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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.
After you have added documents to a workflow package:
Click the 'Certify' option appearing in the options menu, against each document in a package which you want to certify.
Toggle on the 'Certify the document' option, and choose the required certification preference from the dropdown. For details, see the 'Certify options' table above.
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.
Click the 'Save' 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.
Click the "Documents" option, available in the navigation panel. (You can also start a new workflow from your dashboard by clicking on the '' button.)
Clicking on the '' button.
The 'Documents' screen will appear.
to the workflow.
Configure , as required (optional).
Use miscellaneous as required (optional).
Apply a on your document, as required (optional).
the documents
Add , as required.
Click on the 'Continue' button to proceed to the 'Recipients' screen.
Configure the '' toggle.
Configure the .
Configure for each recipient/placeholder, as required (optional).
Configure .
Configure.
Configure .
Configure preferences.
Click the "Continue" button to proceed to the document viewer screen.
Configure miscellaneous preferences as required (optional).
to your workflow.
.
Add in the workflow as required.
Add for the recipients.
Add for the recipients (optional).
Add for the recipients (optional).
Add in the document (optional).
Add a in the document (optional)
Configure settings (optional).
Add an and (optional).
Once you are done with the required configurations, click the "" button to send off the documents package.
Whenever a document package is shared, the workflow quota of the respective document owner's account is consumed, and hence the available count is decreased by one.
SigningHub embeds fonts, graphics, annotations, and other necessary content within a PDF file to make your documents fully compliant with the PDF/A-1b standard. This content embedding is required by ISO 19005-1 and is usually associated with a document's visual appearance. However, a processed PDF through SigningHub may show non-compliance with the PDF/A-1b standard, when a Date field or transparent PNG image rendering is used in it.
SigningHub offers a wide range of custom documents that can be shared for approval/sign-off purposes. Each document is automatically converted into PDF format before it is brought to the SigningHub platform. In SigningHub, documents are shared in the form of a workflow package. A package may contain different files to facilitate the sharing of multiple documents in one go. It is shared collectively as a bundle, by consuming a single workflow from your available quota. A recipient/ group after receiving the package will have to sign/ edit/ approve all the documents in it to complete their collaboration part. When using an on-premises deployment, please ensure that the font(s) being used in a document, must be installed on your server machine where SigningHub has been deployed.
There are three different ways to add a document to a workflow package:
Upload a document from your local machine.
Import a document from the SigningHub library. The library contains your personal documents (and your enterprise documents, in case you are an enterprise user).
Get a document directly from your cloud storage.
Get it from your Dropbox account, or
Get it from your Google Drive, or
Get it from your OneDrive
Drag and drop the document or click the"select them from your device" option to select the document from your local machine. The documents will be added to a package for further processing.
Click on the library button.
The 'Add files from library' dialogue box will appear, giving you the list of your personal documents (and your enterprise documents, in case you are an enterprise user). The document with a configured template will display the template name adjacent to it. Selecting such a document will apply the template details on the document automatically.
The 'Library'" filter can be used to select the "All", "Personal" or "Enterprise" options to list the respective documents for selection. The adjacent count shows the respective number of documents available under each section.
The 'Folder' filter can be used if you want to view documents belonging to a specific folder. The "Folder" filter will appear if there is at least one library document folder created.
After you have selected an appropriate variant:
Click on the 'Google Drive' icon, and specify your Google credentials (ID & password) in the next appearing popup to log into your Google account.
SigningHub will display the list of your Google documents after the successful login. Locate and select the required document(s) from the list. Use Ctrl+click to select multiple documents.
Click the "Select" button to bring the selected documents into SigningHub. The document(s) will be added to the package for further processing.
After you have selected an appropriate variant:
Click the 'Dropbox' icon, and specify your Dropbox credentials (ID & password) in the next appearing popup to log into your Dropbox account.
SigningHub will display the list of your Dropbox documents after the successful login. Locate and select the required document(s) from the list.
Click the "Choose" button to bring the selected documents into SigningHub. The document(s) will be added to a package for further processing.
After you have selected an appropriate variant:
Click the 'OneDrive' icon, and specify your OneDrive credentials (ID & password) in the next appearing popup to log into your OneDrive account.
SigningHub will display the list of your OneDrive documents after the successful login. Locate and select the required document(s) from the list.
Click the "Select" button to bring the selected documents into SigningHub. The document(s) will be added to a package for further processing.
By default, the documents are added serially in a documents package. However, you can change their order in the package after adding them, according to your workflow requirements. To change the order of the documents:
Simply drag and drop the handle appearing on the left side of any added document and move it up/ down in the package, as required.
You can also merge your documents after adding them to a package. In this way, all the added documents will be fused together as a single PDF. The dimensions of the documents (being merged) should be the same, however, SigningHub allows up to 5 pixels difference.
To merge the package documents:
Click the "Merge" button after adding the documents to a package.
A confirmation message will appear, click the "Yes" button. All the added documents will be merged.
Each supported non-PDF document is automatically converted into PDF format before it is brought to the SigningHub platform. Also, it applies PDF/A-2A compliance to that document.
On uploading a PDF document, the document remains in PDF format and its PDF compliance doesn't change what was set in the original document.
When a document owner uploads a PNG image with a transparent background and signs it, the signed document copy will be shown as corrupted in Adobe Reader. It is a known issue in the third-party vendor's DLL file, which is being used for document conversion inside SigningHub.
When you need to sign an XML file in their native format, then you should use APIs to upload your XML files. Uploading an XML file through Web interfaces will automatically convert the file to PDF format.
If you cannot find the option to add documents from cloud drives, upgrade your service plan or contact sales.
When you need to add form filling in a workflow, add a PDF form.
When using an on-premises deployment, please ensure that the font(s) being used in a document, must be installed on your server machine where SigningHub has been deployed.
The dimensions of the documents (being merged) should be the same, however, SigningHub allows up to 5 pixels difference.
SigningHub supports a wide range of document types that can be processed:
Categories | Formats |
---|
SigningHub enables you to reuse the predefined workflow configurations on the same documents in the form of a workflow . When used, the template applies all the workflow-related settings (i.e. signers, reviewers, editors, meeting hosts, placeholders, signing sequence, signatures fields and their positions, reminders, form fields, permissions, etc.) on the document, making the workflow configuration process efficient and robust. The individual users can use their , while the enterprise users can use their personal as well as their enterprise templates (as maintained by their enterprise admin).
Click the 'Apply template' option appearing in the options menu, against the document on which you want to apply a template.
Select a template from the list and click the 'Apply' button. In case you want to apply this template on all the documents of the package, toggle on the 'Apply template to all documents" option.
All the configurations saved in the (selected) template will be applied to the document(s).
To experience the exact settings, it is recommended to apply a workflow template on the same documents (for which it was created). The actual positions of configured signature/ initials/ in-person fields may alter if a template is applied to different types or sizes of documents.
When a read-only template is applied to a document, SigningHub won't allow to change any predefined configurations, except updating placeholders. For more details, see Read-only templates.
Whenever a document package is shared, the workflow quota of the respective document owner's account is consumed, and hence the available count is decreased by one.
The document owner (and the shared space collaborator, if any) can not update the level of assurance of a "Signature" or an "In-Person Signature" field, while the status of the document is, "In-Progress" or "Pending", where a read-only template has been applied.
SigningHub offers certain helpful document utilities, which you can avail in a package.
Specify the new name of your package in the "Package Name" field, appearing on the 'Documents' screen.
Click the 'Apply template' option appearing in the options menu, against the document on which you want to apply a template.
Select a template from the list and click the 'Apply' button. In case you want to apply this template on all the documents of the package, toggle on the 'Apply template to all documents" option.
Click the 'Delete' option appearing in the options menu, against the document on which you want to delete.
Click on the 'Delete' button to confirm the deletion. The selected document will be deleted from your workflow package.
Click the 'Rename' option appearing in the options menu, against the document on which you want to rename.
Specify the new name of your document in the 'Rename document' dialogue box, and click the "Save" button.
Click the 'Download' option appearing in the options menu, against the document on which you want to download. The document will be downloaded to your local 'Downloads' folder in a PDF file.
Click the 'Re-upload' option appearing in the options menu, against the document on which you want to re-upload.
in the next dialogue box, select an option to add a document, and add a document, based on your selection. This will replace the old document with the new document.
The number of pages of the re-uploaded document must be equal to or more than the number of pages of the original document which has been replaced.
Fields | Description |
---|---|
On Sharing, if any of the recipients set the gatekeeper under , then first of all documents will be forwarded to that gatekeeper, after the gatekeeper approval document will be shared with the intended recipient.
On Sharing, if any of the recipients set the delegate under , then all documents will also be forwarded to the contact configured as a delegate for that period along with the intended recipient.
If the "Set Document Access Authentication for all recipients" option is enabled against the , the document owner will not be allowed to share the workflow until "Document Access Authentication" is set for all the recipients in the workflow.
If the "Set Document Signing Authentication for all recipients" option is enabled against the , the document owner will not be allowed to share the workflow until "Document Signing Authentication" is set for all the recipients in the workflow.
In the case of an enterprise user, the "" tab will only appear if "Cloud Drives" has been enabled in the user's . Only those cloud drives will appear under the "Cloud Drives" tab, which has been allowed in the user's role settings.
After adding the documents to a package, proceed to the '' phase. See also:
A dialogue box will appear showing options to list your (and enterprise templates, in case you are an enterprise user). The templates that are marked as read-only are the locked templates. The predefined configurations of a read-only template can not be modified. However, the placeholder fields inside a template can still be updated as required.
A dialogue box will appear showing options to list your (and enterprise templates, in case you are an enterprise user). The templates that are marked as read-only are the locked templates. The predefined configurations of a read-only template can not be modified. However, the placeholder fields inside a template can still be updated as required.
Click the 'Add to Library' option appearing in the options menu, against the document on which you want to add to the library. The document will be saved in your personal .
Certify with no changes
Select this option to disallow any changes to the document after the Certified Digital Signature has been applied. The recipients will not be able to add any annotation to the document, fill out PDF forms, or include additional signatures. This option is intended for documents requiring only one signature.
Certify with form filling and signing
Select this option to allow the recipients to only fill in PDF forms, and sign empty signature fields after the Certified Digital Signature has been applied. They will not be able to add any new annotations to the document. This option is intended for documents requiring one or more signatures.
Certify with form filling, signing and annotations
Select this option to allow the recipients to fill in PDF forms, sign empty signature fields, and add annotations to the document after the Certified Digital Signature has been applied. This option is intended for documents requiring one or more signatures.
Documents | RTF, DOC, DOCX, DOT, DOTX, DOTM, DOCM, ODT, OTT, WordML, and TXT |
Spreadsheets | XLS, XLSX, CSV, TSV, XLSM, XLSB, XLTX, XLTM, SpreadsheetML, XSL-FO, and ODS |
Presentations | PPT, PPTX, POT, PPS, POTX, PPSX, PPTM, PPSM, POTM, and ODP |
Drawings | PSD, VSD, VSDX, VSS, VDW, VDX, VSSX, VSTX, VSDM, VSSM, and VSTM |
Images | JPG, JPEG, PNG, GIF, TIF, TIFF, ICO, BMP, and EMF |
Markup | HTML, XHTML, MHTML, XML, OOXML, FlatOpc, FlatOpcMacroEna, FlatOpcTemplate, and FlatOpcTemplateMacEnabled |
Auto CAD | DWG and DXF |
Other | PDF, XML, MPP, MPT, and ONE |
SigningHub has various workflow privileges that can be assigned to selected recipients:
Recipient permissions - to define user access, modification, delegation rights and legal notice.
