SigningHub sets the industry benchmark in terms of:

1. Making the process of applying & verifying advanced digital signatures extremely easy. This is the key to high user adoption - the process must be a simple, quick, seamless and enjoyable experience! SigningHub users can review and sign documents from any location, on any device and at any time. Documents are synched across multiple devices so that the latest information is always available.

2. Utilising the most advanced cryptographic security in innovative ways to minimise the complexity for users. As a result, SigningHub can produce the strongest level EU Qualified Signatures that are verifiable and legally enforceable for the long term. You no longer have to choose between security or ease of use – have both!

3. Integrating & embedding the SigningHub functionality easily within your own business application web pages, by using the high-level API so that you remain in complete control of the branding and the user experience.

4. Flexible deployment - choose between SigningHub Enterprise for on-premises deployment, our public SigningHub Cloud service or a privately hosted cloud service.

5. Providing a complete out-of-the-box e-Trust infrastructure, including Certificate Authority (CA), real-time Validation Authority (VA) and Time Stamp Authority (TSA) servers. No other single solution globally can offer this level of functionality! Existing enterprise, internet or national-level trust service providers can also be registered as trust anchors. Adobe CDS and AATL-based signatures are fully supported for automatic trust in Adobe Reader.

6. SigningHub digital signatures can provide Legal enforceability, traceability & accountability by providing strong evidence that electronic documents are 100% protected and signed by a particular person at a specific date & time and without any document changes occurring.

The use of mobile devices to access business systems has now become commonplace. The ability to view and digitally sign documents from a mobile device is an essential requirement when choosing a signing platform. However what is often not understood is that there are different levels of mobile signing, with varying degrees of what is performed on the mobile device:

• The mobile device is used to initiate the signing process – the signing key is located on the server and the signature takes place there, however, the user initiates the process from their mobile device.

• The mobile device is used to authorize the signing process – this is where the user’s mobile is sent a One-Time Password (OTP) code as a form of authentication.

• The mobile device is used to actually sign the document – this is the true form of mobile signing, i.e. the user’s signature key actually resides on the mobile device and the document signature is created on the mobile device.

SigningHub is a complete solution for document approval workflows, advanced digital signatures and document status tracking. It is designed to quickly optimize the way businesses deliver, review, approve and sign their business documents.

Paper-based ink signing is no longer an effective tool for document approval in today’s competitive digital business environment. Implementing digital signature services through SigningHub delivers value on many fronts, i.e.

• Increases process efficiency – shortens your sales cycle by signing online & reduces customer drop-off rates when waiting for ink signatures, freeing your staff to do core business rather than chasing papers.

• Cuts paper-related costs – printing, couriering, faxing, scanning, searching for paper documents & archiving are all time-consuming and expensive processes. On top of this ink signatures are insecure and may lead to fraud, compliance failure costs, heavy fines & reputation damage.

• Increases security – ensures that the digital identities of your transacting parties are verified securely and signed documents are cryptographically locked from unauthorized change. Also ensures legal certainty by using an undisputable evidence trail.

• Eliminates errors and re-work – by putting the approval process online SigningHub can prevent documents from being submitted with missing signatures, initials or incomplete form fields.

• Increases visibility – tracks the real-time status of your documents, know with certainty that your documents were indeed received, reviewed and signed by each signatory with the exact date & time each action was performed, based on a trusted time server.

• Provides a great user experience – makes life simpler and saves time for your customers, employees & business partners by doing business smartly. Demonstrates your digital security innovativeness and ultimately increases your brand loyalty.

SigningHub is a comprehensive digital signature solution, which can quickly optimise the way businesses deliver, review, approve and sign their business documents. Document signing workflow can be initiated by users or business applications. Users may interact directly with the SigningHub web interface or the whole signing functionality can be embedded within your own web application/ portal.

Using the SigningHub interface

1. Upload – The user logs into SigningHub and uploads the document to be signed off. Documents are converted to PDF/A format for long-term rendering and accessibility.

2. Prepare – The user adds signer info, initials fields, legal notices, defines the signing order, etc. Alternatively, the user can select a pre-defined workflow template. Then the user can send the document for sign-off.

3. Notify 1st Recipient – SigningHub notifies the first recipient of their pending signing action via email.

4. Workflow History – The owner can keep track of sign-off status at any time by checking the document workflow history.

5. Notify Owner – SigningHub notifies the owner that the document was signed and also notifies any subsequent recipients of their pending signing action (and step 4 repeats for each recipient in the workflow).

6. Review & Sign – The first recipient logs in and is authenticated using the configured method. Then the recipient must accept any legal notices and complete any mandatory form fields before signing.

At the time of signing, the user creates their e-signature which is then secured with an advanced digital signature using a unique PKI signing key owned by the user. This private signing key can be held securely on the server for the user so that it can be used from anywhere, or locally held on a smartcard/ USB token or on the user’s mobile device.

Embedding SigningHub in your web application

You may already have a web application for interacting with your users. In such cases, your web application is responsible for user login and performing the necessary business-related functions. The only thing required from SigningHub is the ability to present a document to the user and capture the user’s digital signature in a secure and legally binding manner, all from within your web pages. This requirement can be met by using SigningHub in a tightly integrated mode. In “tightly integrated” mode, the SigningHub functionality can be easily embedded within any on-premises or commercial web application by using our high-level RESTful API. The SigningHub functionality is embedded within your webpages using iFrames, this means that the user sees no change to the webpage branding or the Internet browser address bar, in fact, they will not be aware that SigningHub is even involved.

1. Login – The user logs into your web application and performs some business transaction, which requires a signature.

2. Document Presentation – Your web application makes an API call to SigningHub to present the required document inside an iFrame on your web page.

3. User Reviews & Signs – As discussed earlier, the recipient must accept any legal notices, complete any mandatory form fields and then sign (e-signature and/ or advance digital signature).

4. Notify Web App – SigningHub notifies your web application that the user has signed the document and returns the signed document.

The actual signing process is the same as before, so includes support for server-side, local and mobile signing. The only difference is that the user is not aware they are dealing with SigningHub as all the functionality is realized from within your web application. Even the user registration and session login with SigningHub are achieved through the API, so that users may not feel inconvenienced by registering & logging in manually on two separate systems. Other hybrid use cases are also possible, e.g. the business application initiates sign-off workflow but users interact directly within the SigningHub web interface for the actual signing. We term this as “loose integration”. All of these different modes of operation are available regardless of whether you are using SigningHub Cloud or SigningHub Enterprise (i.e. on-premises instance).

SigningHub supports the following signing methods:

Signing methods for web browsers

• Server-side Signing - Crypto keys required for digital signature creation are held securely on the server, and only released for signing after user authentication (single or 2-factor authentication). Any modern web browser can be used for signing.

• Client-side (Local) Signing - Crypto keys required for digital signature creation are held locally by the signatory, e.g. on secure smartcard/ USB tokens or encrypted software files. In this mode, the signatory's browser requires an up-to-date Java Runtime Environment (JRE).

Signing methods for mobile apps

• Server-side Signing - Crypto keys required for digital signature creation are held securely on the server, and only released for signing after user authentication (single or 2-factor authentication). Any modern device can be used for signing.

SigningHub provides extensive tools for enterprises to manage the enrollment of end-users into the system, as well as their roles, associated rights and default profile settings. These configurations can be performed by one or more Enterprise Administrators, who can be assigned specific privileges on the system. Specifically, SigningHub Enterprise Administrators can:

• Manage the enterprise profile, and branding and perform centralized billing.

• Invite users to join the enterprise and manage their roles/rights & default settings, and also remove users from the system when no longer required. The enrolment and removal of user accounts from the SigningHub system can also be automated through API integration.

• Create workflow templates and link to particular document types. Workflow templates define who the signatories are, in which order they must sign, where in the document the signature should be placed, their access permissions, legal notices, initials fields, form field assignments and all other low-level parameters associated with the signing process. End-users can then simply select these workflow templates to automate the document preparation stage instead of manually preparing the document each time.

• Create user groups and publish these to the user community. User groups allow any member of the group to sign a document sent to that group.

• Configure the different notification emails' subject/content and when such emails should be sent.

• Configure user signing methods, e.g. server-side signing, local signing or mobile signing, as well as signature appearance and e-signature drawing options.

• Manage the central online library of documents and forms for users.

• Manage configurations related to business application integration on behalf of the enterprise.

• Manage enterprise storage space optimization.

• Define and enforce the use of particular signing reasons by end-users when signing.

• Configure one or more legal notices and publish them for the end-user community to use in their signature workflows.

