panel's 'Recipeints' tab, for whom you want to add an in-person signature field. You can also manage the added recipients from here.
Click the "In-Person Signature" option, and drop it on the document.
You can drag and drop the field anywhere in the document by using your mouse. The grid lines will assist you in better alignment of fields accordingly. Resize the field with respect to its height and width or use the bottom right corner to resize it diagonally as required. The system will remember the field size and its display preferences (i.e. visible or invisible) for adding new In-Person signature fields on the same document package. By default, upon dropping the "In-Person Signature" field, the edit dialog is automatically displayed. However, if the user is only allowed one level of assurance, the dialogue box will not be automatically displayed.
Click "Save".
Delete an in-person signature field
Click on the in-person signature field in the document to delete, and select the "Remove" option.
The in-person signature field will be removed from the document.
Get the in-person signature
Take the cursor to the signature field assigned to you in the document, and double-click the field. Alternatively, you could click on the field, and select the 'Sign' option. A signing dialog will appear to sign the field, only if this field is assigned to you and it is your turn to sign in the workflow.
Add your in-person signature as required. Your in-person signature field will be signed before sharing the document.
In-Person field properties
Name of Signer
Specify the In-Person signer name that will sign the document. The specified name will be shown in the below grid and under the In-Person signature field on the document.
Level of Assurance
This is a mandatory field to be selected in order to perform In-Person signatures. In the case of an enterprise user, the levels of assurance will appear in the drop-down list as configured in the user's user role. In the case of an individual user, the levels of assurance will appear in the drop-down list as configured in the user's service plan. By default, the level of assurance will be set for an In-Person signature field as per the configured default level of assurance for an In-Person Signature under Personal Settings>Signature Settings.
The terms for a level of assurance are as per the eIDAS Standards. Possible values are:
Simple Electronic Signature (SES)
Electronic Seal (eSeal)
Advanced Electronic Seal (AdESeal)
Qualified Electronic Seal (QESeal)
If the document owner tries to add a higher level of assurance, as a "Level of Assurance", in combination with "Simple Electronic Signature (SES)", the "Simple Electronic Signature (SES)" will be removed. Similarly, if the document owner tries to add "Simple Electronic Signature (SES)", as a "Level of Assurance", in combination with a higher level of assurance(s), the higher level of assurance(s) will be removed. For a smoother workflow, while adding multiple signature fields on the document, the system will simply use the level(s) of assurance of the last field for the latest one instead of asking for every signature field. You can always modify the level of assurance for each field manually.
Visible
This field will only appear when you are allowed (in your role) to add the invisible signatures on a document and also allowed (in your service plan) to add witness digital signatures. When this field is available:
Enable the "Visible" option, if you require a visible witness in-person signature from the signer on this field. This signature will have a proper appearance on the document as configured in the signer's Signature Appearance settings.
Disable the "Visible" option, if you require an invisible witness in-person signature from the signer on this field. An invisible signature entails all the characteristics of an electronic signature and is duly verifiable like a visible signature. However, it does not have any appearance on the document. When an in-person signature field is marked as invisible, an eye icon is placed on the field as shown with the red arrow:
In case of "Simple Electronic Signature (SES)" is selected as the "Level of Assurance", the "Visible" field will not appear.
Authenticate signer
Enable this option to apply additional authentication at the field level when the recipient attempts to sign the document. This option is available in Draft, In-Progress, and Pending states. When enabled, the following authentication methods are available:
One-Time Password (SMS & Email)
This option will let the document owner send an OTP to the recipient that will used for the purpose of signing authentication. Whenever the recipient tries to sign this document, an OTP will be sent to the recipient's email, mobile number, or both, depending on the document owner's service plan configuration. When the service plan allows "SMS OTP", a field to specify the mobile number of a recipient to send an OTP will be displayed. The document will be signed only upon providing the correct OTP. By default, the specified number is displayed partially masked to comply with the GDPR policy. Click 
to view the complete number.
Time-based One-Time Password
This authentication option will let the recipient sign the document after they have entered the Time-based One-Time Password. Whenever the recipient tries to sign this document, they will be prompted to enter the Time-based One-Time Password from the authenticator app configured on their mobile device. In case the recipient has not configured two-factor authentication (2FA), upon trying to sign a document that requires Time-based One Time Password, they will be prompted with a 'Configure Two Factor Authentication' dialogue to set up and provide a Time-based One-Time Password. The document will be signed only upon providing the correct Time-based One-Time Password.
Identity Verification
Requires the recipient to complete identity verification before signing the document. The verification is performed using the configured Identity Verification Profile at the enterprise level. If verification fails, signing is blocked. This option is only available if Identity Verification is enabled in the service plan and configured for the enterprise.
Do not show this dialog automatically when a signature field is added
Enable to automatically apply the "Level of Assurance" of the current signature field to the ones that you will drop afterwards. This option is helpful when you need to drop several signature fields on the document without making an extra effort to manually set the same Level of Assurance for each of the signature fields separately.
Details Tab
Field Name
An auto-generated (unique) field name which is used when you need to sign this form field through the API calls. You can change the name as required, but make sure the uniqueness of a field name is not compromised i.e., two or more fields in a document cannot have the same field name. This field is only available when the status of a document is Draft.
Dimensions
Use this section to relatively set the on-screen and PDF coordinates/position (Left, Top, Width and Height) of the signature field. However, you can also manually move the field to the desired position in a document using drag and drop and these coordinates will be updated accordingly. These coordinates are only available when the status of a document is Draft.