Document access security - to define document passwords or OTP-based access and allowed dates/ times.
Workflow reminders - to define the period for sending auto-reminders.
Post-processing - to choose contacts and/ or cloud drives for sending copies of completed documents.
After configuring the special privileges, click the "Continue" button to proceed to the Fields screen.
SigningHub lets you configure special privileges in a template for each recipient in all workflow types, including the 'Individual' workflow type.
The option to configure 'Recipient Permissions', 'Document Access Security', 'Workflow Reminders', and 'Email Reminders' is not available for an electronic seal which has been added to the workflow.
You can start a new workflow either from your dashboard or from the document listing screen, by clicking on the 'Sign a new document' button.
Use this option, when you are the only document signer and no one else needs to sign it. This is useful in cases when you want to send your signed document copy to others. SigningHub will add you as a fixed recipient and will allow you to add a signature field and sign (Digital or e-signature).
Use this option, when you are not the only document signer and other recipients need to sign a document to complete your document approval process.
When you click the "Sign a new document" button, the default workflow mode as defined in your role will be auto-selected. Use the adjacent drop-down to select your choice workflow mode as required.
When a document owner uploads a PNG image with a transparent background and signs it, the signed document copy will be shown as corrupted in Adobe Reader. It is a known issue in the third-party vendor's DLL file, which is being used for document conversion inside SigningHub.
After choosing an appropriate mode of the "Sign a new document" button, proceed to the Add documents phase.
SigningHub lets you configure certain recipient-related permissions in a workflow. In this regard, you can separately set permissions for document printing access, downloading access, adding text fields, adding document attachments and merging provision, changing recipient/ placeholder privileges, and/ or configuring legal notice for each recipient.
The system might show some pre-selected permissions as laid out in your default enterprise settings. You may change the default behaviour as required before sharing.
Fields | Description |
---|---|
Click the "Permissions" button against the recipient/placeholder, for whom you want to set permissions.
From the "Recipient Permissions' dialogue box, select the check boxes, as required. See the 'Recipient permissions' table above for details.
Click the 'Save' button.
The option to configure 'Recipient Permissions', 'Document Access Security', 'Workflow Reminders', and 'Email Reminders' is not available for an electronic seal which has been added to the workflow.
A document owner can edit recipient permissions even after the document has been shared with the recipients. However, if a read-only template has been used, the document owner won't be able to edit recipient permissions after sharing the document.
When the documents are shared on the web with other users, it's important to upscale the security levels to prevent fraudulent attempts and bad actors from compromising your document security. SigningHub provides you with three methods that can be configured for either individual or all recipients collectively:
Access duration - to allow document access only for a specified duration
Access authentication - to authenticate the recipient through a specified password, a One-Time Password or a Time-based One-Time Password when attempting to access the document
Signing authentication - to authenticate the recipient through a One-Time Password or a Time-based One-Time Password when attempting to sign the document
In case the authentication/validation fails in any of the above scenarios, the recipient will be restricted from accessing/signing the document. By default, these document security features are disabled for a new workflow. You can always enable them as required before sharing.
In the following cases, the "Document Signing Authentication" option is not available on the "Set Access Security" dialog:
For the recipients of type "Reviewer", "Editor" or "Send A Copy"
Signing order is set to "Individual"
The recipient is a Group signer
One-Time Password (OTP) and Time-based One-Time Password options are disabled in the service plan
In the "Mobile Number" field, enter the recipient's mobile number on which the OTP will be sent via SMS. The full international number must be entered in the 00 44 234334334 or +44 234334334 format. By default, the specified mobile number is displayed partially masked to comply with the GDPR policy. Click the 'Eye' icon to view the complete number.
If the recipient's mobile number exists in the user's personal or enterprise contacts, the "Mobile Number" field will be auto-populated with the mobile number.
For the currently logged-in user, in case two different mobile numbers have been configured in the user's profile and the user's contacts, the system will auto-populate the "Mobile Number" field with the number configured in the user's profile.
When the delivery method is either "SMS" or "Email & SMS", the provided mobile number in case of a guest user, will be auto-populated in the "Mobile Number" field.
The following rules will be followed for initiating the OTP process:
The system will initiate when the recipients attempt to sign a signature field, and will not initiate the OTP process when the recipient attempts to mark an Initials field.
Even if Document Signing OTP Authentication is configured, the OTP process will fail to initiate in case the signer is performing Bulk Sign.
When the recipient is a registered user and attempts to sign a signature field, the system will follow the OTP authentication settings (including mobile number) as configured by the document owner via the "Document Access Security" dialogue box.
In case the OTP authentication is not configured by the document owner, the system will follow the OTP authentication settings configured in the Enterprise Role while using the mobile number specified on the user's "My Settings" page.
In case OTP authentication is not configured in the Enterprise Role or Service Plan, then the OTP process will not initiate.
When the recipient is a guest user and attempts to sign a signature field, the system will follow the OTP authentication settings (including the mobile number) as configured by the document owner via the "Document Access Security" dialogue box.
In addition, even if the OTP authentication is configured in the Enterprise role, the OTP process will still not initiate.
This OTP authentication option will only be displayed if the "Enable One Time Password (OTP)" option is enabled in the document owner's service plan. If you cannot find this option in your account, upgrade your service plan.
The OTP method for "Document Signing OTP Authentication" will be the same as per the configured OTP method in the document owner's service plan.
"(Email)", in case only "Email OTP" is configured in the service plan
"(SMS)", in case only "SMS OTP" is configured in the service plan
"(SMS and Email)", in case both "Email OTP" and "SMS OTP" are configured in the service plan
The Time-based One-Time Password option will only be displayed if the "Enable Time-based One-Time Password (TOTP)" option is enabled in the document owner's service plan. If you cannot find this option in your account, upgrade your service plan.
If the user does not have two-factor authentication (2FA) configured, they will be sent an email to set up and to provide a Time based One Time Password. If the user has already configured two-factor authentication (2FA) they will be prompted to provide the Time-based One-Time Password from the authenticator app configured on their mobile device.
To configure the two factor authentication (2FA) the user will need to install an authenticator app (Google Authenticator, Microsoft Authenticator, etc.) on their mobile device. The email sent to the user to configure two-factor authentication (2FA) will contain:
QR Code
Manual Key
Recovery Codes
To set up, the user can either scan the "QR Code" or manually input the "Manual Key" in the Authenticator app. Once the registration is successful, the user can provide the automatically generated Time-based One-Time Password from the Authenticator app to SigningHub in order to proceed. The list of recovery codes included in the configuration email can be used in place of a Time-based One-Time Password, once each recovery code is to regain access to your SigningHub account, in case you lose access to your mobile device. It is advised to save the recovery codes in a safe place. The user can, however, regenerate a new list of the recovery codes from the Manage Two Factor Authentication (2FA) option. In case an enterprise user loses access to your mobile device and recovery codes, or has used all of the recovery codes, you can ask your enterprise admin to reset the two-factor authentication (2FA) against your account.
Considering the screenshot scenario, the document will be accessible only from October 31, 2024, 12:57:00 to November 08, 2024, 12:57:00 for processing. The document will be considered declined if it is not processed within this period.
Considering the screenshot scenario, the document will be accessible for the next 10 days after receiving it. The document will be considered declined if it is not processed within this period.
Considering the screenshot scenario, the recipient will have to provide this (specified) password to access and process the document.
Considering the screenshot scenario, an OTP will be sent to the email address and specified mobile number of recipient, whenever he attempts to access the document. He must provide the received OTP to access and process the document.
Considering the screenshot scenario, the recipient will be prompted to provide the Time-based One-Time Password whenever he attempts to access the document.
Considering the screenshot scenario, an OTP will be sent to the email address and specified mobile number of recipient, whenever he attempts to sign the document. He must provide the received OTP to sign the document.
Considering the screenshot scenario, the recipient will be prompted to provide the Time-based One-Time Password whenever he attempts to sign the document.
A document owner can edit recipient permissions even after the document has been shared with the recipients. However, if a read-only template has been used, the document owner won't be able to edit recipient permissions after sharing the document.
In the service plan, if under "Enable One Time Password (OTP)", the "Email OTP" was checked and the "SMS OTP" was unchecked, and the document owner shared the workflow with either the "Document Access Authentication" and/or "Document Signing OTP Authentication" but before the recipient could process the document, under "Enable One Time Password (OTP)", "Email OTP" was unchecked and the "SMS OTP" was checked, the system will prompt an error and the recipient will be unable to access the document. In this case, the recipient should ask the document owner to configure the recipient's mobile number in the "Set Access Security" dialogue box of the shared workflow.
If the "Set Document Access Authentication for all recipients" option is selected against the document owner's user role, the document owner will not be allowed to share the workflow until "Document Access Authentication" is set for all the recipients in the workflow.
If the "Set Document Signing Authentication for all recipients" option is selected against the document owner's user role, the document owner will not be allowed to share the workflow until "Document Signing Authentication" is set for all the recipients in the workflow.
The option to configure "Recipient Permissions", Document Access Security", Auto Reminders", and Email Reminders" is not available for an electronic seal which has been added to the workflow.
After you have added all the documents in a workflow package, its time to add the users with whom you want to share the document(s) for sign-off. There are three types of users to whom you can send a document, i.e. Recipient, Electronic Seal and Placeholder.
Roles | Description |
---|---|
Click the 'Add a recipient' button and specify the recipient name, National ID or mobile number in the provided field. As you type in, your personal contacts/groups (and enterprise contacts/ groups in case you are an enterprise user) will appear for selection.
Assign a role to the recipient from the immediate next drop-down, i.e. Signer, Reviewer, Editor, Meeting Host, or Send a Copy. See the above "User Roles" table for details.
Select a recipient and their email address/mobile number will be automatically populated in the adjacent field.
In case your intended recipient does not have a SigningHub account (i.e. guest user), specify their name, email address, and mobile number in the provided fields accordingly.
A document owner who is a part of any enterprise, and looking to add a guest user as a document recipient, must have the 'Restrict Delegated Signing to only registered users' option un-selected in their assigned role.
The 'SMS' and 'Email & SMS' delivery methods will become available if the 'Enable SMS notifications' option is enabled in your service plan.
In the case of 'SMS' or 'Email & SMS', the document owner will have to provide the mobile number of the recipient. The full international number must be entered in the 00 44 234334334 or +44 234334334 format. By default, the specified mobile number is displayed partially masked to comply with the GDPR policy.
The SMS notifications will be sent for the following actions:
When a document has been shared or bulk-shared
When a document has been recalled
For a sign-off reminder
When a document has been signed
When a document has been processed by others
When a document has been processed by me
When a comment has been added to a document
The 'SMS' and 'Email & SMS' will not be available as delivery methods for the following:
When the recipient is a group
When the recipient is a placeholder
For an electronic seal
When the role of the recipient is "Send a Copy"
Click the "Add recipients from CSV" button.
Drag and drop or select the CSV file in the dialogue box, or click on the 'select from your device' link to browse and select the file.
Click on the"Save" button.
Click "Save" in the confirmation dialogue as well.
The CSV file must have valid email addresses/mobile numbers of each recipient. SigningHub supports:
The 'Primary Email', 'E-mail Address', and 'Email Address', to read the email address from the CSV file
The 'Mobile Number' header, to read the mobile number of the contacts.
The 'Delivery Method' header, to read the delivery method for each recipient. The delivery methods are as follows:
'EMAIL': for when the delivery method is via Email.
'SMS': for when the delivery method is via SMS.