• Manage trusted certificate filters when using local signing (i.e. to control which type of user certificates are acceptable for digital signature creation).

• Manage the enterprise password policy.

• Manage enterprise branding.

When an Enterprise Admin invites you to join their enterprise as an "Enterprise User", you will receive an invitation email from SigningHub. You can either accept the invitation or decline it; accepting the invitation will bring you under the umbrella of inviting enterprise.

Accept an enterprise user invitation

1. Open the invitation email from your inbox and follow the invitation link.

2. The system will prompt you regarding the inviting enterprise. Click the "Accept" button from the dialogue box.

3. In the next screen, specify your Name, Mobile Phone, Account Type, Job Title, and Company Name, and agree to the terms and conditions (mandatory). Click the "Create Account" button. An activation email will be sent to you.

4. Open the activation email from your inbox and follow the activation link.

5. Configure your account password, security question, and security answer, from the activation screen. Click the "Save" button. In this way, your account will be activated as an enterprise child user, and you will be redirected to the login screen.

6. Use your credentials to log into your SigningHub account. A default welcome document will be available (in the "Pending" status) in your account for test signing.

The 'Service plans' page tells you about service plans and what comprises a service plan. This will help users choose a plan that matches diverse user needs and organizational requirements. By choosing the right plan, users and enterprises can access the functionalities they need, whether they require a basic level of service or advanced capabilities for larger teams. The allowed set of resources that can be consumed by the end users inside their SigningHub account is called a service plan.

Service plan components

• Account type (i.e. Individual or Enterprise)

• Number of allowed digital signatures

• Number of allowed templates

• Number of allowed enterprise users

• Number of allowed workflows

• Allowed signing features (i.e. Attachments, Form Filling, Bulk signing, Initials & In-persons, Remote Signing. etc.)

• Allowed document uploading size

• Allowed document storage limit

• Allowed authentication types

• Type of signature to be produced (i.e. local or server-side)

• Whether OTP is enabled or not

• API integration

• Connector apps

• Billing details (in case of a paid service plan)

Free service plan

A free service plan is offered with the following resources:

• Allowed digital signatures: 5. (After consuming 5 free signatures, you need to buy a paid service plan to continue signing provision)

• Allowed documents: unlimited

• Allowed Enterprise users: 3

• Allowed signing features: Attachments, Form filling, Bulk signing, Initials & In-person, and Document history

• Allowed document upload size: 1MB

• Allowed templates: 3

• Allowed storage: 50MB

SigningHub is unique in creating long-term digital signatures using its advanced PKI e-trust services and the latest cloud-based technologies to deliver an easy-to-use and cost-effective solution. Once the trust information for the CAs has been defined, existing keys and certificates from most other PKIs can also be used.

SigningHub’s comprehensive functionality, enterprise or departmental-level signing policy controls and unlimited scalability make it the ideal solution for projects of any size.

So whether you need to sign high-value contracts and agreements with external parties in one or more jurisdictions, or to sign internal management, finance or HR documents for legal compliance, SigningHub is the solution that offers all the flexibility you need to meet all your business needs.

Key benefits of SigningHub:

• Cuts paper signing process costs.

• Increases efficiency, security & legal certainty.

• Creates advanced, long-term & EU Qualified digital signatures.

• Sets up simple & complex approval workflows.

• Tracks document status, and sends notifications & reminders.

• Performs signatures using server-held credentials or locally-held smart cards, USB tokens or smartphones.

• Tightly integrates within your business applications.

• Deploys on-premise or can be used as public/ private cloud service.

• Allows enterprise branding.

Welcome to SigningHub, a high-trust digital signing solution for paperless business transactions. It is ideal for organisations that recognise the value of using cryptographic digital signatures to protect their users and their documents against unauthorised, accidental, or fraudulent changes.

Searching for content

• Navigate and Search: To navigate the help content effectively, start by selecting the relevant pages in the table of contents on the left side of the screen. This will allow you to browse through organized sections, covering various topics and product information.

• Search & Find: If you're looking for specific details or answers to particular questions, use the search bar located at the top right. Simply enter your search terms, click to view relevant results, and explore targeted resources or FAQs that address your needs.

• AI Search: Simply tell AI what you need or ask it a question. It'll use AI to scan the documentation and give you a simple semantic answer with clickable references if you want to dive deeper.

SigningHub user interface redesign

The SigningHub interface has been completely remodelled to provide a more intuitive experience. The new user interface provides a streamlined experience for easier navigation and is more visually appealing and user-friendly with significant improvements. The new design adopts a minimalist approach to reduce user load, minimize distractions, and enhance accessibility.

The new design embraces modern branding principles, where a single primary colour defines a brand. By integrating this primary colour throughout the interface, including all interactive elements, the SigningHub user interface becomes an extension of a customer’s brand identity. With fewer colours, the user interface becomes more user-friendly, ensuring better contrast and readability for all users, including those with visual impairments. SigningHub also has enhanced sidebar customization, enabling users to consistently display their secondary brand colour, providing a personalized touch that is always visible.

Can't find what you're looking for?

If you are unable to find the required information here:

• SigningHub Knowledge Base: Access the SigningHub Knowledge Base to find comprehensive information about all SigningHub features and functionalities.

• Ascertia Community Portal: Visit the Ascertia Community Portal to find answers to frequently asked questions (FAQs) and participate in community discussions.

• Support Email: Reach out to our support team via email for assistance. Please note that response times may vary based on support team availability.

• Product How-To Videos: Watch our product how-to videos for step-by-step guidance and visual assistance on using SigningHub features.

The 'System users' page provides an overview of the different user roles within the system, each with unique responsibilities and permissions. Understanding these roles is essential for managing access levels, responsibilities, and interactions within an enterprise account.

From Individual Users, who independently manage their digital signing needs, to Enterprise Users operating under the guidance of administrators, each role is tailored to meet specific organizational requirements. Enterprise Owners and Enterprise Admins have elevated privileges, enabling them to control account configurations, user management, and enterprise-level settings. The descriptions below clarify each role, helping you to determine the appropriate access and permissions for each user type in your system.

System users

The 'System terminologies' page comprises of a comprehensive list of essential terms and definitions related to system functions, components, and processes. Understanding these terminologies will help you navigate SigningHub more effectively and provide insight into the key concepts that form its core. Each term is defined to give you a clearer understanding of its role and importance within the system, ensuring you have the foundational knowledge needed to interact with and manage the system's features confidently.

System nomenclature

SigningHub provides a variety of flexible account registration options to accommodate different user needs, whether you are an individual, part of a small or medium-sized enterprise, or part of a large organization. Individuals, such as freelancers and consultants, can easily create personal accounts to access digital signature services that streamline their business operations. This individual registration option allows users to select a service plan that best suits their requirements, ensuring they have the tools they need to operate efficiently.

For organizations, SigningHub offers enterprise registrations designed to facilitate digital signatures for approval processes. This option is particularly beneficial for small and medium-sized businesses, as well as larger enterprises seeking a comprehensive solution. Enterprise users can invite team members to join their accounts, fostering collaboration while maintaining secure and efficient signing workflows. Additionally, SigningHub supports direct registrations through popular identity providers such as Microsoft Active Directory and Salesforce, enabling seamless integration into existing systems. This ensures that users can quickly register and start utilizing the platform without unnecessary delays.

Moreover, SigningHub simplifies the onboarding process for recipients who need to sign documents but lack an account by allowing direct registrations through digital signature links. This user-friendly approach ensures that everyone can easily access the digital signature services they need, enhancing productivity and streamlining business operations. With SigningHub, users can choose the registration method that best suits their circumstances, ensuring a smooth and effective experience in managing digital signatures.

SigningHub allows document sharing in the form of a document package. A package may contain multiple files. In this way, they are collectively shared as a bundle, by consuming a single workflow from your available quota.

A document package can have the following statuses in a workflow:

Document statuses

SigningHub offers "Individual" and "Enterprise" level subscriptions for document approval workflows, advanced digital signatures and document status tracking.

Here is the table that covers the high-level details of both these subscriptions.

SigningHub subscriptions

Anyone new to this area can be easily confused about what constitutes a signature and how different types of signatures compare in terms of evidential power and legality.

At a basic level, any mark on an electronic document can be used to capture the signer’s intent to approve or accept the contents of that document. The form of the “mark” or how it was created is not important. What is important is proving who made the mark and that the document was not changed subsequently.

Signatures

These involve the signer applying their signature mark on the document which is protected with a cryptographic digital signature. With the signature having eSeal as a level of assurance, the crypto digital signature is created using a server-held signing key, e.g. belonging to the service provider organisation, hence we refer to this as a “witness” digital signature. In SigningHub this witness digital signature is applied every time a signature mark (having eSeal as a level of assurance) is applied by the user and cryptographically binds this mark to the document and protects the document from any subsequent changes, thereby ensuring data integrity. This is a long-term signature that includes a trusted timestamp.