Replicate In-Person Signature Tab
Replicate to Pages
Enable the page number(s) (of the document) on which In-Person signature(s) are required from the signer/ meeting host. This will replicate the In-Person signature field on the selected page(s) and display their record in the below grid.
Save and Cancel buttons
Click the "Save" button to save the configurations, or click the "Cancel" button to close this dialog.
Delete an in-person signature field
Click on the in-person signature field in the document to delete, and select the "Remove" option.
The in-person signature field will be removed from the document.
If any of the following authentication methods, "One-Time Password (OTP)" and "Time-based One-Time Password (TOTP)," are disabled in the service plan, they will not be displayed in the "Authenticate signer" options.
If there is an unprocessed signature/in-person signature field with the "Authenticate signer" option configured, the user will not be able to "Bulk Sign" and "Bulk Sign and Share" the document.
This OTP authentication option will only be displayed if the "Enable One Time Password (OTP)" option is enabled in the document owner's service plan. If you cannot find this option in your account, upgrade your service plan.
The OTP method for "Authenticate signer" will be the same 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
In the "Mobile Number" field, enter the recipient's mobile number on which the OTP will be sent via SMS. 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. Click the 'Eye' icon to view the complete number.
If the signer's mobile number exists in the user's personal or enterprise contacts, the "Mobile Number" field will be auto-populated with the mobile number.
For the currently logged-in user, in case two different mobile numbers have been configured in the user's profile and the user's contacts, the system will auto-populate the "Mobile Number" field with the number configured in the user's profile.
When the delivery method is either "SMS" or "Email & SMS", the provided mobile number of the recipient will be auto-populated in the "Mobile Number" field.
The Time-based One-Time Password option will only be displayed if the "Enable Time-based One-Time Password (TOTP)" option is enabled in the document owner's service plan. If you cannot find this option in your account, upgrade your service plan.
If the user does not have two-factor authentication (2FA) configured, they will be prompted with a 'Configure Two Factor Authentication' dialogue to set up and provide a Time-based One-Time Password. If the user has already configured two-factor authentication (2FA) they will be prompted to provide the Time-based One-Time Password from the authenticator app configured on their mobile device.
To configure the two-factor authentication (2FA) the user will need to install an authenticator app (Google Authenticator, Microsoft Authenticator, etc.) on their mobile device. The 'Configure Two-Factor Authentication' dialogue shown to the user will contain:
QR Code
Manual Key
Recovery Codes
To set up two-factor authentication (2FA), the user can either scan the QR code or manually enter the Manual Key into an authenticator app. After successful registration, the user must provide the Time-based One-Time Password (TOTP) generated by the app to proceed in SigningHub. A set of recovery codes is also provided in the configuration dialogue, which can be used in place of a TOTP to regain access if the user loses access to their mobile device. Each recovery code is valid for one-time use only, and it is strongly recommended to store them in a secure location. Users can regenerate a new set of recovery codes anytime from the Manage Two Factor Authentication (2FA). If an enterprise user loses access to both their mobile device and recovery codes, or has used all of them, they can contact their enterprise administrator to reset the two factor authentication (2FA) for their account.
In case a recipient is changed and the "Authenticate signer" option is configured, the system will require the mobile number of the new recipient.
The following Authentication preference will be followed while signing, in case of configuration of field-level Authentication, Document Signing Authentication, and Secondary Authentication against the Signing Server:
Field-level Authetication is configuredDocument Signing Authentication is configuredSecondary Authentication against the Signing Server is configuredAuthentication preferenceNo
No
No
-
Yes
Yes
Yes
Field-level Authentication
Yes
No
No
Field-level Authentication
Yes
Yes
No
Field-level Authentication
Yes
No
Yes
Field-level Authentication
No
Yes
No
Document Signing Authentication
No
Yes
Yes
Document Signing Authentication
No
No
Yes
Secondary Authentication against the Signing Server
You can only edit the on-screen dimensions, but not the PDF dimensions.
A signature field's level of assurance, once set as eSeal, QESeal, and AdESeal, is generated by using a certificate which is a public signing certificate as configured under the certification profile.
The availability of OTP security features is subject to your subscribed service plan. If you cannot find this option in your account, upgrade your service plan.
The OTP length is based on your subscribed service plan. SigningHub currently supports 4, 6, and 9-digit OTP.
An invisible signature doesn't have any visible appearance on a document. However, it entails all other verifiable characteristics of signing, i.e., Time Stamping, Certificate Chain, Certificate Status, etc.
You can also add a signature field on a previously signed document if the document is not certified or locked.
The document owner (and the shared folder collaborator, if any) can update the level of assurance of a "Signature" field while the status of the document is, "In-Progress" or "Pending".
In case the document owner is an enterprise user, they can set any level of assurance as allowed in the Enterprise Role.
In case the document owner is an individual user, they can set any level of assurance as allowed in the Service Plan.
In the properties dialogue box, only the "Level of Assurance" field will be editable; the rest of the fields will be read-only.
The level of assurance of a signature field can not be updated if a read-only template has been applied.
Only the level of assurance of unprocessed fields can be updated.
Where previously, the level of assurance of a signature field was set to "Simple Electronic Signature (SES), the system will not allow updating the level of assurance.
Where previously, the level of assurance of a signature field was any other than "Simple Electronic Signature (SES), the system will not allow updating the level of assurance to "Simple Electronic Signature".
Get the in-person signature
Take the cursor to the signature field assigned to you in the document, and double-click the field. Alternatively, you could click on the field, and select the 'Sign' option. A signing dialog will appear to sign the field, only if this field is assigned to you and it is your turn to sign in the workflow.
Add your in-person signature as required. Your in-person signature field will be signed before sharing the document.
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