'EMAIL_AND_SMS': for when the delivery method is via Email & SMS.
Adding bulk recipients via CSV is supported with all three delivery methods (Email, SMS, Email & SMS).
The CSV file should have a "Delivery Method" header, specifying which delivery method (Email, SMS, Email & SMS) is to be configured for each recipient. In case the "Delivery Method" header does not exist in the CSV, the system will only recognise the recipients against which an email. Thus to be able to use the "SMS" and "Email & SMS" delivery methods, the "Delivery Method" header is required in the CSV.
You can also add placeholder(s) in a workflow. To do this:
Click the "Add a placeholder" button.
Assign a role to the placeholder from the provided drop-down, i.e. Signer, Reviewer, Editor, Meeting Host, or Send a Copy. See the above "User Roles" table for details.
Repeat the above two steps to add multiple placeholders.
The "SMS" and "Email & SMS" will not be available as delivery methods when the recipient is a placeholder.
The option to add an electronic seal will only be available if an electronic seal has been configured in the enterprise settings, against the user role of the current user.
Click the "Add an electronic seal" button.
From the "Select Electronic Seal" drop-down, select the electronic seal that you want to add. Only the electronic seals available for use, based on the document owner's user role, will be displayed in this drop-down.
Repeat the above two steps to add multiple electronic seals.
The SMS will not be available as a delivery option in case of an electronic seal.
Click the "Remove" button against the recipient/electronic seal/placeholder, which you want to delete from the list.
By default, all the recipients, electronic seals and placeholders are added serially in a workflow. However, you can change their collaboration sequence after adding them, according to your document(s) approval flow. The set sequence applies to the serial workflows only. To change the sequence:
Simply drag and drop the handle on the left side of the recipient/ electronic seal/ placeholder and move it up/down in the list, as required.
A recipient must be assigned the "Allow Changing of Recipients" permissions, in order to allow them to update the placeholder field with the actual recipient during workflow execution.
A document owner who is a part of any enterprise, and looking to add a guest user as a document recipient, must have the "Restrict Delegated Signing to only registered users" option un-selected in their assigned role.
A recipients group can be selected as a recipient, to configure group signing, group approving, and/ or group updating utilities in a workflow.
A placeholder can not be the first recipient/ user in a workflow.
In case the specified recipient (signer) does not have a SigningHub account and a digital signature field is configured for him/her, s/he will be asked to register to SigningHub before applying digital signature on the document. However, the recipient does not require a SigningHub account, when an e-signature field is configured for him/her.
The CSV file being used to add recipients must have the valid email addresses of the recipients. SigningHub supports three different types of email headers in a CSV file, i.e. Primary Email, E-mail Address, and Email Address. You can export your contacts (in CSV) from Outlook, Thunderbird, or any other email service provider that supports these email headers.
After adding the recipients and placeholders, proceed to the Configure workflow type phase.
A recipient who is added as a signer or a reviewer must be registered in SigningHub first to process the workflow.
Electronic seals can be added in "Serial", "Parallel", and "Custom" workflow types.
To keep the approval process on time, SigningHub allows you to configure auto reminders for the recipients who may forget to timely respond to your workflow. A reminder is the original email notification that is resent to the recipient(s) when they don't sign a document by a certain (configurable) period. You may also send manual reminders later anytime to any recipients, during a workflow execution. SigningHub might show some pre-defined reminders as laid out in your default enterprise settings, see details. You may change the default settings as required before sharing.
Click the 'Reminders' button against the user you want to set a reminder for.
A dialog will appear, enable the "First Remind" toggle and specify the number of days/hours after which this reminder needs to be sent. SigningHub will start the days/hours count after the recipient has received the workflow package.
If you want to configure the subsequent reminders as well, enable the "Subsequent Reminders" toggle. Specify the number of days/hours in the "Continue to Remind Every" field after which SigningHub will continue sending reminders, and specify the total number of reminders to be sent in the "Total Subsequent Reminders" field.
Click the "Save" button. Considering the screenshot scenario, SigningHub will send a reminder to the recipient thrice;
First Reminder: 1 day after the workflow is received.
Second Reminder: 2 hours after the first reminder.
Third Reminder: 2 hours after the second reminder.
The option to configure "Recipient Permissions", Document Access Security", Auto Reminders", and Email Reminders" is not available for an electronic seal which has been added to the workflow.
Irrespective of the reminder permissions configured in the workflow, the reminders shall be sent based on the configuration of the "Send Reminder Notification Time" thread in the core settings in SigningHub Admin.
SigningHub gives you the option to configure your workflow to send a copy of the completed document(s) to your choice contacts. This could be useful when a workflow document has multiple owners, and/ or each stakeholder wants to have the final document copy after being signed by all the recipients/ placeholders. You can also configure SigningHub to send the completed documents to your cloud drives to save the allowed storage space of your SigningHub account.
Click on the 'Post-processing' button.
The 'Post Processing' dialogue box is displayed. Toggle on the required post-processing option.
The post-processing feature is a powerful automation feature and covers a variety of scenarios. One of the important scenarios is when you need to send the completed document to all recipients and other people who haven't registered on SigningHub yet but also need to see the completed document. To achieve this, you simply need to select both the check boxes and configure the settings accordingly. The system will, upon completing the document, send an email to all the recipients in the workflow package as well as to the selected contacts and provided email addresses. In addition, if you have enabled a cloud drive, it will upload the completed document to the enabled cloud drive also.
The "Send the document processing report (XML)" check box will only appear for enterprise users.
From the "Post Processing" dialogue box, turn on the 'Send the completed document to all recipients' toggle.
From the "Post Processing" dialogue box, turn on the "Send the completed document to selected contacts" toggle.
Under the "Send via email" tab, select a contact from the drop-down or enter an email address. In case no contact is found against the provided email address, you can click the 'Plus' icon to add them to SigningHub's contacts list on the fly.
You can update the names of the recipients by using the edit button next to the corresponding contact. This will display the "Edit Recipient" dialogue box as shown in the image below.
You may also delete the contacts by using the 'Delete' icon next to the corresponding contact.
Click the "Save" button. The information entered in the dialogue box is saved for the workflow package.
SigningHub allows you to configure the language for email notifications that provide the ability to send documents for signature in the native language of global users. These notifications are specifically associated with Document Shared, Sign-off Reminder, Document Recalled, and Send a Copy emails, and are used to intimate their . The configured settings from here will apply to guest users only.
This option is available only if
The document is in draft mode
The recipient is a guest user
Allow Change of Language by Users is enabled in Global Settingsunder SigningHub Admin
Click the "Email Language" button against the recipient you want to set the language for.
A dialog will appear to select the language from the drop-down, document owner's language will be selected by default.
Click the "Save" button.
The option to configure "Recipient Permissions", Document Access Security", Auto Reminders", and Email Reminders" is not available for an electronic seal which has been added to the workflow.
SigningHub allows you to add signatures in a workflow. as per the level of assurance. Adding signatures for a recipient/ placeholder will consume signatures quota of your (document owner's) account, after being signed by the recipient. Once you add a signature field, the signature field is marked with "Signature". You can also add multiple signature fields for a recipient in a document. Adding a signature field is subject to your assigned enterprise user role. If you wish to use this provision, ask your Enterprise Admin to enable the respective signature field in your . Upon adding a signature field, a level of assurance will be set for a signature field which is set by default as per the configured default level of assurance under . Level of assurance options for a signature field is subject to your assigned enterprise user role, If you wish to use more options, ask your Enterprise Admin to enable the respective level of assurances in your .
Select the document from the information panel's 'Pages' tab, on which a signature is required from a signer. You can also manage the added documents from here.
Select the recipient from the information panel's 'Recipients' tab, for whom you want to add a signature field. You can also manage the added recipients from here.
Drop the "Signature" field on the required location on the document. By default, upon dropping the "Signature" field, the properties dialogue box is displayed.
Specify the "Level of Assurance" and "Details", as needed.
Click "Save". The field is placed. Once dropped, you can resize the field by changing its height and width using the bottom right corner to resize it diagonally as needed. The system will remember the field size and its display preferences (i.e., visible or invisible) for adding new signature fields of the same group accordingly i.e., all digital signature fields on the same documents package.
In case you do not need to automatically display the properties dialogue box for the Signature fields that you will drop on the Viewer, then enable the "Do not show this dialogue box automatically when a signature field is dropped" option.
To prevent the bloating of a document with multiple Digital Signatures, if more than one Digital Signature fields are dropped against a single signer, only the last dropped signature field will be retained as a Digital Signature field, and the rest of the dropped signature fields will be converted to Simple Electronic Signature.
This conversion of Level of Assurance is individually applicable to each document with in a package i.e. each document can retain one digital signature field.
This conversion of Level of Assurance is applicable regardless of whether or not Simple Electronic Signature is allowed against a user's role settings, the system will still retain only the last dropped signature field as a Digital Signature field, and convert the rest of the dropped signature fields to Simple Electronic Signature, and the user will be able to sign it as well.
After the conversion of Level of Assurance:
if the user deletes the last added signature field, the system will update the Level of Assurance of the second-last added signature field to match the Level of Assurance of the deleted field.
if the user manually updates the Level of Assurance of a field which was converted to Simple Electronic Signature, the system will retain the updated Level of Assurance.
Let's understand this with an example: In this example, five Digital Signature fields have been dropped on multiple pages of a document, against a single signer. The last page (page 4) of the document has no signature for this signer. Only the last dropped signature field (fifth, on page 3) will be retained as a Digital Signature field, and the system will automatically convert the Level of Assurance of the rest of the dropped signature fields to Simple Electronic Signature (i.e. annotation).
Take the cursor to the signature field assigned to you in the document, and double-click the field. Alternatively, you could click on the field, and select the 'Sign' option. A signing dialog will appear to sign the field, only if this field is assigned to you and it is your turn to sign in the workflow.
Add your signature as required. Your signature field will be signed before sharing the document.
In case the user has been assigned two signature fields:
the first one, a Digital Signature, and
the second one, a Simple Electronic Signature
At the time of signing, if the user tries to sign the digital signature field first, the system will generate an error as all the annotations including; Initials, In-person signatures, and Simple Electronic Signatures need to be filled in before moving onto a digital signature. (To complete the case: To sign the digital signature field, the user needs to sign the simple electronic signature field first.)
Click on the signature field in the document to delete, and select the "Remove" option.
The signature field will be removed from the document.
In the following cases, the "Authenticate signer via OTP" option is not available:
If the recipient is a group signer or a placeholder.
If One Time Password (OTP) and Time-based One-Time Password options are disabled in the service plan.
In the case of an Individual workflow type.
If there is an unprocessed signature/in-person signature field with the "Authenticate signer via OTP" option configured, the user will not be able to "Bulk Sign" and "Bulk Sign and Share" the document.
The OTP method for "Authenticate signer via OTP" will be the same as per the configured OTP method in the document owner's service plan.
"(Email)", in case only "Email OTP" is configured in the service plan
"(SMS)", in case only "SMS OTP" is configured in the service plan
"(SMS and Email)", in case both "Email OTP" and "SMS OTP" are configured in the service plan
In the "Mobile Number" field, enter the recipient's mobile number on which the OTP will be sent via SMS. The full international number must be entered in the 00 44 234334334 or +44 234334334 format. By default, the specified mobile number is displayed partially masked to comply with the GDPR policy. Click the 'Eye' icon to view the complete number.
If the signer's mobile number exists in the user's personal or enterprise contacts, the "Mobile Number" field will be auto-populated with the mobile number.