Normally basic e-signature may or may not require the user to be registered and their identity validated as a part of this. Regardless of whether or not users are registered with basic e-signature, the signer’s identity is not verifiable directly from the signed document.

Advanced and qualified e-signature

Advanced Electronic Signatures (AES) and Qualified Electronic Signatures (QES) are fully supported in SigningHub. AES and QES provide the highest level of trust and assurance because these use unique signing keys for every signer. This directly links the user’s identity to the signed document such that anyone can verify it on their own using an industry-standard PDF reader.

Signing of Microsoft Word Documents

SigningHub also supports the signing of Microsoft Word documents in their native XML format.

Direct registrations through Identity Providers (IDPs):

SigningHub allows direct registrations from the Microsoft Active Directory, Salesforce, Microsoft ADFS, and Microsoft Office 365 platforms. In such cases, you don't have to register a new SigningHub account, as the system will pick your account credentials from the respective platform (i.e. Microsoft Active Directory, Salesforce, Microsoft Office 365, etc) and use them for SigningHub authentication.

However, these approaches do require a one-time registration process, i.e. when logging in through any of these platforms for the first time, you will be directed to the registration screen:

1. Specify your account information i.e. Name, Mobile Phone, Account Type, Job Title, and Company Name, and agree to the terms and conditions (mandatory).

2. Click the "Create Account" button.

3. Select an appropriate service plan and register. The SigningHub account is auto-activated and will be ready for use.

Direct registrations through digital signature links:

SigningHub also allows direct registrations from the digital signing email links. When a digital sign is required from a who does not have a SigningHub account, they can follow the document link from their received email to quickly register themselves before signing the document.

When the document link is clicked, the recipient will be directed to the registration screen:

1. Specify account information i.e. Name, Mobile Phone, Account Type, Job Title, and Company Name, and agree to the terms and conditions (mandatory).

2. Click the "Create Account" button.

3. Activate the account by configuring the account password and a security question. A SigningHub account will be created for the recipient with the trial individual service plan.

Direct registrations through SigningHub Admin:

When using an on-premises installation, SigningHub gives you an option to directly register and activate new accounts through the SigningHub Admin interface.

Login through your SigningHub account

1. Go to the SigningHub login screen.

2. Click the "SigningHub ID" option.

3. Specify your SigningHub ID that you registered at the time of subscription.

4. Click the "Next" button.

5. Specify your password, and click the "Login" button.

Enterprise registrations are useful for small and medium-sized business organizations that require digital signatures for their approval processes. Large enterprises can equally benefit from Enterprise registrations. However, for large organizations, the on-premises deployment of SigningHub is recommended to cut down the overall cost. Contact support for more details.

Register as an enterprise

1. Go to www.signinghub.com and click the "Pricing" option appearing in the header.

2. The Service Plan screen will appear, select an appropriate individual "Service plan" and click the "Buy Now" button.

3. Select the payment mode i.e. Monthly/ Yearly, and click the "Proceed to Payment" button.

4. In the next screen, specify your Email ID (mandatory), Name, Mobile Phone, Account Type, Job Title, and Company Name, and agree to the terms and conditions (mandatory). Click the "Create Account" button.

5. The payment screen will appear from where you have to provide your payment details in order to make the required payment. An activation email will be sent to you.

6. Open the activation email from your inbox and follow the activation link.

7. Configure your account password, security question, and security answer from the activation screen. Click the "Save" button. In this way, your enterprise account will be activated and you will be redirected to the login screen.

8. Use your credentials to log into your SigningHub account.

9. Now you may invite your enterprise users to your enterprise.

Individual registrations are useful for freelancers, consultants, or anyone who has individual identity and requires digital signatures for their business operations.

Register as an individual

1. Go to www.signinghub.com and click the "Pricing" option appearing in the header.

2. The Service Plan screen will appear, select an appropriate individual "Service plan" and click the "Buy Now" button.

3. Select the payment mode i.e. Monthly/ Yearly, and click the "Proceed to Payment" button.

4. In the next screen, specify your Email ID (mandatory), Name, Mobile Phone, Account Type, Job Title, and Company Name, and agree to the terms and conditions (mandatory). Click the "Create Account" button.

5. The payment screen will appear from where you have to provide your payment details in order to make the required payment. An activation email will be sent to you.

6. Open the activation email from your inbox and follow the activation link.

7. Configure your account password, security question, and security answer, from the activation screen. Click the "Save" button. In this way, your individual account will be activated and you will be redirected to the login screen.

8. Use your credentials to log into your SigningHub account. A default welcome document will be available (in the "Pending" status) in your account for test signing.

When using an on-premises installation, SigningHub gives you an option to use your Microsoft Active Directory credentials to log into SigningHub. You don't even need to have a SigningHub ID, as your organizational domain user ID and password will be used for SigningHub authentication. In such a case, logging in through your Microsoft Active Directory credentials for the first time, will take you to the registration screen and display your Microsoft Active Directory ID (email address) for new registration. After registration, you can log in through your Microsoft Active Directory credentials. However, if the "Automatically register the users" option is enabled from the "Auto Provision Users" screen, and an Active Directory has been selected as an Authentication Profile, then the registration screen will not be displayed, as the provisioned Active Directory users from there will be automatically registered and activated in SigningHub.

Login through your Microsoft Active Directory credentials

1. Browse your local on-premises installation URL.

2. Click the "More Login Options" link available at the bottom of the login screen. A dialogue box will appear listing all the supported authentication methods.

3. Click the "Microsoft Active Directory" option.

4. Specify your user ID (registered in Active Directory) and domain password.

5. Click the "Login" button.

Single Sign-on (SSO) provision

Single sign-on (SSO) is an authentication process that allows a user to utilise his specific credentials (ID and password) to access multiple applications. The process authenticates the user for all the applications they have been given rights and avoids further prompts when they switch applications during a particular session. The "Microsoft Active Directory" authentication method also supports the Single sign-on (SSO) facility. To configure this, go to the integration screen and select "Active Directory" in the "Default Authentication Method" drop-down. However, there are certain browser based configurations that need to be done at the client's end, in order to seamlessly use SSO against the "Microsoft Active Directory" authentication method.

Configurations required in Microsoft Internet Explorer (IE)/ Google Chrome for each individual

When accessing the SigningHub app through Microsoft Internet Explorer or Google Chrome for SSO, an individual would need to do the following configurations:

1. Open the "Internet Options" dialogue box by choosing "Internet Options" either from the Control Panel or from the "Tools" menu in Internet Explorer.

2. In the "Internet Options" dialog box, on the "Security" tab, select "Local intranet", and then click "Custom Level".

3. In the "Security Settings" dialogue box, under "Logon", select "Automatic logon only in Intranet zone", and then click "OK".

4. In the "Internet Options" dialogue box on the "Security Settings" tab with "Local intranet" still selected, click "Sites".

5. In the "Local intranet" dialogue box, click "Advanced".

6. In the next dialogue box (also titled "Local intranet"), type the URL of your Communicator Web Access site (for example, https://web.signinghub.com) in the "Add this Web site to the zone box", and then click "Add".

7. In the "Local intranet" dialog, box click "OK".

8. In the original "Local intranet" dialogue box, click "OK".

9. In the "Internet Options" dialogue box, click "OK".

Configurations required in Microsoft Internet Explorer (IE)/ Google Chrome by using Group Policy

When the end users (within Active Directory) need to access the SigningHub app through Microsoft Internet Explorer or Google Chrome for SSO, a network administrator could make the following browser configurations for all the users through Group Policy:

1. Open the Group Policy Management Console, and then either create a new Group Policy Object (GPO) or edit an existing GPO.

2. Expand "Computer Configuration", expand "Policies", expand "Administrative Templates", expand "Windows Components", expand "Internet Explorer", expand "Internet Control Panel", and then click "Security Page".

3. In the details pane, double-click "Site to Zone Assignment List".

4. In the "Site to Zone Assignment List Properties" dialog box, click "Enabled".

5. In the "Site to Zone Assignment List Properties" dialog box, click "Show".

6. In the "Show Contents" dialogue box, click "Add".

7. In the "Add Item" dialogue box, type the URL of your Communicator Web Access site (for example, https://web.signinghub.com) in the "Enter the name of the item to be added" box.

8. Type "1" (indicating the local intranet zone) in the "Enter the value of the item to be added" box, and then click "OK".

9. In the "Show Contents" dialogue box, click "OK".

10. In the "Site to Zone Assignment List" dialog box, click "OK".

11. In the Group Policy Management Editor, click "Intranet Zone".

12. In the details pane, double-click "Logon options".

13. In the "Logon options Properties" dialogue box, click "Enabled".

14. In the "Logon options" list, click "Automatic logon only in Intranet zone", and then click "OK".

15. Close the Group Policy Management Editor.

Configurations required in Mozilla Firefox for each individual

When accessing the SigningHub app through Mozilla Firefox for SSO, an individual would need to do the following configurations:

1. Browse the URL "about:config" in Firefox.

2. Click the "I'll be careful, I promise!" button.

3. In the next appearing screen, search the "network.negotiate-auth.trusted-uris" preference and double-click on it.

4. A dialogue box will appear, specify the URL of your Communicator Web Access site (for example, https://web.signinghub.com) and click "OK".

When using a cloud-based installation, SigningHub gives you an option to use your Microsoft Active Directory Federation Services (ADFS) credentials to log into SigningHub. In this case, you don't even need to have a SigningHub ID, as your organizational domain user ID and password will be used for SigningHub authentication. However, logging in through your Microsoft ADFS credentials for the first time, will take you to the registration screen and display your Microsoft ADFS ID (email address) for new registration. After registration, you can easily login through your Microsoft ADFS credentials.

Login through your Microsoft ADFS credentials

1. Go to the SigningHub login screen.

2. Click the "More Login Options" link available at the bottom of the login screen. A dialogue box will appear listing all the supported authentication methods.

3. Click the "Microsoft ADFS" option.

4. A popup will appear, specify your domain user ID (registered in Active Directory) and password. Click "Ok".

5. From the next appearing screen, select the relying party from the "Select one of the following sites" option. Click "Go".

SigningHub gives you an option to use your Salesforce credentials to log into SigningHub. In this case, you don't even need to have a SigningHub ID, as your Salesforce account will be used for SigningHub authentication. However, logging in through your Salesforce account for the first time, will take you to the registration screen and display your Salesforce ID (email address) for new registration. After registration, you can easily login through your Salesforce account.

Login through your Salesforce account

1. Go to the SigningHub login screen.

2. Click the "More Login Options" link available at the bottom of the login screen. A dialogue box will appear listing all the supported authentication methods.

3. Click the "Salesforce" option. The Salesforce app will appear in a popup.

4. Specify your Salesforce ID and password in the app.

5. Click the "Log into Salesforce" button. SigningHub permissions screen will appear.

6. Click the "Allow" option. The system will let you log into SigningHub.

SigningHub gives you an option to use your LinkedIn credentials to log into SigningHub. In this case, you don't even need to have a SigningHub ID, as your LinkedIn account will be used for SigningHub authentication. However, logging in through your LinkedIn account for the first time, will take you to the registration screen and display your LinkedIn ID (email address) for new registration. After registration, you can easily login through your LinkedIn account.

Login through your LinkedIn account

1. Go to the SigningHub login screen.

2. Click the "More Login Options" link available at the bottom of the login screen. A dialogue box will appear listing all the supported authentication methods.

3. Click the "LinkedIn" option. The LinkedIn app will appear in a popup.

4. Specify your LinkedIn ID and password in the app.

5. Click the "Log into LinkedIn" button. SigningHub permissions screen will appear.

6. Click the "Allow" option. The system will let you log into SigningHub.

SigningHub gives you an option to use your Microsoft Office 365 credentials to log into SigningHub. In this case, you don't even need to have a SigningHub ID, as your Microsoft Office 365 account will be used for SigningHub authentication. Currently, Office 365 uses Azure Active Directory (Azure AD) to manage identities and authentication. However, logging in through your Microsoft Office 365 credentials for the first time, will take you to the registration screen and display your Microsoft Office 365 ID (email address) for new registration. After registration, you can easily login through your Microsoft Office 365 credentials.

Login through your Microsoft Office 365 account

1. Go to the SigningHub login screen.

2. Click the "More Login Options" link available at the bottom of the login screen. A dialogue box will appear listing all the supported authentication methods.

3. Click the "Microsoft Office 365" option. The Microsoft Office 365 app will appear in a popup.

4. Specify your Microsoft Office 365 ID and password in the app.

5. Click the "Login" button. SigningHub permissions screen will appear.

6. Click the "Accept" option. You will be authenticated into SigningHub.

SigningHub also allows you to use OTP via SMS as a secondary authentication method in conjunction with any of the pre-configured authentication methods above. This will make you feel more secure by going through two-factor authentication at the login time. The availability of OTP security features as two-factor authentication is subject to your subscribed service plan and login authentication settings. If you are willing to use this provision, please contact your Enterprise Admin to enable it in your Role under "Authentication".

To see an end-to-end flow for OTP authentication at the time of login, click here.

Using OTP as a two-factor authentication

1. Go to the SigningHub login screen.

2. Click the "More Login Options" link available at the bottom of the login screen. A dialogue box will appear listing all the supported authentication methods.

3. Click your pre-configured authentication method, i.e. SigningHub ID, Salesforce, etc.

4. Log in with your respective credentials. If the provided credentials are correct:

   1. An OTP will be sent to your mobile device or email address.

   2. A dialogue box will appear on the login screen to enter the received OTP

   3. Once OTP is received enter it in the text field. In case OTP is not received, you may select the option to resend it. You can also choose another method for OTP by selecting 'Switch Method'

5. Enter the received OTP and click the "Login" button.

SigningHub gives you an option to use your IDP credentials (OIDC supported protocol) to log into SigningHub. In this case, you don't even need to have a SigningHub ID, as your personal account will be used for SigningHub authentication.

However, logging in through your personal credentials for the first time, will take you to the registration screen and display your personal (email address) for new registration. After registration, you can easily login through your personal credentials.

Login through your supported OIDC account

1. Go to the SigningHub login screen.

2. Click the "More Login Options" link available at the bottom of the login screen. A dialogue box will appear listing all the supported authentication methods.

3. Click the "OIDC Configured profile" option. The configured app will appear in a popup.

4. Specify your ID and password in the app.

5. Click the "Login" button. SigningHub permissions screen will appear.

6. Click the "Accept" option. You will be authenticated into SigningHub.

OIDC user profile information NID sync with SigningHub NID

When syncing a user's National Identity (NID) and email from OpenID Connect (OIDC) with SigningHub, actions vary based on whether the user already exists in the SigningHub system:

1. If both email and NID are received from OIDC and the user exists in SigningHub: The user will log in, and the NID in the [User] table will be updated with the new NID from OIDC. If the user does not yet exist, they will be registered in the system, and their NID will be added to the [User] table.

2. If only the email is received from OIDC and the user exists in SigningHub: The user will simply log in. If the user does not exist, they will be registered.

3. If only the NID is received from OIDC and the user exists in SigningHub: SigningHub will search for a user with the received NID. If found, the user will log in, and their NID in the [User] table will be updated. If the user does not already exist in SigningHub, an error will be shown, as the user must already be present in the UserIdentity or [User] table for NID-only syncs.

4. If neither email nor NID is received from OIDC: An error will be returned in both cases, as the user must already be present in the UserIdentity or [User] table to proceed with syncing.

SigningHub offers a multilingual interface to facilitate its worldwide customers to send documents for signature in their native language. In this regard, you can change the entire GUI of your SigningHub account as per your desired language.

The system supports more than 32 international languages, i.e.:

• "en-US": "English",

• "nl-NL": "Nederlands",

• "es-ES": "Español (ES)",

• "es-LA": "Español (LA)",

• "fr-FR": "Français",

• "de-DE": "Deutsch",

• "ar-AE": "العربية",

• "tr-TR": "Türkçe",

• "lv-LV": "Latviski",

• "nb-NO": "Norsk",

• "el-GR": "ελληνικά",

• "hi-IN": "हिंदी",

• "id-ID": "Bahasa Indonesia",

• "ja-JP": "日本語",

• "pt-Pt": "Português (PT)",

• "pt-BR": "Português (Brasil)",

• "ro-RO": "Română",

• "ru-RU": "Pусский",

• "sr-CR": "Srpski",

• "th-TH": "ภาษาไทย",

• "vi-VN": "Tiếng Việt",

• "it-IT": "Italian",

• "fi-FI": "Finnish",

• "et-ET": "Estonian",

• "pl-PL": "Polish",

• "sv-SE": "Swedish",

• "da-DK": "Danish",

• "ar-DZ": "Algeria",

• "hu-HU": "Hungarian",

• "ka-KA": "Georgian",

• "zh-CN": "简体中文",

• "zh-TW": "繁体中文",

• "ko-KR": "한국어"

Change your SigningHub account language

1. Login to your SigningHub account.

2. Navigate to "Personal Information" settings under the Personal Configurations section.

4. Alternatively, you could also change your account language from the login screen by selecting your desired language from the language drop-down, as shown in the image below. The system interface will change as per the selected language.