For the currently logged-in user, in case two different mobile numbers have been configured in the user's profile and the user's contacts, the system will auto-populate the "Mobile Number" field with the number configured in the user's profile.
When the delivery method is either "SMS" or "Email & SMS", the provided mobile number of the recipient, will be auto-populated in the "Mobile Number" field.
If the user does not have two factor authentication (2FA) configured, they will be sent an email to set up and to provide a Time based One Time Password. If the user has already configured two factor authentication (2FA) they will be prompted to provide the Time based One Time Password from the authenticator app configured on their mobile device.
To configure the two-factor authentication (2FA) the user will need to install an authenticator app (Google Authenticator, Microsoft Authenticator, etc.) on their mobile device. The email sent to the user to configure two-factor authentication (2FA) will contain:
QR Code
Manual Key
Recovery Codes
In case a recipient is changed and the "Authenticate signer via OTP" option is configured, the system will require the mobile number of the new recipient.
The following OTP preference will be followed while signing, in case of configuration of field-level OTP, Document Signing OTP Authentication, and Secondary Authentication against the Signing Server:
You can only edit the on-screen dimensions but not the PDF dimensions.
A signature field's level of assurance once set as eSeal, QESeal, and AdESeal, is generated by using a certificate which is a public signing certificate as configured under the certification profile.
The OTP length is based on your subscribed service plan. SigningHub currently supports 4, 6, and 9 digits OTP.
An invisible signature doesn't have any visible appearance on a document. However, it entails all other verifiable characteristics of signing, i.e., Time Stamping, Certificate Chain, Certificate Status, etc.
You can also add a signature field on a previously signed document if the document is not certified or locked.
The document owner (and the shared space collaborator, if any) can update the level of assurance of a "Signature" field, while the status of the document is, "In-Progress" or "Pending".
In case of the document owner is an enterprise user, they can set any level of assurance as allowed in the Enterprise Role.
In case of the document owner is an individual user, they can set any level of assurance as allowed in the Service Plan.
In the properties dialogue box, only the "Level of Assurance" field will be editable, the rest of the fields will be read-only.
The level of assurance of a signature field can not be updated if a read-only template has been applied.
Only the level of assurance of unprocessed fields can be updated.
Where previously, the level of assurance of a signature field was set to "Simple Electronic Signature (SES), the system will not allow updating the level of assurance.
Where previously, the level of assurance of a signature field was any other than "Simple Electronic Signature (SES), the system will not allow updating the level of assurance to "Simple Electronic Signature".
There are certain types of data fields, which you can assign to each recipient/placeholder in a workflow.
After adding the data fields, click the "Continue" to proceed.
Whenever a documents package is shared, the workflow quota of the respective document owner's account is consumed, and hence the available count is decreased by one.
SigningHub embeds fonts, graphics, annotations, and other necessary content within a PDF file to make your documents fully compliant with the PDF/A-1b standard. This content embedding is required by ISO 19005-1 and is usually associated with a document's visual appearance. However, a processed PDF through SigningHub may show non compliance with the PDF/A-1b standard, when a Date field or transparent PNG image rendering is used in it.
Fields | Description |
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From the "Post Processing" dialogue box, turn on the "Send the document processing report (XML)" toggle. This will option allows the document processing report (XML) to be sent, for a workflow. By default, this option will be allowed for all new workflows. The document processing report (XML) will contain information about the actions as allowed in the or the .
Irrespective of the or the , the document processing report (XML) will only be sent if the "Send the document processing report (XML)" option is allowed, in . By default, the "Send the document processing report (XML)" option will be allowed for all new workflows.
Fields | Description |
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This OTP authentication option will only be displayed if the "Enable One Time Password (OTP)" option is enabled in the document owner's service plan. If you cannot find this option in your account, .
The Time based One Time Password option will only be displayed if the "Enable Time based One Time Password (TOTP)" option is enabled in the document owner's service plan. If you cannot find this option in your account, .
To set up, the user can either scan the "QR Code" or manually input the "Manual Key" in the Authenticator app. Once the registration is successful, the user can provide the automatically generated Time-based One-Time Password from the Authenticator app to SigningHub to proceed. The list of recovery codes included in the configuration email can be used in place of a Time-based One-Time Password, once each recovery code is to regain access to your SigningHub account, in case you lose access to your mobile device. It is advised to save the recovery codes in a safe place. The user can, however, regenerate a new list of the recovery codes from the option. In case an enterprise user loses access to your mobile device and recovery codes or has used all of the recovery codes, you can ask your enterprise admin to against your account.
Field-level OTP is configured | Document Signing OTP Authentication OTP is configured | Secondary Authentication against the Signing Server is configured | OTP preference |
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The availability of OTP security features is subject to your subscribed service plan. If you cannot find this option in your account, .
Access duration
Select the check box to allow document access only for a specified duration for the selected or all recipients. You can specify the access duration via a specific date and time or a number of days. On enabling the toggle shown in the image below, the following options will be displayed:
Based on dates Set a specific form and till date/time for a recipient to access the document. The recipient will not be able to access the document beyond this duration. If the document is not processed within the specified time, the document will be considered declined.
Based on days Set a number of days in which a recipient can sign the document after receiving it. The recipient will not be able to access the document after this duration. Also if the document is not processed within the specified days, the document will be considered declined.
Access authentication
Enable the toggle to enable recipient authentication through a specified password or an OTP when attempting to access the document. The following options will be displayed:
Shared password Set a password that the recipient would need to provide in order to access the document. While typing in a password, the Password Policy will be displayed. SigningHub will allow you to specify a password that complies with the given Password Policy. Password Policy will be configured at the Enterprise level or Administrator level according to account type.
One-Time Password (SMS & Email) This option will let the document owner send an OTP to the recipient that will used for recipient authentication. Whenever the recipient tries to open this document an OTP will be sent to the recipient's email, mobile number, or both depending upon the document owner's service plan configuration. When the service plan allows "SMS OTP", a field to specify the mobile number of a recipient to send an OTP will be displayed. The document will be accessible only upon providing the correct OTP. By default, the specified number is displayed partially masked to comply with the GDPR policy. Click the 'Eye' icon to view the complete number.
Time-based One-Time Password This authentication option will let the recipient access the document after they have entered the Time-based One-Time Password. Whenever the recipient tries to open this document they will be prompted to enter the Time-based One-Time Password from the authenticator app configured on their mobile device. In case the recipient has not configured two-factor authentication (2FA), upon trying to access a document that requires Time time-based One-Time Password, an email will be sent to their email address to configure two-factor authentication (2FA). The document will be accessible only upon providing the correct Time-based One-Time Password.
Signing authentication
Enable this option to enable recipient authentication through the OTP process when attempting to sign the document. On enabling the toggle shown in the image below, the following options will be displayed:
One-Time Password (SMS & Email) This option will let the document owner send an OTP to the recipient that will used to sign authentication. Whenever the recipient tries to sign this document an OTP will be sent to the recipient's email, mobile number, or both depending upon the document owner's service plan configuration. When the service plan allows "SMS OTP", a field to specify the mobile number of a recipient to send an OTP will be displayed. The document will be signed only upon providing the correct OTP. By default, the specified number is displayed partially masked to comply with the GDPR policy. Click the 'Eye' icon to view the complete number.
Time-based one-time password This authentication option will let the recipient sign the document after they have entered the Time-based One-Time Password. Whenever the recipient tries to sign this document they will be prompted to enter the Time-based One-Time Password from the authenticator app configured on their mobile device. In case the recipient has not configured two-factor authentication (2FA), upon trying to sign a document that requires Time time-based One-Time Password, an email will be sent to their email address to configure two-factor authentication (2FA). The document will be signed only upon providing the correct Time-based One-Time Password.
Save
Click to save the information entered on the dialog.
Cancel
Click to discard the information entered on the dialog.
No | No | No | - |
Yes | Yes | Yes | Field-level OTP |
Yes | No | No | Field-level OTP |
Yes | Yes | No | Field-level OTP |
Yes | No | Yes | Field-level OTP |
No | Yes | No | Document Signing OTP Authentication |
No | Yes | Yes | Document Signing OTP Authentication |
No | No | Yes | Secondary Authentication against the Signing Server |
Recipient | A read-only field to display the signer's name along with the email and/or the mobile number, based on the selected delivery method, for whom this signature field is being configured. |
Level of Assurance |
In case the Document Owner tries to add a higher Level of Assurance in combination with Simple Electronic Signature (SES), then Simple Electronic Signature (SES) will be removed. For a smoother workflow, while adding more multiple signature fields on the document, the system will simply use the level(s) of assurance of the last field for the latest one instead of asking for every signature field. You can always modify the level of assurance for each field manually. |
Visible | This Visible property is not available in case the Level of Assurance of the Signature field is set to "Electronic Signature". |
Authenticate signer via OTP | Enable this toggle to enable field level authentication through OTP process when attempting to sign the document. By default, this option is unselected. This option will be available for the document owner in Draft, In-Progress, and Pending modes. On enabling the "Authenticate signer via OTP" toggle, the following options will be displayed:
This authentication option will let the recipient sign the document after they have entered the Time based One Time Password. Whenever the recipient will try to sign this document they will be prompted to enter the Time based One Time Password from the authenticator app configured on their mobile device. In case the recipient has not configured two factor authentication (2FA), upon trying to sign a document that requires Time based One Time Password, an email will be sent to their email address to configure two factor authentication (2FA). The document will be signed only upon providing the correct Time based One Time Password. |
Do not show this dialog automatically when a signature field is added |
Details Tab |
Field Name | An auto-generated (unique) field name which is used when you need to sign this form field through the API calls. You can change the name as required, but make sure the uniqueness of a field name is not compromised i.e., two or more fields in a document cannot have the same field name. This field is only available when the status of a document is Draft. |
Dimensions | Use this section to relatively set the on-screen and PDF coordinates/position (Left, Top, Width and Height) of the signature field. However, you can also manually move the field to the desired position in a document using drag and drop and these coordinates will be updated accordingly. These coordinates are only available when the status of a document is Draft. |
Save and Cancel buttons | Click the "Save" button to save the configurations, or click the "Cancel" button to close this dialog. |
Allow docuement printing
Use this option to enable this recipient/ placeholder to print the shared document(s).
Allow docuement downloading
Use this option to enable this recipient/ placeholder to download the shared document(s).
Allow text addition to the document
Use this option to enable this recipient/ placeholder to add text fields in the shared document(s) during the workflow. The added text will become a permanent part of the PDF document.
Allow document attachments and merging
Use this option to enable this recipient/ placeholder to fully manage (download, add, and remove) document attachments, and also merge other PDF documents with the shared document(s) during the workflow. If you keep this disabled, the recipient/ placeholder can only view and download the document attachments, but will not be able to add their own or remove the existing ones.
Allow changing of recipients
Use this option to enable this recipient/ placeholder to replace themself (i.e. Delegate another user) or change other configured recipients/ placeholders during the workflow. A recipient must have this permission in order to update the placeholders with the actual recipients. Note: For a document owner who is a part of any enterprise, and looking to permit their recipient to replace themself (i.e. Delegate other user) or change other configured recipients/ placeholders with even a guest user, must have the 'Restrict Delegated Signing to only registered users' option un-selected in their assigned role.
Legal Notice
Use this option to set a legal notice for this recipient/ placeholder to agree before signing the shared document(s). Your personal (and enterprise in the case of an enterprise user) legal notices will be listed in the drop-down for selection. Use to 'eye' icon to preview the selected legal notice. This option will appear only if at least 1 legal notice exists.