Right-to-left layout

In the case of selecting the "Arabic" language, the entire layout of the SigningHub screen will be converted to "Right to Left", as shown in the following image.

t's essential to familiarize yourself with the frequently used terminologies of SigningHub before diving into its features. Understanding these key concepts will help you better align your business processes with the system, ensuring a smoother and more intuitive experience. By going through this section, you'll gain insights into the foundational terms, roles, and structures that govern how SigningHub operates. Whether it's defining system users, clarifying subscription models, or understanding the status of documents, this section is a critical resource for getting started.

Take a moment to explore the Key Terminologies & concepts before moving on to other sections of SigningHub. This will enhance your ability to navigate the platform and use its features more effectively, ensuring you maximize the benefits SigningHub offers for your business needs.

Introduction

SigningHub gives you the option to pre-authorise users in your Microsoft Active Directory so that they may serve as your registered enterprise users. In this way, your enterprise users can use their Directory credentials (i.e. organizational domain user ID and password) for SigningHub authentication, and won't even need to create their SigningHub IDs.

How it works?

1. Configure an Active Directory connector in SigningHub Admin.

2. Configure the connector in an authentication profile, in SigningHub Admin.

3. Configure auto provisioning in SigningHub Web.

4. Configure a security group for auto-provisioning.

5. Auto-provision users at the time of login.

Configure a connector in SigningHub Admin

Make the following configurations to a connector in SigningHub Admin:

1. In the "Basic Information" section, choose "Active Directory" as the "Provider".
2. In the "Details" section, fill in the required fields.

Configure an authentication profile in SigningHub Admin

Make the following configurations to an authentication profile in SigningHub Admin:

1. Select the Active Directory Connector created earlier, in the highlighted field below:

Configure auto-provisioning in SigningHub Web

To see in detail, how to pre-authorise users in SigningHub, click here.

Make the following configurations in the "Users" tab in SigningHub Web:

1. In the "Auto Provision Users" section, check the "Automatically register the users" check box and select the "Authentication Profile", created earlier. Click the "Save" button.

Configure a security group for auto-provisioning

To see in detail, how to manage security groups in SigningHub, click here.

SingingHub also allows you to give role-based access to SigningHub (i.e. Enterprise Admin, Enterprise Users, etc.) at the Security Group level.

Make the following configurations to a security group in SigningHub Web:

1. For the security group, add the name and role of the security group.

Auto-provision users at login

Logging in through your Active Directory credentials for the first time, will take you to the registration screen and display your Active Directory (email address) for new registration. After registration, you can easily log in through your Active Directory credentials. However, if the "Automatically register the users" check box is ticked from the "Auto Provision Users" screen, and an Active Directory has been selected as an Authentication Profile, then the registration screen will not be displayed, as the provisioned Active Directory users from there will be automatically registered and activated in SigningHub.

To see in detail, how to login through Active Directory in SigningHub, click here.

1. From the "More Login Options" option, select Active Directory.
2. Provide your Active Directory credentials.
3. The following login preferences will be followed when logging into SigningHub Web via Active Directory:

Login preferences for auto-provisioning

Introduction

SigningHub gives you an option to pre-authorize users in your Azure Active Directory so that they may serve as your registered enterprise users. In this way, your enterprise users can use their Directory credentials (i.e. organizational domain user ID and password) for SigningHub authentication, and won't even need to create their SigningHub IDs.

How it works?

1. Configure an Azure Active Directory connector in SigningHub Admin.

2. Configure the connector in an authentication profile, in SigningHub Admin.

3. Configure auto provisioning in SigningHub Web.

4. Configure a security group for auto-provisioning.

5. Auto-provision the users at login

Configure a connector in SigningHub Admin

Make the following configurations to a connector in SigningHub Admin:

1. In the "Basic Information" section, choose "Azure Active Directory" as the "Provider".
2. In the "Details" section, fill in the required fields.

Configure an authentication profile in SigningHub Admin

Make the following configurations to an authentication profile in SigningHub Admin:

1. Select the Azure Active Directory Connector created earlier, in the highlighted field below:

Configure auto-provisioning in SigningHub Web

To see in detail, how to pre-authorise users in SigningHub, click here.

Make the following configurations in the "Users" tab in SigningHub Web:

1. In the "Auto Provision Users" section, check the "Automatically register the users" check box and select the "Authentication Profile", created earlier. Click the "Save" button.

Configure a security group for auto-provisioning

SingingHub also allows you to give role-based access to SigningHub (i.e. Enterprise Admin, Enterprise Users, etc.) at the Security Group level.

Make the following configurations to a security group in SigningHub Web:

1. For the security group, add the name and role of the security group.

Auto-provision users at login

Logging in through your Azure Active Directory credentials for the first time, will take you to the registration screen and display your Azure Active Directory (email address) for new registration. After registration, you can easily login through your Azure Active Directory credentials. However, if the "Automatically register the users" check box is ticked from the "Auto Provision Users" screen, and an Azure Active Directory has been selected as an Authentication Profile, then the registration screen will not be displayed, as the provisioned Azure Active Directory users from there will be automatically registered and activated in SigningHub.

1. From the "More Login Options" option, select Azure Active Directory.
2. Provide your Azure Active Directory credentials.
3. The following login preferences will be followed when logging into SigningHub Web via Azure Active Directory:

Login preferences for auto-provisioning

SigningHub gives you an option to use your Microsoft Azure Active Directory credentials to log into SigningHub. In this case, you don't even need to have a SigningHub ID, as your account will be used for SigningHub authentication. However, logging in through your Azure Active Directory credentials for the first time, will take you to the registration screen and display your Azure Active Directory (email address) for new registration. After registration, you can easily log in through your Azure Active Directory credentials.

However, if the "" is enabled from the "Auto Provision Users" screen, and an Azure Active Directory has been selected as an Authentication Profile, then the registration screen will not be displayed, as the provisioned Azure Active Directory users from there will be automatically registered and activated in SigningHub.

Login through your Azure Active Directory

1. Go to the SigningHub login screen.

2. Click the "More Login Options" link available at the bottom of the login screen. A dialogue box will appear listing all the supported authentication methods.

3. Click the "Azure AD" option. The Microsoft Azure Active Directory app will appear in a popup.

4. Specify your Microsoft Azure Active Directory ID and password in the app.

5. Click the "Sign in" button. You will be authenticated into SigningHub.

SigningHub primarily depends on your (email address) for your authentication. However, if you want to attach another unique ID with your account, SigningHub gives you an option to use your SSL certificate to log into SigningHub. For this, your SSL certificate needs to be registered in SigningHub through SigningHub API.

Login through your SSL certificate

1. Go to the SigningHub login screen.

2. Click the "More Login Options" link available at the bottom of the login screen. A dialogue box will appear listing all the supported authentication methods.

3. Click the "SSL Client Authentication" option. A popup will appear to select your SSL certificate.

4. Select your certificate and click OK.

SigningHub gives you the option to authenticate yourself by using Microsoft Azure's SAML-based Single Sign-on credentials to log into SigningHub. In this case, you don't even need to have a SigningHub ID, as your account will be used for SigningHub authentication. However, logging in through your Azure Active Directory credentials for the first time, will take you to the registration screen and display your Azure Active Directory (email address) for new registration. After registration, you can easily login through your Azure Active Directory credentials.

To configure Azure with SAML and use it in SH below steps needs to be completed

1. Configure Microsoft Azure

2. Configure SigningHub

Configure Microsoft Azure

1. Sign in to the Azure portal using your Azure Active Directory administrator account.

2. Click on the "Active Directory do Azure".

3. Click on the "Enterprise Applications" on the right side.

4. In the app gallery, you can add an unlisted app by selecting the "Non-gallery Application" tile.

5. After entering a Name for your application, you can configure the single sign-on options and behaviour.

6. Once the app is successfully added, it will appear under "Enterprise Applications".

7. Select your added app from the list.

8. To start, click on Single sign-on from the application's left-hand navigation menu. The next screen presents the options for configuring single sign-on.

9. Select the option "SAML-based Sign-on" from the drop-down "Single Sign-on Mode" to configure SAML-based authentication for the application. This requires that the application support SAML 2.0. Complete the following sections to configure single sign-on between the application and Azure AD.

10. To set up Azure AD, enter the basic SAML configuration. You can manually enter the values or upload a metadata file to extract the values of the fields.

11. When a user authenticates to the application, Azure AD will issue a SAML token to the app that contains information (or claims) about the user that uniquely identifies them. By default, this includes the user's username, email address, first name, and last name.

12. When you create Non-Gallery application, Azure AD will create an application-specific certificate with an expiration date of 3 years from the date of creation. You need this certificate to set up the trust between Azure AD and the application.

13. Click on the "Save" button on top.

14. To ensure users can sign in to SigningHub after it has been configured to use Azure Active Directory. Users must be assigned access to SigningHub in Azure AD to sign in.

15. To configure the application for single sign-on, scroll to the end of the SAML-based sign-on configuration page, and then click on Configure SigningHub (Name of the app).

Configure SigningHub

1. For configuration at SigningHub go to the administrator URL such as "https://admin.signinghub.com/".

2. Create the connector by clicking on the add icon from Configurations>Connectors.

3. Select the provider "SAML Identity Provider" from the "Provider" drop-down.

4. Provide the necessary information such as Name, Login & Logout URL (mentioned in step 15), Binding Type (POST/Redirect define in connector), Signature algorithm (SHA1/SHA256 define in connector ), upload IDP certificate downloaded from azure mentioned in step 12 and click on Save button.

5. Export the SP metadata by clicking on the "Export SP Metadata" button, this metadata can be used in step 10.

6. Create the authentication profile by clicking on the add icon from Configurations>Authentication Profiles.

7. Provide the Name, method as "SAML Authentications", Connector that is created in step 19, select the logo and Save the information.

8. Publish the changes.

9. Access the web URL as "https://web.signinghub.com/".

10. Click the "More Login Options".

11. Click on the authentication profile that you have created above.

12. Provide the credentials and log in here

SigningHub gives you an option to use your Google credentials to log into SigningHub. In this case, you don't even need to have a SigningHub ID, as your account will be used for SigningHub authentication. However, logging in through your Google account for the first time, will take you to the registration screen and display your Google ID (email address) for new registration. After registration, you can easily login through your Google account.

Login through your Google account

1. Go to the SigningHub login screen. Click the "More Login Options" link available at the bottom of the login screen. A dialogue box will appear listing all the supported authentication methods.

2. Click the "Google" option. The Google app will appear in a popup.

3. Specify your Google ID and password in the app.

4. Click the "Log into Google" button. SigningHub permissions screen will appear.

5. Click the "Allow" option. The system will let you log into SigningHub.

The SigningHub dashboard is the first screen that appears when you successfully log into your SigningHub account. You can also view your SigningHub dashboard by clicking the "Dashboard" option available on the left-side panel.

Dashboard components

The Dashboard welcomes the logged-in user by saying "Hi" and gives a brief update on the recent document-related activity that has taken place. The dashboard consists of the following components:

Certain document operations can be performed even without opening a document. For this you need to simply select the document from the document listing and perform your required operation (i.e. preview, download, delete, rename, print, recall, etc.). There are multiple ways to select or open a document, i.e.:

Documents selection

Selection-based document options are operations that can be performed on a single document or multiple documents collectively:

Document operations

Status-based document buttons

Based on its current status, each document in the document listing is shown with a particular button in the information panel. This button can additionally be used to open the document for the required operation, i.e. signing, reviewing, editing, or preparation.

Upon selecting a document from your documents list, several document actions are displayed tailored to the document's current status. These actions allow you to perform operations, manage, and interact with the document. Below is a list of the available document actions:

List of document actions

The document listing screen appears when the user clicks on the 'Documents' option from the navigation panel. The 'Documents' screen lists all the documents available to the user. When you click on a document, the information and related actions appear in the information panel.

Components of the 'Documents' screen

• Search bar: The search bar allows you to search documents. You can also use advanced search by applying filtration criteria.

• Folders: The folders button allows you to manage the default folder, custom folders, archived folder, and shared folders.

• Sign a new document: Click the "Sign a New Document" button to start a new workflow.

• Status Filter: The "Status Filter" bar shows the count of documents falling into different categories based on their statuses.
• Document listing: Lists all the documents available to the user. The "Owner" filter has the option to list these documents based on whether the document owner is "You", "Others", or "All".

Information/details on document listing:

• Document: The name of the document package. Clicking on a document package displays various details and actions associated with the document package, in the information panel. If there is a red notification dot next to the package name, it represents that either:

  • The document package is either newly sent to you for collaboration, or

  • There is any change (i.e. signed/ updated/ reviewed/ annotated/ form filled by other recipient/ owner themselves) in the document package after you have collaborated in the workflow.

• Status: The status of the document package, i.e. draft, in-progress, pending, signed, declined, approved, updated, completed, or expiring in 7 days.

• Owner: The owner of the document package.

• Last Updated: The date on which the document package was last modified, i.e. created, shared, form filled, signed, declined, etc.

• Pagination footer: To help navigate between document packages.

Sorting documents

By default, your latest document packages are displayed at the top of the list. You can sort them on the basis of their title, status, owner, and last-updated. To sort your documents list click the parameter once to sort the list in ascending order, and click the same parameter again to sort the list in descending order.

Filtering documents

Click on the 'Folder' button, select a folder, and then filter based on status from the "Status Filter" options to view the respective list of documents.

Organising documents

Moving documents into shared folders

Pagination

By default, up to 10 document packages are displayed in the main table. However, if you want to access the documents that exist toward the back of the table, just click the 'Next' button in the pagination footer, this will take you to the next page. Alternatively, you can also move to a specific page by clicking the '1 of X pages' option, in the pagination footer.

Based on your GeoIP, SigningHub automatically detects your country at the registration time and identifies your time zone accordingly. If you are registered from the Enterprise Admin panels, the default country and time zone are saved against you.

However, when you log in from a new country, SigningHub will prompt you about the detected change in your location and will ask whether you want to save it in your profile or not.

SigningHub provides an efficient, fast and easy way to share a pile of 'Draft' documents (up to 50) in one go. For this, you can use the "Send selected documents" option to send off multiple documents.

However, SigningHub does not allow to send off the documents, if they have:

• Incomplete signature fields (i.e. signature field has not been defined for each signer/ placeholder)

• Statuses other than the "Draft" status

The availability of the 'Bulk Share' 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 and .

Bulk share

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

2. The bulk send dialogue box will appear. It will list your selected documents.

3. Click on the 'Send' button to send the documents. The selected documents will be sent off right away and the circular progress percentage bar will display the sending progress.

SigningHub enables a document owner to move his Completed and Declined documents to the archive folder. The 'Archive' folder appears if the 'DATA-ARCHIVING' module is enabled in the license and the 'Archiving' feature is enabled in the service plan. However, you can freely , and can also move them back to their previous folder. Once a document has been moved to the archive, the storage consumption will reflect the deduction of the document size.

The user is allowed to perform the following actions on an archived document:

• Download the document

• Delete the document

• Comment on the document

• Print the document

• View the workflow details of the document

• View the workflow history of the document

• View the workflow timeline of the document

• View the workflow evidence report of the document

The "Archive" folder displays all the documents which have been archived. The "Archive" folder is a system folder and hence cannot be deleted.

View archived documents

1. Click the 'Documents' option in the navigation panel.

2. Click on the 'Folders' button.

3. Your folders will be shown in a dialogue box. Click on the 'Archive' folder to view the documents that it contains.

Archive documents

1. Click the 'Documents' option in the navigation panel.

2. Select the documents that you wish to archive.

3. Click the 'Move to folder' option in the information panel.

4. Select the 'Archive' folder and click on the 'Submit' button.

At times you need to look for the other details of a document(s) package that are not visible in the document listing table, i.e. documents included in the package, when it was uploaded, source, type, document size etc. The package details appear in the information panel when you select a document.

View package details

1. Click the "Documents" option from the navigation panel.

2. Select the document package for which you want to see the package details.

3. Expand the package information appearing at the bottom of the information panel.

When you select a 'Pending' document, the 'Sign' button appears in the information panel, allowing you to initiate the signing process. Clicking the 'Sign' button opens the document in the document viewer. An 'Action Required' banner will display the number of actions you need to complete. You can either click the 'Go to Field' button or manually left-click the signature field and then select the 'Sign' option to sign the document.

Sign a document

1. Select a 'Pending' document, and click the "Sign" button in the information panel.

2. Click the 'Go to field' button appearing on the 'Actions Required' banner. Or manually locate the field assigned to you.