Signer
Being a signer, the recipient needs to sign a document. As per the workflow configuration, this signature can either be electronic or digital. After signing in the assigned signature field, a signer has to click the "Finish" button to complete the document signing. Alternatively, s/he may use the "Decline" option to refuse or use the "Delegation" option to assign their role to someone else. Whenever a digital signature is made by any signer, the signature quota of the respective document owner's account will be consumed. Moreover, a signer should also fill in the assigned form fields, initials, and/ or in-persons fields (if any) before signing.
Reviewer
Being a reviewer, the recipient needs to approve a document by clicking the "Approve" button. Alternatively, s/he may use the "Decline" option to refuse it or use the "Delegation" option to assign their role to someone else. Reviewing does not involve any signing activity. Moreover, a reviewer should also fill in the assigned form fields, and/ or initials (if any) before reviewing.
Editor
Being an editor, the recipient needs to update a document by clicking the "Submit" button. Alternatively, s/he may use the "Decline" option to refuse it or use the "Delegation" option to assign their role to someone else. Editing does not involve any signing activity. An editor should also fill in the assigned form fields, and/ or initials (if any) before updating.
Meeting Host
Being a meeting host, the recipient needs to facilitate the document signing process for the configured in-person signers. A host can give his/her device control to the (in-person) signers, and get their signatures in his/her presence. After getting all the signatures, a meeting host has to click the "Close" button to complete the document hosting. Alternatively, s/he may use the "Decline" option to refuse it or use the "Delegated" option to assign their role to someone else. Hosting itself does not involve any signing activity. However, a host should also fill in the assigned form fields, and/ or other information fields before finishing.
Send a Copy
When the "Send a Copy" role is selected for a recipient, SigningHub emails the most recent copy (at that stage of workflow) of the document to the recipient as an email attachment. The document copy is auto-sent (on its turn) and does not require any human intervention.
Electronic Seal
This user role only appears against an electronic seal added to the workflow. This user role is disabled and can not be updated..
An in-person signature is done by a user in the presence of another user who facilitates the signing process. The facilitator can either be a configured signer or a user hosting the In-Person signing session. SigningHub lets the document owner add one or more In-Person signature fields for a Signer or a Meeting Host. Adding In-Person signature fields is subject to your assigned enterprise user role. If you are willing to use this provision, ask your Enterprise Admin to enable the respective signature field in your Role>Document Settings.
Select the document from the information panel's 'Pages' tab, on which an in-person signature is required.
Select the recipient from the information panel's 'Recipeints' tab, for whom you want to add an in-person signature field. You can also manage the added recipients from here.
Click the "In-Person Signature" option, and drop it on the document.
You can drag and drop the field anywhere in the document by using your mouse. The grid lines will assist you in better alignment of fields accordingly. Resize the field with respect to its height and width or use the bottom right corner to resize it diagonally as required. The system will remember the field size and its display preferences (i.e. visible or invisible) for adding new In-Person signature fields on the same document package. By default, upon dropping the "In-Person Signature" field, the edit dialog is automatically displayed. However, if the user is only allowed one level of assurance, the dialogue box will not be automatically displayed.
Click "Save".
Click on the in-person signature field in the document to delete, and select the "Remove" option.
The in-person signature field will be removed from the document.
Take the cursor to the signature field assigned to you in the document, and double-click the field. Alternatively, you could click on the field, and select the 'Sign' option. A signing dialog will appear to sign the field, only if this field is assigned to you and it is your turn to sign in the workflow.
Add your in-person signature as required. Your in-person signature field will be signed before sharing the document.
In the following cases, the "Authenticate signer via OTP" option is not available:
If the recipient is a group signer or a placeholder.
If One Time Password (OTP) and Time-based One Time Password options are disabled in the service plan.
In the case of an Individual workflow type.
If there is an unprocessed signature/in-person signature field with the "Authenticate signer via OTP" option configured, the user will not be able to "Bulk Sign" and "Bulk Sign and Share" the document.
This OTP authentication option will only be displayed if the "Enable One Time Password (OTP)" option is enabled in the document owner's service plan. If you cannot find this option in your account, upgrade your service plan.
The OTP method for "Authenticate signer via OTP" will be the same as per the configured OTP method in the document owner's service plan.
"(Email)", in case only "Email OTP" is configured in the service plan
"(SMS)", in case only "SMS OTP" is configured in the service plan
"(SMS and Email)", in case both "Email OTP" and "SMS OTP" are configured in the service plan
In the "Mobile Number" field, enter the recipient's mobile number on which the OTP will be sent via SMS. The full international number must be entered in the 00 44 234334334 or +44 234334334 format. By default, the specified mobile number is displayed partially masked to comply with the GDPR policy. Click the 'Eye' icon to view the complete number.
If the signer's mobile number exists in the user's personal or enterprise contacts, the "Mobile Number" field will be auto-populated with the mobile number.
For the currently logged-in user, in case two different mobile numbers have been configured in the user's profile and the user's contacts, the system will auto-populate the "Mobile Number" field with the number configured in the user's profile.
When the delivery method is either "SMS" or "Email & SMS", the provided mobile number of the recipient, will be auto-populated in the "Mobile Number" field.
The Time based One Time Password option will only be displayed if the "Enable Time based One Time Password (TOTP)" option is enabled in the document owner's service plan. If you cannot find this option in your account, upgrade your service plan.
If the user does not have two factor authentication (2FA) configured, they will be sent an email to set up and to provide a Time based One Time Password. If the user has already configured two factor authentication (2FA) they will be prompted to provide the Time based One Time Password from the authenticator app configured on their mobile device.
You can only edit the on-screen dimensions but not the PDF dimensions.
A document signer/ meeting host can have multiple in-person signatures in a workflow document.
Only those signing capacities will appear for in-person signing, which are having Electronic Seal (eSeal) as a level of assurance.
An in-person signature will be a witness digital signature, it is generated by using a witness certificate which is a public signing certificate available on the server for digital signing.
An invisible signature doesn't have any visible appearance on a document. However, it entails all other verifiable characteristics of e-signing, i.e. Time Stamping, Certificate Chain, Certificate Status, etc. An invisible signature can be a Digital Signature, Witness Digital Signature, or Witness In-Person Signature as configured in a workflow.
You can also add an in-person signature field on a previously signed document if the document is not certified or locked.
The document owner (and the shared space collaborator, if any) can update the level of assurance of an "In-Person Signature" field, while the status of the document is, "In-Progress" or "Pending".
In case the document owner is an enterprise user, they can set any level of assurance as allowed in the Enterprise Role.
In case the document owner is an individual user, they can set any level of assurance as allowed in the Service Plan.
In the edit dialog, only the "Level of Assurance" field will be editable, the rest of the fields will be read-only.
The level of assurance of an In-Person signature field can not be updated if a read-only template has been applied.
Only the level of assurance of unprocessed fields can be updated.
Where previously, the level of assurance of an In-Person signature field was set to "Simple Electronic Signature (SES), the system will not allow updating the level of assurance.
Where previously, the level of assurance of an In-Person signature field was any other than "Simple Electronic Signature (SES), the system will not allow updating the level of assurance to "Simple Electronic Signature".
To configure the two factor authentication (2FA) the user will need to install an authenticator app (Google Authenticator, Microsoft Authenticator, etc.) on their mobile device. The email sent to the user to configure two-factor authentication (2FA) will contain:
QR Code
Manual Key
Recovery Codes
To set up, the user can either scan the "QR Code" or manually input the "Manual Key" in the Authenticator app. Once the registration is successful, the user can provide the automatically generated Time-based One-Time Password from the Authenticator app to SigningHub in order to proceed. The list of recovery codes included in the configuration email can be used in place of a Time-based One-Time Password, once each recovery code is to regain access to your SigningHub account, in case you lose access to your mobile device. It is advised to save the recovery codes in a safe place. The user can, however, regenerate a new list of the recovery codes from the Manage Two Factor Authentication (2FA) option. In case an enterprise user loses access to your mobile device and recovery codes, or has used all of the recovery codes, you can ask your enterprise admin to reset the two-factor authentication (2FA) against your account.
In case a recipient is changed and the "Authenticate signer via OTP" option was configured, the system will require the mobile number of the new recipient.
The following OTP preference will be followed while signing, in case of configuration of field-level OTP, Document Signing OTP Authentication, and Secondary Authentication against the Signing Server:
Click on the in-person signature field in the document to delete, and select the "Remove" option.
The in-person signature field will be removed from the document.
Take the cursor to the signature field assigned to you in the document, and double-click the field. Alternatively, you could click on the field, and select the 'Sign' option. A signing dialog will appear to sign the field, only if this field is assigned to you and it is your turn to sign in the workflow.
Add your in-person signature as required. Your in-person signature field will be signed before sharing the document.
You can also configure the form-filling functionality for PDF-compliant forms in a workflow. In this regard, the fields of a PDF form can be assigned to a specific recipient(s). When the workflow is initiated, SigningHub will allow only the specified recipient(s) to fill in the assigned fields upon their turn. In case a form field is not assigned to any recipient, then all recipients in the workflow can enter text in that field before signing the document. A document owner can also make it mandatory for any recipient to fill in the form field(s), in this case, the document cannot be signed without specifying data in those form field(s). Once specified, such information becomes the permanent part of a signed PDF document.
Select the document from the information panel's 'Pages' tab, on which a form filling is required.
Click on the desired field of the PDF form, and click "Properties".
The 'Properties dialog will appear.
The "Assigned to" field will list all the configured recipients/ placeholders of the workflow. Select the required recipient to assign the field to him/ her.
The "Validation" field shows whether it's mandatory or not.
"Details" further contains "Field Name" which shows an auto-generated (unique and read-only) field name that is used when you need to fill in this field through the API calls. This field is only available as far as the status of a document is Draft.
SigningHub allows the assigning of form fields, as well as all other basic form components such as radio buttons, check boxes and drop down lists.
In case a form field is not assigned to any recipient, then all recipients in the workflow can enter text in that field before singing the document.
SigningHub embeds fonts, graphics, annotations, and other necessary content within a PDF file to make your documents fully compliant with the PDF/A-1b standard. This content embedding is required by ISO 19005-1 and is usually associated with a document's visual appearance. However, a processed PDF through SigningHub may show non-compliance with the PDF/A-1b standard when a Date field or transparent PNG image rendering is used in it.
SigningHub allows you to add electronic seals in a workflow, Electronic Seal (eSeal), Advanced Electronic Seal (AdESeal), and Qualified Electronic Seal (QESeal) are the levels of assurance available for an electronic seal. Adding electronic seals will consume the signatures quota of your (document owner's) account. The option to add an electronic seal field will only appear if an electronic seal has been added to the workflow. Adding an electronic seal is subject to your assigned enterprise user role and service plan configuration. If you wish to use this provision, ask your Enterprise Admin to enable the respective field in your Role>Document Settings.
Select the document from the information panel's 'Pages' tab, on which an electronic seal is required.
Select the electronic seal from the information panel's 'Recipeints' tab, for whom you want to add an electronic seal field.
Click the "Electronic Seal" field, and drop it on the document.
You can drag and drop the field anywhere in the document by using your mouse. The grid lines will assist you in better alignment of fields accordingly. Resize the field with respect to its height and width or use the bottom right corner to resize it diagonally as required. The system will remember the field size and its display preferences (i.e. visible or invisible) for adding new In-Person signature fields on the same document package. By default, upon dropping the "In-Person Signature" field, the edit dialog is automatically displayed. However, if the user is only allowed one level of assurance, the dialogue box will not be automatically displayed.
Click "Save".
To add multiple electronic seal fields, repeat the above steps. However, in a single document, only one electronic seal field is allowed per electronic seal. A second electronic seal will have to be added to add a second electronic seal field.