3. Left-click the signature field, and click on the 'Sign' option.

4. Click on the 'Sign' button.

SigningHub maintains a log of each action being performed on a document along with the respective date and time stamps. The "Workflow Details" dialog which presents the logs of each action being performed consists of two tabs; "Workflow History" and "Workflow Timeline". However, viewing "Workflow Details" is subject to your assigned enterprise user role. These logs are only available to the Document Owner.

Workflow history

• When a user uploads a document

• When a user adds a file from the library

• When a user adds a file from cloud storage

• The original format of the uploaded document

• When the document is converted to PDF format after upload

• When a user opens a document

• When a user closes a document

• When a user adds a contact to a workflow

• When a user adds a comment to a workflow

• When a user adds an attachment to a workflow

• When a user adds a text field to a document

• When a user fills a form field in a document

• When a user updates the text in a form field

• When a user adds initials to a document

• When an in-person signature is added by a user

• When a user signs a document

• When an electronic seal is applied to a document

• When an electronic seal is updated in a document workflow

• The signing capacity used to sign a document

• The signing reason for signing a document

• When a user shares a document

• When a user recalls a document

• When a user approves a document

• When a user updates a document

• When a user hosts in-person signatures on a document

• When the post-processing activity takes place on a document

• When a user declines a document

• When a user renames a document

• When a user deletes a document

• When a user prints a document

• When a user adds a file to the library

• When a user downloads a document

• When a user adds a template

• When a user applies a template

• When a user completes the document workflow

• When a user updates the document workflow

• When a user accepts the attached legal notice

• When a Time-based OTP is used for secondary authentication to access a document

• When a Time-based OTP is used for secondary authentication for document signing

• When OTP/TOTP is provided for field-level authentication of a signature or in-person field

• The old level of assurance and the new level of assurance in case the signature field was updated while the status of the document was "In-Progress" or "Pending"

• When was a workflow replicated

• Who was the document shared with

• When was the document shared

• Who processed the document (signer, reviewer, editor, delegator, meeting host, electronic seal, gatekeeper)

• When was the document processed

• The time taken by the recipient to process the document

• Total time taken to process the document

• When was the document recalled by the user

Workflow timeline

The following document details are logged:

• Who was the document shared with

• When was the document shared

• Who processed the document (signer, reviewer, editor, delegator, meeting host, electronic seal, gatekeeper)

• When was the document processed

• The time taken by the recipient to process the document

• Total time taken to process the document

• When was the document recalled by the user

View the workflow history

1. Click the 'Documents' option in the navigation panel.

2. Select a document, and click the 'Details' option in the information panel.

3. Click the 'History' option and the list of activities will appear.

4. Click on a signature or any other activity to see its details.

View the workflow timeline

1. Click the 'Documents' option in the navigation panel.

2. Select a document, and click the 'Details' option in the information panel.

3. Click the 'Timeline' option and the workflow timeline will appear.

4. The document owner has the option to download a .xls file of the 'Timeline' of the document by clicking on the 'Export to excel' button.

View a document

To open and view a document, you have two options:

• Click directly on the document name.

• Select the document and click "View Document" in the information panel. This button will be available for all documents in statuses other than 'Pending.'

Choose the method that suits you best for a quick preview of your document’s contents.

SigningHub allows you to send reminders to your document recipients who do not timely respond to your workflow. In this regard, you can configure auto reminders during document preparation that are sent after a specific (configurable) time period, or you may also manually send reminders to your recipients. When you remind a recipient who has not responded to your workflow document as yet, the original email notification is resent to them. Based on your workflow type, there can be two different scenarios:

• In case of a sequential workflow, a reminder is sent to the immediate next recipient because of which workflow is halted.

• In case of an individual or parallel workflow, a reminder is sent to all the recipients who have not signed the document.

Send a reminder

1. Click the "Documents" option in the navigation panel.

2. Select the "In Progress" document for which you want to send the reminder and click the "Send reminder" button in the information panel. You can send reminders for multiple 'In-progress' documents.

3. A confirmation dialog will appear, click the "Yes" button to to send the reminder. The email notification email will be resent to the recipient(s) of the selected document(s).

SigningHub lets you certify your digital signature. The certified signature is used 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. In this regard, the first signature of each document in a workflow package will be a certified digital signature that will determine the allowed permissions on the document, while the rest of the signatures will be normal digital signatures. A document having a certified digital signature is called a certified document.

The system might show the pre-selected options as laid out in your Enterprise Settings. (In the case of an Individual user, the options specified in the web.config file will be followed.) You may change the default settings as required before sharing.

Certification preferences

Certify a document

After you have added documents to a workflow package:

1. Click the 'Certify' option appearing in the options menu, against each document in a package which you want to certify.

2. Toggle on the 'Certify the document' option, and choose the required certification preference from the dropdown. For details, see the 'Certify options' table above.

3. Enable the 'Lock the document upon workflow completion', if you want to lock all the form fields of your document after the last signature. The document locking feature is specifically related to PDF documents with form fields. This checkbox will be disabled when the "Certify and allow no changes" option is selected from the above drop-down.

4. Click the 'Save' button.

SigningHub gives you the liberty to start a new workflow from any stage (status) of an ongoing document workflow. This will create a fresh copy of the previous workflow document with all the entered details (signatures, initials, filled forms, etc.), and will allow the document owner/ recipient to configure a new workflow on it. The previous workflow will continue triggering without any interruption as per its configuration. Consider the following points before using the "Start New Workflow" option:

• Each workflow configuration will need to be defined from scratch in the new workflow.

• The default workflow type will be the one as defined in your role. You can change it as required.

• The signed signature (electronic & digital) fields, and filled-in initials, in-persons and form fields in the document will be available in the new workflow.

• The unsigned Digital signature fields in the document will be displayed as unassigned signature fields in the new workflow.

• The unsigned Electronic signature fields in the document will not be available in the new workflow.

• The attachments will be available in the new workflow.

• The comments, annotations, unfilled initials & in-persons, and unfilled form fields will not be available in the new workflow.

• A recipient cannot start a new workflow, if any document accessibility permission is configured for him in the previous workflow i.e. document opening with a password, document opening with OTP, document accessibility duration, etc.

Start a new workflow

1. Click the "Documents" option in the navigation panel.

2. Select a document and click the 'Start new workflow' button in the information panel.
3. The new workflow screen will appear with a fresh copy of the document (added).

4. Configure the workflow details as required, and click the "Send" button to share the workflow.

The "Workflow history" option provides a soft copy of workflow activities related to a selected document, which is sufficient for your own audit trail record. However, when you need to present these workflow details in hard copy as legal proof outside SigningHub, use a workflow evidence report. A Workflow Evidence Report entails the detailed logs of each SigningHub transaction performed within a document workflow. It is available to the respective Document Owner only and is downloaded in PDF file. The PDF is also digitally signed by Ascertia with an invisible PAdES-B-LT signature and can be used as legal proof outside SigningHub. So in case a recipient in the workflow repudiates their signature, or if there is any query related to the workflow, this report can resolve all such issues. However, viewing the Workflow Evidence Report is subject to your assigned enterprise user role. If you are willing to use this provision, ask your Enterprise Admin to enable it in your Role.

View the workflow evidence report of a document

1. Click the 'Documents' option in the navigation panel.

2. Select a completed document, and click the 'Evidence report' option in the information panel. The workflow evidence report will be downloaded to your local 'Downloads' folder as a PDF.

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.

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.

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.

SigningHub allows you to post comments (up to 255 characters) in a document workflow to accommodate any extra communication between the stakeholders (i.e. document owner & configured recipients). The posted comments are maintained separately in a workflow and do not become part of a completed/ signed PDF document. Posting comments is subject to your assigned enterprise user role. If you are willing to use this provision, ask your Enterprise Admin to enable it in your Role.

Post a comment

1. Click the "Documents" option in the navigation panel.

2. Select the desired document and click "Comments" in the information panel.
3. The user can:

   • Configure the recipients for a comment: The user has the option to either post a comment for all the configured recipients or any specific recipient(s). The "Add comment for everyone" option is available at the bottom of the recipients list. To post a private comment for any specific recipient(s), click "Add comment" adjacent to its name in the recipients list. When a private comment is sent, a lock icon appears against the comment, indicating that it is a private comment. A private comment will only be visible to the recipient(s), for whom the private comment was posted.

   • Specify the comment: The user can specify the comment (up to 255 characters), to be posted for the recipients, in the comment box. The user can add multiple comments and the posted comments will be shown like a normal chat.

4. Click the "Send" button to post the comment.

You can download any document from your SigningHub account for your record, or when you require it for any reason outside SigningHub. In case a package contains a single document, it is downloaded to your local Downloads folder in a PDF file, while in case of multiple documents in a package, it is downloaded in a zip file. You can also select multiple document rows for downloading as long as their aggregated size is less than 500 MB. However apart from your own documents (i.e. the documents with the Draft, In-progress and Completed statuses), the effectivity of the download option is subject to your document downloading permissions as configured by the respective Document Owner. Hence, if you don't have the downloading permissions for a (Pending/ Signed/ Approved/ Edited/ Declined) document, you can't download it.

Download a document

1. Click the "Documents" option in the navigation panel.

2. Select the required document and click the "Download" button in the information panel.

SigningHub allows you to efficiently manage your documents by creating, renaming, and deleting custom folders for better organization. By default, all documents are placed in the 'Inbox' folder, but you can easily move your files between folders or return them to their original location.

The "All" folder provides a comprehensive view of all documents within your account, including those from shared spaces. The 'All' and 'Inbox' folders are default system folders and cannot be deleted.

View folder documents

1. Click the 'Documents' option in the navigation panel.

2. Click on the 'Folders' button.

3. Your folders will be shown in a dialogue box. Click on a folder to view the documents that it contains.

Create a personal folder

1. Click the 'Documents' option in the navigation panel.

2. Click on the 'Folders' button.

3. Your folders will be shown in a dialogue box. Click the 'Add a folder' button.

4. Specify the folder name and click 'Submit'. A new personal folder will be created and shown under the 'My Folders' section.

Rename a personal folder

1. Click the 'Documents' option in the navigation panel.

2. Click on the 'Folders' button.

3. Your folders will be shown in a dialogue box. Click the 'Manage folders' button.

4. Click the "Rename" button, next to the folder name, specify the name that you want to set, and click the 'Save changes' button.

Delete a personal folder

1. Click the 'Documents' option in the navigation panel.

2. Click on the 'Folders' button.

3. Your folders will be shown in a dialogue box. Click the 'Manage folders' button.

4. Click the delete icon, next to the folder name, and click the 'Delete' button.

A shared folder is a special kind of folder through which you can delegate your document processing authority to a group of users. After creating a shared folder, specify the users with whom you want to share your authority and move your documents (which you own, i.e. Draft, In Progress, Declined and Completed) to the shared folder. The specified users may then fully collaborate in all the shared folder documents on behalf of the 'Shared folder owner' and are therefore termed as the 'Collaborators' of a shared folder.

A collaborator can be:

• An enterprise user of the same enterprise to which the shared folder owner belongs

• An enterprise user of another enterprise

• An individual user

• A guest user

A shared folder fosters a collaborative team environment where members can access the same set of privileges and manage team documents together.

The ability to manage shared folders—such as creating, editing, or deleting them—depends on your assigned enterprise user role. If you wish to utilize this feature, please ask your Enterprise Admin to enable it in your Role>Document Preferences. However, for collaborators, this specific role provision is not necessary. Collaborators can effectively work within a shared folder but cannot create their own shared folders.

Privileges of a shared folder owner

• They can create multiple shared folders as required.

• They can add the collaborators of their choice to their shared folders, who can process their workflow documents on behalf of the shared folder owner.

• They can move their documents (Draft, In-progress, Declined and Completed) to their shared folders to share them with collaborators.

• They can edit their shared folders.

• They can delete their shared folders.

• They can see the actual document activity logs as performed by the collaborators.

Privileges of a shared folder collaborator

• They can process the shared folder documents on behalf of the shared folder owner, i.e.:

  • Add their Draft documents to a shared folder

  • Share the Draft documents

  • Send reminders to the next recipients

  • Sign the documents

  • Review the documents

  • Update the documents

  • Decline the documents

  • Add initials

  • Add in-person signatures

  • Fill in the form fields

  • Accept the legal notices

  • Update the level of assurance of a "Signature" field or an "In-Person Signature" field, while the status of the document is, "In-Progress" and "Pending".

  • In short, they can perform all those workflow-related activities that can be performed by the actual document owner.

• In the document logs, the recipients will see that these activities are performed by the document owner (shared folder owner), while they were actually performed by the collaborators.

View shared folders

You can view the shared folders available to you (The shared folders in which you have been added as a collaborator, and the shared folders you created). The shared folders can be identified based on their icons:

1. Click the 'Documents' option in the navigation panel.

2. Click on the 'Folders' button.

3. Your shared folders will be listed in the dialogue box, under the 'Shared Folders' section.

Create a shared folder

1. Click the 'Documents' option in the navigation panel.

2. Click on the 'Folders' button.

3. Your folders will be shown in a dialogue box. Click the 'Add a folder' button.

4. Specify the folder name, and turn on the 'Shared folder' toggle.

5. Click the 'Add a user' button to add collaborators, and click 'Submit'. A new shared folder will be created and shown under the 'Shared Folders' section. All the specified collaborators will be notified through email by SigningHub.

Edit your shared folder

1. Click the 'Documents' option in the navigation panel.

2. Click on the 'Folders' button.

3. Your folders will be shown in a dialogue box. Click the 'Manage folders' button.

4. Click on the 'Edit' button adjacent to the desired shared folder.

5. You can change the name of the shared folder, and manage the collaborators.

6. Click the 'Save changes' button.

Delete your shared folder

1. Click the 'Documents' option in the navigation panel.

2. Click on the 'Folders' button.

3. Your folders will be shown in a dialogue box. Click the 'Manage folders' button.

4. Click the delete icon, next to the name of the shared folder, and click the 'Delete' button.

SigningHub now allows users to replicate workflows by applying the original workflow's details (recipients, permissions, post-processing, etc.) to a new workflow and prompting the user to upload the updated document. This feature saves the document owner from having to reconfigure workflow details. This feature is especially useful in cases where changes are required in a document and the workflow has to be re-initiated. The availability of the "Replicate Workflow" option is subject to the configurations of your user role. If you are willing to use this feature, please ask your Enterprise Admin to enable it in your Role.

A workflow can only be replicated by a document owner, or a shared folder collaborator, if it has any of the following statuses:

• Draft

• In-progress

• Pending

• Declined

• Completed

Replicate a workflow

1. Click the "Documents" option in the navigation panel.

2. Select a document and click the "Replicate workflow" button in the information panel.

3. After workflow replication, it is mandatory for the documents to be re-uploaded. If the user chooses not to re-upload the documents, the workflow might not work as expected. The gray-dotted line around the document shows a document that needs to be re-uploaded. Click on the Re-upload button.
4. After uploading the document, the document owner can any of the settings that they wish to change, if any. Once done, click on the "Continue" button.

5. Perform the necessary actions, and share the workflow.

By default, all your documents are listed in the "Inbox" folder. SigningHub enables you to create custom folders and shared folders to organise your documents as required. You can freely move your files from one folder to another, and can also move them back to their previous folder. However, as a shared folder collaborator, you can only move Draft documents to the shared folders.

Move documents to a folder

1. Click the 'Documents' option in the navigation panel.

2. Select the documents that you wish to move.

3. Click the 'Move to folder' option in the information panel.

4. Select the folder in which you want to move the document, and click on the 'Submit' button.

SigningHub allows configuring a customised document approval process (workflow) according to your business needs. You can add signers, meeting hosts, editors, reviewers, form fields, initials, in-persons, signature type, signature position, signing sequence, configure reminders and much more in a document workflow. This configuration process is also called document preparation. The set configurations can also be saved in the form of a for future use. The saved template can then be applied to similar documents for efficient and robust re-usability of these workflow configurations.

Document preparation

1. Click the "Documents" option, available in the navigation panel. (You can also start a new workflow from your dashboard by clicking on the '' button.)

2. Clicking on the '' button.

3. The 'Documents' screen will appear.

4. to the workflow.

   1. Configure , as required (optional).

   2. Use miscellaneous as required (optional).

5. Apply a on your document, as required (optional).

6. the documents

7. Add , as required.

8. Click on the 'Continue' button to proceed to the 'Recipients' screen.

9. Configure the '' toggle.

10. Configure the .

11. Configure for each recipient/placeholder, as required (optional).

    1. Configure .

    2. Configure.

    3. Configure .

    4. Configure preferences.

12. Click the "Continue" button to proceed to the document viewer screen.

13. Configure miscellaneous preferences as required (optional).

    1. to your workflow.

    2. .

14. Add in the workflow as required.

    1. Add for the recipients.

    2. Add for the recipients (optional).

    3. Add for the recipients (optional).

    4. Add in the document (optional).

    5. Add a in the document (optional)

    6. Configure settings (optional).

15. Add an and (optional).

16. Once you are done with the required configurations, click the "" button to send off the documents package.