Click on the electronic seal field.
Select the "Remove" option.
After sharing the document, when it is the turn of the electronic seal for signing, the electronic seal is automatically signed using the configured settings, without any user interaction.
You can only edit the on-screen dimensions but not the PDF dimensions.
SigningHub enables you to add basic form components (i.e. Name, Email, Job title, Company, Text Field, Text Area, Date, Radio Button, Check box, and Add Text) in a document to acquire additional information from a recipient. These fields are normally associated with a specific recipient in a document approval workflow, and can also be made mandatory for a particular recipient to fill-in before signing. When supplied, such information becomes the permanent part of a signed PDF document. Adding form components is subject to your assigned enterprise user role. If you are willing to use this provision, ask your Enterprise Admin to enable the respective fields in your Role>Document Settings. SigningHub embeds fonts, graphics, annotations, and other necessary content within a PDF file to make your documents fully compliant with the PDF/A-1b standard. This content embedding is required by ISO 19005-1 and is usually associated with a document's visual appearance. However, a processed PDF through SigningHub may show non-compliance with the PDF/A-1b standard, when a Date field or a transparent PNG image is rendered in it.
Select the document from the information panel's 'Pages' tab, on which a form field is required from a recipient.
Select the recipient from the information panel's 'Recipients' tab, for whom you want to add a form field.
Click the form field, and drop it on the document.
Click the "Name", "Email", "Job title", "Company", "Text Field", "Text Area", "Date", "Radio Button", "Check box", and/ or "Add Text" options, one by one and drop it on the document as required. A blank text field will be added for each option (form field) in the document.
When you add any form fields in a document for yourself, the fields will be auto-filled with the available data in the system.
However, this is only applicable when the workflow type is either "Serial", "Parallel", or "Custom".
You can drag and drop the added fields anywhere in the document by using your mouse. The grid lines will assist you in better alignment of fields accordingly. Resize the field with respect to its height and width or use the bottom right corner to resize it diagonally as required. Now single-click on the field, and click the 'Properties' to view and edit its details. SigningHub will remember the field size and all its set properties (i.e. Font type, font size, mandatory, length, etc.) for new fields of the same group accordingly when added to the same documents package. This implies the size and properties set for a Name field will be available for all the Name fields, the size and properties set for an Email field will be available for all the Email fields, and so on.
Click on the field in the document to delete, and select the "Remove" option. The field will be removed from the document.
You can only edit the on-screen dimensions but not the PDF dimensions.
A document recipient can be assigned multiple form fields.
In case a form field is not assigned to any recipient, then all recipients in the workflow can enter text in that field before processing the document.
When a document owner adds any form fields for themself in a DRAFT document, the fields will be auto filled with the available data in their profile. However, this is not applicable to the "Individual" workflows.
When a document (with the assigned form fields) is opened in the PENDING mode for signing, the relevant data (i.e. Name, Email, Job, Company, etc) will be automatically populated in the form fields (editable) from the recipient's profile (i.e. Settings > Profile). The Date form field is always filled with the current date (i.e. Today's date) in editable mode.
Using initials is almost the same as signing the document, however digital signatures are not embedded in this case. SigningHub lets you configure initials for all document recipients (i.e. signers, reviewers, editors, and meeting hosts. You can also add multiple initials fields against a recipient. Adding initials fields is subject to your assigned enterprise user role. If you are willing to use this provision, ask your Enterprise Admin to enable the respective field in your Role>Document Settings.
Select the document from the information panel's 'Pages' tab, on which initials are required from a recipient.
Select the recipient from the information panel's 'Recipients' tab, for whom you want to add an initials field.
Click the "Initials" option, and drop it on the document.
You can drag and drop the field anywhere in the document by using your mouse. The grid lines will assist you in better alignment of fields accordingly. Resize the field with respect to its height and width or use the bottom right corner to resize it diagonally as required. The system will remember the field size and its display preferences (i.e. visible or invisible) for adding new In-Person signature fields on the same document package. When you click "Properties", dialogue will appear for settings.
Click "Save".
Click on the initials signature field in the document to delete, and select the "Remove" option. The field will be removed from the document.
Take the cursor to the initials field assigned to you in the document, and double-click the field. Alternatively, you could click on the field, and select the 'Sign' option.
A signing dialog will appear to sign the field, only if this field is assigned to you and it is your turn to sign in the workflow.
Add your initials as required. Your initials will be applied before sharing the document.
A document recipient can have multiple initials in a workflow document.
You can also add an initials field on a previously signed document if the document is not certified or locked.
You can only edit the on-screen dimensions but not the PDF dimensions.
A document signer/ meeting host can have multiple in-person signatures in a workflow document.
Only those signing capacities will appear for in-person signing, which are having Electronic Seal (eSeal) as a level of assurance.
An in-person signature will be a witness digital signature, it is generated by using a witness certificate which is a public signing certificate available on the server for digital signing.
An invisible signature doesn't have any visible appearance on a document. However, it entails all other verifiable characteristics of e-signing, i.e. Time Stamping, Certificate Chain, Certificate Status, etc. An invisible signature can be a Digital Signature, Witness Digital Signature, or Witness In-Person Signature as configured in a workflow.
You can also add an in-person signature field on a previously signed document if the document is not certified or locked.
The document owner (and the shared space collaborator, if any) can update the level of assurance of an "In-Person Signature" field, while the status of the document is, "In-Progress" or "Pending".
In case of the document owner is an enterprise user, they can set any level of assurance as allowed in the Enterprise Role.
In case of the document owner is an individual user, they can set any level of assurance as allowed in the Service Plan.
In the edit dialog, only the "Level of Assurance" field will be editable, the rest of the fields will be read-only.
The level of assurance of an In-Person signature field can not be updated if a read-only template has been applied.
Only the level of assurance of unprocessed fields can be updated.
Where previously, the level of assurance of an In-Person signature field was set to "Simple Electronic Signature (SES), the system will not allow updating the level of assurance.
Where previously, the level of assurance of an In-Person signature field was any other than "Simple Electronic Signature (SES), the system will not allow updating the level of assurance to "Simple Electronic Signature".
SigningHub allows its users to add attachments to a workflow. Adding field attachments in a workflow is subject to recipient permissions, configurations of your user role and the configuration of your service plan. If you are willing to use this feature, contact your Enterprise Administrator. Upon sharing the document, the attachment field does not become part of the document.
Select the document from the information panel's 'Pages' tab, on which attachment is required from a recipient.
Select the recipient from the information panel's 'Recipients' tab, for whom you want to add an attachment field.
Click the "Attachment" option, and drop it on the document.
You can drag and drop the field anywhere in the document by using your mouse. The grid lines will assist you in better alignment of fields accordingly. Resize the field with respect to its height and width or use the bottom right corner to resize it diagonally as required. The system will remember the field size and its display preferences (i.e. visible or invisible) for adding new In-Person signature fields on the same documents package. When you click "Properties", dialogue will appear for settings.
Click "Save".
Click on the attachment field in the document to delete, and select the "Remove" option. The field will be removed from the document.
Take the cursor to the attachment field assigned to you in the document, and double-click the field. Alternatively, you could click on the field, and select the 'Upload' option.
Take the cursor to the initials field assigned to you in the document, and double-click or select the upload option in its single-click menu. A dialogue box will appear to upload attachments. If it is a mandatory attachment field, the note will be displayed in the dialogue box.
Add your attachment as required. Your attachment will be added before sharing the document. Once an attachment has been added the system will disable the attachment field on the viewer.
You can only edit the on-screen dimensions but not the PDF dimensions.
Only one document can be added against a single attachment field.
Once an attachment has been added the system will disable the attachment field on the viewer.
A document owner can only add an attachment field if:
"Manage document attachments and document merging" is allowed against their user role, and
The "Attachments and Merging" feature is allowed against their service plan.
The attachment field will only appear for a recipient if the "Allow Attachments and Merging" permission is allowed for the recipient.
If the "Manage document attachments and document merging" is disallowed against their user role, all the unprocessed attachment fields on draft documents will be removed.
If the "Allow Attachments and Merging" permission is disallowed for a recipient, all the unprocessed attachment fields, assigned to the recipient, on the draft document, will be removed.
SigningHub lets the document owner, and the recipients add document comments with in the workflows. The document owner can choose to allow document comments for each workflow.
From the 'Recipients' screen, turn on the 'Allow comments' toggle.
In the case of an enterprise user, the "Comments" tab in the "Advanced Options" dialogue BOX will only be visible if the "Add comments on documents" checkbox is allowed against the document owner's role settings.
In case of an individual user, the "Comments" tab in the "Advanced Options" dialog will only be visible, by default.
The document comments feature is not available for "Only Me" workflows.
The document comments feature is only available for PDF and DOC documents and is not available for XML documents.
The document comments can only be toggled on or off while the document is in "Draft" mode.
Once you are done with adding the documents, recipients and placeholders, you need to define the order in which your workflow should proceed. SigningHub supports four different types of signing orders, see the following table for details:
Roles | Description |
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Choose the required signing order, i.e. Serial, Parallel, Individual, or Custom. By default, the signing order as defined in your role is selected.
Enable the "Continue Workflow on Decline" toggle as required, in case of a Serial, Parallel, or Custom type.
As defined above, a custom workflow can be a combination of serial and parallel workflows. It is triggered based on the specified signing order.
You can only provide a positive integer, which may or may not be in incremental order, e.g. 1, 2, 2, 3, 4, 4, 5 or 1, 2, 3, 3, 3 etc. The same numbers imply that the signing order is parallel, while incremental numbers imply that the signing order is serial.
In the above image:
Firstly, James and the placeholder user will receive the documents together in a parallel signing order, as the signing order for both these recipients is 1. The documents will not be shared with the next recipient (i.e. Electronic seal) until both these recipients complete their actions.
Secondly, these documents will proceed with the electronic seal application. When the electronic seal has been applied, the workflow will be marked as 'Completed'.
After configuring the workflow type, proceed to the Configure special privileges phase.
When changing from "Serial", "Parallel" or "Custom" to "Individual" workflow type:
All the recipients and their special privileges will be retained
The recipient Role e.g. Signer, Reviewer etc. of the first recipient will be followed
All the assigned data fields related to recipients will be deleted
When changing from "Individual" to any other workflow type:
All the recipients' roles e.g. Signer, Reviewer etc. will be retained
All the recipients' special privileges will be retained
Data fields related to recipients will be assigned to the first recipient.
SigningHub enables you to add a unique identifier to documents for identification that will link the document with the Workflow Evidence Report. So even if the documents leave SigningHub it will be possible to link them to a Workflow Evidence Report. So far the only link is the hash of the document, which is very difficult for a user to link the document with a report. This field is associated with a specific document and becomes part of a PDF document when it is shared, signed, reviewed, or updated. Adding a unique identifier is subject to your enterprise's default settings. If you wish to use this feature, ask your Enterprise Admin to enable an option in your Enterprise Settings > Advanced > Default Settings > Document Settings section. SigningHub embeds annotations, and other necessary content within a PDF file to make your documents fully compliant with the PDF/A-1a and PDF/A-1b standards. This content embedding is required by ISO 19005-1 and is usually associated with a document's visual appearance.
Select the document from the information panel's 'Pages' tab, a unique identifier will be shown as added on the document header while uploading. A unique identifier will remain the same for all the documents in a package of a workflow.
Unique Identifier will not be added if the document is already certified signed with the No Changes or Form filling and signing
Unique Identifier will not be added if the "Add a unique identifier in the document header on uploading a document" option is not enabled in your Enterprise Settings > Advanced > Default Settings > Document Settings section
This field could be dragged & dropped on the same page, from one page to another page of same the document, from one document to another document like other fields.
One document could not have more than one Unique Identifier.
When the Unique Identifier field drags & drops from one document to another document, the target document should not already be certified signed with the No Changes or Form filling and signing
Click on the unique identifier field in the document to delete, and select the "Remove" option. The unique identifier field will be removed from the document.
Once the unique identifier field is deleted, you will not be able to add it again. This field is added by the system when a PDF document is uploaded.
The unique Identifier field is not available in the Template.
The system allowed only a single unique identifier per document.
The unique Identifier field becomes the part of PDF document when it is shared, signed, reviewed, or updated
the SigningHub enables you to add a QR Code to documents to help simplify signature verification. The QR code in the document enables users to scan the QR code with the camera on their smartphone. Upon scanning the user is redirected to a page which allows viewing the document in read-only mode and viewing the verification results for the digital signatures, separately. This field is associated with a specific document and becomes part of a PDF document when it is shared, signed, reviewed or updated. The availability of a QR Code field is subject to your assigned enterprise user role. If you wish to use this feature, ask your Enterprise Admin to enable the QR Code option in your . SigningHub embeds annotations, and other necessary content within a PDF file to make your documents fully compliant with the PDF/A-1a and PDF/A-1b standards. This content embedding is required by ISO 19005-1, and is usually associated with a document's visual appearance.
Select the document from the information panel's 'Pages' tab, on which a QR code is required.
Click the "QR Code" option from the viewer right panel and drop it on the document as required. A default QR code is placed upon dropping which is later replaced with the system generated QR Code.
You can drag and drop the QR Code anywhere in the document by using your mouse. The grid lines will assist you in better alignment of the QR Code accordingly. Resize the QR Code with respect to its height and width or use the bottom right corner to resize it diagonally as required. Now singly click on the field, and click "Properties" to view and edit its details and configurations.
Click on the QR code to delete, and select the "Remove" option. The QR code will be removed from the document.
You can only edit the on-screen dimensions but not the PDF dimensions.
The width and height of the on-screen dimensions for the QR Code will be the same. If you change any one of them, other will be set on its own
For the best QR Code scanning experience, use the default size of 120 * 120. The user can decrease or increase the size of the QR Code as per their requirement. In case of a QR Codes lesser in size than 50 * 50, the scanning experience might be affected.
The option to add QR Codes is available for templates as well.
The option to add a QR Code is available for "Individual" workflows as well.
The user can now add multiple QR Codes on a document.
The QR Code becomes a part of a PDF document when it is shared, signed, reviewed or updated.
SigningHub lets the document owner, and the recipients add document comments with in the workflows. The document owner and the recipients can add document comments to a workflow for which the document owner has allowed document comments. Document comments can be added in all modes. i.e. Draft, Pending, In-progress, Signed, Declined, Approved, Submitted, and Completed. Once a document comment is added, depending on whether it is a public comment or a private comment, the users will be notified (via push notifications/on-screen notifications/email notifications) as per their personal notification settings and enterprise notification settings. In case the user is a document owner, the "When my documents are processed by others" notification setting will be followed. In case the user is a recipient, the "When there are subsequent changes in documents that I received" notification setting will be followed.
Click on the document comments button to drag and drop the drop-in comment field anywhere on the document. Once a drop-in comment field is dropped, the field will no longer be draggable. The document field is not resizable.
Once the document comment field is dropped, the comment dialogue box will open.
Users can configure if they want to post a public comment or a private comment. By default, "Everyone" is selected for posting a public comment. For a private comment, the user can choose the recipient(s) who can see this comment. Only public document comments will be visible to all the recipients. The private document comment thread will only be visible to the selected recipients.
In the comment field, specify the comment you want to post. You can also choose to mention a recipient by typing "@". The maximum length of the comment is 500 characters.
Click on the "Add comment" button and the document comment will be posted.
A document comment can only be edited while the document is in "Draft" mode.
Open the document in which you want to edit drop-incomments.
Click on the drop-in comment, and click "Edit" in the dialogue that appears.
Once the drop-in comment is being edited, only the comment can be changed and not whether the comment is public or private (who can see the comment). Once edited, click "Save". If you want to discard the changes, click on the "Cancel" button to revert back to the original comment.
A document comment can only be deleted while the document is in "Draft" mode.
Open the document in which you want to delete document comments.
Click on the comment and click "Delete" in the dialogue appears. Once clicked, the document comment will be deleted.
The user can reply to a document comment to start a thread.
Click on the drop-in comment to which you want to reply.
A dialogue will appear. Type your reply and click "Reply".
A recipient with a "Send a Copy" role, does not have the option to add document comments.
Document comments are not allowed in "Only Me" workflows.
The document comments feature is only available for PDF and DOC documents and is not available for XML documents.
If a recipient is changed, all the private comments with that particular recipient will be deleted from the system. However, the public comments of that recipient will not be deleted.
For any unseen comments, a counter for the unseen comments will appear against the document comment thread.
SigningHub allows its users to make an attachment compulsory in cases where the document owner wants to make sure that the recipients add an attachment. A recipient will not be allowed to sign/review/edit/host In-person signatures without adding a compulsory attachment first. The document owner can specify a personal note (up to 500 characters) that will be used to inform the configured recipients, to add an attachment, upon their turn. Adding field attachments in a workflow is subject to recipient permissions, configurations of your user role and the configuration of your service plan. If you are willing to use this feature, contact your Enterprise Administrator.
The attachments feature must be configured into your service plan.
The attachment field must be allowed in the user's role settings.
Set the "Allow document attachments and merging" permission for the recipient while creating a document workflow.
Make attachment compulsory for the recipient.
The recipient will not be allowed to sign/review/edit/host In-person signatures without adding an attachment first.
The workflow will be completed once all recipients have finished their processes.
To be able to make attachments compulsory in a workflow, the "Attachments" feature must be configured into the document owner's service plan. In case you are not being allowed attachments, ask your SigningHub Administrator to allow the "Attachments" feature against your service plan in the SigningHub Admin portal.
In the case of an enterprise user, to allow the use of the attachment field, the "Attachments" form field must be allowed in the user's role under document settings.
This step does not apply to individual users.
To require an attachment from specific recipients, the document owner will have to create a new workflow, add the recipients and under recipient permissions check the "Allow Attachments and Merging" check box, as follows:
Enable the "Allow document attachments and merging" toggle to enable this recipient/ placeholder to fully manage (download, add, and remove) document attachments.
If an Enterprise wants to allow attachments, by default, for every recipient in a new workflow of an enterprise user, then the SigningHub Administrator will have to configure "Allow Attachments and Merging" permission in Advanced Enterprise Settings as follows:
Click 'Configurations' in the navigation panel.
Click the "Advanced Settings" option from "Enterprise Configurations".
Enable the "Allow document attachments and merging' toggle under "Permissions" in "Default Settings".
To make attachments compulsory in a workflow, against specific recipients, the document owner will have to assign attachment fields to the recipients and make the following configurations:
Select the recipient from the information panel in the document viewer screen, for whom you want to add an attachment field.
Click the "Attachment" field option, and drop it on the document. You can drag and drop the field anywhere in the document by using your mouse.
Click on the attachment field, and click "Properties" to view and edit its details.
Select "Mandatory" as the validation for the field. A note field will appear for the document owner to specify a personal note (up to 500 characters) that will be used to intimate the configured recipients about the documents that the document owner requires to be attached.
Click on the 'Save' button.
Document owner will share the document after completing workflow preparation. The document will now be shared with the intended recipients. Only one document can be added against a single attachment field.
Only one document can be added against a single attachment field. If you require multiple attachments, assign multiple attachment fields to the recipient.
When a recipient opens a document, via an email link or by logging in, for which an attachment is compulsory, the recipient will not be allowed to sign/review/edit/host In-person signatures without adding an attachment first. When the recipients will try signing/reviewing/editing/hosting In-person signatures, they will be prompted to add an attachment.
Click on the "Next" button to move to the compulsory attachment field.
Click on the attachment field being highlighted. Click the upload to open a dialogue and upload a file to be attached. A note from the document owner intimating about the required to be attachments, will be visible.
After adding an attachment, click on the signature field and then click "SIGN NOW", to sign the document and finish your turn.
The workflow will be complete when all the recipients will have finished their turn.
The document owner can later view the required attachment for the workflow either:
In SigningHub:
Navigate to the "Pages" tab in the information panel.
From the list of documents, expand the document to which an attachment has been added.
From the menu adjacent to the name of the attachment, click on the 'Download' option.
The attachment file is downloaded to your local Downloads folder.
By downloading the document package:
Click on the 'Documents' option in the navigation panel.
From the document listing, locate and select the document.
Click the "Download" button from the information panel.
Open the downloaded PDF file using a PDF reader. Click on the attachments button from the toolbar as shown below, to see the attachments.
The attachment feature is only available for PDF documents and not for Word or XML documents.
If a compulsory attachment field has been assigned to a recipient:
You cannot sign/review/edit/host In-person signatures, without adding an attachment first.
You cannot sign the document via "Bulk Signing" without adding an attachment first.
In the following cases the user will not be able to add an attachment:
The permissions defined for the workflow do not allow the document to be modified after it has been certified.
Once the document has been signed.
The storage limit allowed within your enterprise has been reached.
The document upload size limit allowed within your enterprise has been reached.
To ensure conforms to PDF/A compliance, as per standard:
Any type of attachment is not allowed in PDF/A-1 formats
Only PDF attachments are allowed in PDF/A-2 formats
All types of attachments are allowed in PDF/A-3 formats.
The workflow will not be shared if:
The document is already signed and a compulsory attachment field has been assigned to any recipient.
There is only one document in the workflow and it is PDF_A_1A or PDF_A_1B, and a compulsory attachment field has been assigned to a recipient.
In the case of a serial workflow, digital signatures as well as mandatory attachment fields have been assigned to multiple recipients.
Downloading attachments is now bound with downloading a document, which is subject to the following two configurations:
The "Allow Download" recipient permission is set against the workflow.
A mandatory field to be selected to perform signing for a user. Levels of assurance will be available as allowed in the role assigned to you. Level of assurance will be set for a signature field by default as per the configured default level of assurance under . Level of assurance options for a signature field is subject to your assigned enterprise user role and can be changed under .
The terms for a level of assurance are as per the eIDAS Standards. For details of these terms . Possible values are:
For a signature, this field will be available when you are allowed () to add invisible signatures on a document. When available:
Enable the "Visible" option, if you require a visible signature from the signer in this field. This signature will have a proper appearance on the document as configured in the signer's .
Disable the "Visible" option, if you require an invisible signature from the signer in this field. An invisible signature entails all the characteristics of a signature and is duly verifiable like a visible signature. However, it does not have any appearance on the document. When a signature field is marked as invisible, an eye icon is placed in the signature field (as shown with the red arrow):
This option will let the document owner send an OTP to the recipient that will used for the purpose of signing authentication. Whenever the recipient will try to sign this document an OTP will be sent to the recipient's email, mobile number, or both depending upon the document owner's service plan configuration. When the service plan allows "SMS OTP", a field to specify the mobile number of a recipient to send an OTP will be displayed. The document will be signed only upon providing the correct OTP. By default, the specified number is displayed partially masked to comply with the GDPR policy. Click to view the complete number.
Enable to automatically apply the "" of the current signature field to the ones that you will drop afterwards. This option is helpful when you need to drop several signature fields on the document without making an extra effort to manually set the same Level of Assurance for each of the signature fields separately.
Fields | Description |
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Field-level OTP is configured | Document Signing OTP Authentication OTP is configured | Secondary Authentication against the Signing Server is configured | OTP preference |
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Fields | Description |
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Fields | Description |
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Properties | Description |
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Fields | Description |
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Fields | Description |
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Fields | Description |
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Properties | Description |
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The "Allow workflow participants to download document only on workflow completion" in the document owner's .
No
No
No
-
Yes
Yes
Yes
Field-level OTP
Yes
No
No
Field-level OTP
Yes
Yes
No
Field-level OTP
Yes
No
Yes
Field-level OTP
No
Yes
No
Document Signing OTP Authentication
No
Yes
Yes
Document Signing OTP Authentication
No
No
Yes
Secondary Authentication against the Signing Server
Assigned to
Property to show the recipient name to whom this field has been assigned. You can re-assign the field to any other configured recipient of the workflow.
Field Name
Its an auto-generated (unique) field name that is used when you need to fill in this form field through the API calls. You can change the name as required, but make sure the uniqueness of a field name is not compromised, i.e. two or more fields in a document cannot have the same field name. This field is only available as far as the status of a document is Draft.
Font Type
Property to select the font type (i.e. Courier or Helvetica) in which this field is required to be filled in by the recipient. The system will remember the selected font for the new form fields as well.
Field Type
This property will only appear against a text field. It is used to define the input type (i.e. Text or Numeric) that is required to be filled in by the recipient.
Font Size
Property to select the font size in which this field is required to be filled in by the recipient. The system will remember the selected font size for the new form fields as well.
Placeholder
Property to specify a caption to facilitate the recipient in comprehending this field. The specified placeholder will be displayed within this field to the recipient, e.g. you can display the "Official Email ID" text in an Email field, "Designation" in a Job Title field, etc.
Allowed Length
Property to specify the maximum number of characters, the recipient can enter in this field. By default it is set to 1000 characters. However for Text Area, the default field length is 5000 characters.
Validation
Tick it to mark this field as mandatory. When ticked, SigningHub will enforce the recipient to fill in the field before signing the document.
Date Format
This property is appeared in the settings when you add a date field in your document. Choose a format from the list in which date input is required from the recipient. SigningHub supports 21 international date formats and also a custom date format i.e. ddmmmyyyy (without space). By default the drop down will show the US date format to the US based users, and the UK date format to the users outside the US, according to the set Country in your profile. However you may change the default value as required. When you share a document, SigningHub will get the date value from the recipient according to the selected date field format.
Group Name
This property is appeared in the settings when you add a radio button in your document. Specify a group name to create a mutually exclusive set of controls. It is useful when only one selection is required from a list of available options. When you set this property, the recipient can select only one option (Radio button) in the specified group at a time.
Dimensions
Use this tab to relatively set the on-screen and PDF coordinates/ position (Left, Top, Width & Height) of this form field. However you can also manually move the field to the desired position in a document through drag and drop, and these coordinates will be updated accordingly. These coordinates are only available as far as the status of a document is Draft. Note: You can only edit the on-screen dimensions but not the PDF dimensions. The width and height of on-screen dimensions for check box or radio button are also not editable.
Save and Cancel buttons
Click the "Save" button to save the configurations, or click the "Cancel" button to close the dialog.
Recipient
A read-only field to show the signer name along with the email and/or the mobile number, based on the selected delivery method, for whom the initial field is being configured.
Details Tab
Field Name
Its an auto-generated (unique) field name that is used when you need to fill in initials through the API calls. You can change the name as required, but make sure the uniqueness of a field name is not compromised, i.e. two or more fields in a document cannot have the same field name. This field is only available as far as the status of a document is Draft.
Dimensions
Use this tab to relatively set the on-screen and PDF coordinates/ position (Left, Top, Width & Height) of this initials field. However you can also manually move the field to the desired position in a document through drag and drop, and these coordinates will be updated accordingly. These coordinates are only available as far as the status of a document is Draft.
Replicate Initials
Replicate to Pages
Field to show total number of pages of the selected document of a package. Enable the toggle for the page number(s) (of the document) on which initials are required from the recipient. This will replicate the initials fields on the selected page(s) and display their record in the below grid.
Save and Cancel buttons
Click the "Save" button to save the configurations, or click the "Cancel" button to close this dialog.
Recipient
A read-only field to show the signer name along with the email and/or the mobile number, based on the selected delivery method, for whom the initial field is being configured.
Validation
Select the "Mandatory" option, if the document owner wants to make sure that the recipients must add an attachment. Select the "None" option, if the document owner does not want to mandate adding an attachment.
Note
This field will only appear if the "Mandatory" option has been selected in the "Validation" field. The note field lets the document owner specify a personal note (up to 500 characters) that will be used to intimate the configured recipient when they click on the attachment field. This is a mandatory field.
Details Tab
Field Name
Its an auto-generated (unique) field name that is used when you need to fill in initials through the API calls. You can change the name as required, but make sure the uniqueness of a field name is not compromised, i.e. two or more fields in a document cannot have the same field name. This field is only available as far as the status of a document is Draft.
Dimensions
Use this tab to relatively set the on-screen and PDF coordinates/ position (Left, Top, Width & Height) of this initials field. However you can also manually move the field to the desired position in a document through drag and drop, and these coordinates will be updated accordingly. These coordinates are only available as far as the status of a document is Draft.
Save and Cancel buttons
Click the "Save" button to save the configurations, or click the "Cancel" button to close this dialog.
Field Name | It's an auto-generated (unique) field name that is used when you need to update/delete the QR Code through the API calls. You can change the name as required, but make sure the uniqueness of a field name is not compromised, i.e. two or more fields in a document cannot have the same field name. |
Screen/PDF | Use this tab to relatively set the on-screen and PDF coordinates/ position (Left, Top, Width & Height) of this form field. However. you can also manually drag the field for moving it to the desired position on the document, and the coordinates will be updated accordingly. These coordinates are only available as far as the status of a document is Draft.tory, SigningHub will enforce the recipient to fill in this field before processing. |
Data | This field allows the users to input the specific information they wish to encode into the QR code. It supports two types of data:
The maximum length of the data is capped at 500 characters. This limit ensures the QR code remains scannable and the encoded information is accurate. |
Error Correction Level | This drop-down allows the user to set the error correction levels which play a critical role in maintaining the integrity of the QR code, especially when it might be partially obscured or damaged. Given below is the list of the available error correction levels:
|
Encoding | This drop-down allows the users to choose the character encoding standard for the QR code. Encoding options define the character set used for the QR code’s data. This ensures the data is properly encoded and decoded across different systems and languages. Below is the list of the available encoding standards:
|
Pixels Per Module | This drop-down allows the users to set the size of each individual module (dot) in the QR code. Larger pixel values result in a larger overall QR code, which can improve readability, especially from a distance or when printed on large surfaces. Given below is the list of the available pixels per module options:
|
Add Margins (Quiet Zones) | This toggle allows the users to enable/disable quiet zones (margins). Quiet zones are the white margins around the QR code. These ensure the scanner can accurately distinguish the code from its surroundings. By default, this toggle is enabled. |
Logo Settings |
|
Colour Settings |
|
Preview | After configuring the QR code settings, this button allows users to generate a preview of the QR code. This preview reflects all customizations, enabling users to verify the appearance and functionality before finalizing. |
Name of Signer
Specify the In-Person signer name that will sign the document. The specified name will be shown in the below grid and under the In-Person signature field on the document.
Level of Assurance
This is a mandatory field to be selected in order to perform In-Person signatures. In the case of an enterprise user, the levels of assurance will appear in the drop-down list as configured in the user's user role. In the case of an individual user, the levels of assurance will appear in the drop-down list as configured in the user's service plan. By default, the level of assurance will be set for an In-Person signature field as per the configured default level of assurance for an In-Person Signature under Personal Settings>Signature Settings.
The terms for a level of assurance are as per the eIDAS Standards. Possible values are:
Simple Electronic Signature (SES)
Electronic Seal (eSeal)
Advanced Electronic Seal (AdESeal)
Qualified Electronic Seal (QESeal)
If the document owner tries to add a higher level of assurance, as a "Level of Assurance", in combination with "Simple Electronic Signature (SES)", the "Simple Electronic Signature (SES)" will be removed. Similarly, if the document owner tries to add "Simple Electronic Signature (SES)", as a "Level of Assurance", in combination with a higher level of assurance(s), the higher level of assurance(s) will be removed. For a smoother workflow, while adding multiple signature fields on the document, the system will simply use the level(s) of assurance of the last field for the latest one instead of asking for every signature field. You can always modify the level of assurance for each field manually.
Visible
This field will only appear when you are allowed (in your role) to add the invisible signatures on a document and also allowed (in your service plan) to add witness digital signatures. When this field is available:
Enable the "Visible" option, if you require a visible witness in-person signature from the signer on this field. This signature will have a proper appearance on the document as configured in the signer's Signature Appearance settings.
Disable the "Visible" option, if you require an invisible witness in-person signature from the signer on this field. An invisible signature entails all the characteristics of an electronic signature and is duly verifiable like a visible signature. However, it does not have any appearance on the document. When an in-person signature field is marked as invisible, an eye icon is placed on the field as shown with the red arrow:
In case of "Simple Electronic Signature (SES)" is selected as the "Level of Assurance", the "Visible" field will not appear.
Authenticate signer via OTP
Enable this toggle to enable field-level authentication through the OTP process when attempting to sign the document. By default, this option is unselected. This option will be available for the document owner in Draft, In-Progress, and Pending modes. On enabling the "Authenticate signer via OTP" toggle, the following options will be displayed:
One-Time Password (SMS and Email)
This option will let the document owner send an OTP to the recipient that will used for the purpose of signing authentication. Whenever the recipient tries to sign this document an OTP will be sent to the recipient's email, mobile number, or both depending upon the document owner's service plan configuration. When the service plan allows "SMS OTP", a field to specify the mobile number of a recipient to send an OTP will be displayed. The document will be signed only upon providing the correct OTP. By default, the specified number is displayed partially masked to comply with the GDPR policy. Click the 'Eye' icon to view the complete number.
Time-based One-Time Password
This authentication option will let the recipient sign the document after they have entered the Time-based One-Time Password. Whenever the recipient tries to sign this document they will be prompted to enter the Time-based One-Time Password from the authenticator app configured on their mobile device. In case the recipient has not configured two-factor authentication (2FA), upon trying to sign a document that requires a Time-based One-Time password, an email will be sent to their email address to configure two-factor authentication (2FA). The document will be signed only upon providing the correct Time-based One-Time Password.
Do not show this dialog automatically when a signature field is added
Enable to automatically apply the "Level of Assurance" of the current signature field to the ones that you will drop afterwards. This option is helpful when you need to drop several signature fields on the document without making an extra effort to manually set the same Level of Assurance for each of the signature fields separately.
Details Tab
Field Name
An auto-generated (unique) field name which is used when you need to sign this form field through the API calls. You can change the name as required, but make sure the uniqueness of a field name is not compromised i.e., two or more fields in a document cannot have the same field name. This field is only available when the status of a document is Draft.
Dimensions
Use this section to relatively set the on-screen and PDF coordinates/position (Left, Top, Width and Height) of the signature field. However, you can also manually move the field to the desired position in a document using drag and drop and these coordinates will be updated accordingly. These coordinates are only available when the status of a document is Draft.
Replicate In-Person Signature Tab
Replicate to Pages
Enable the page number(s) (of the document) on which In-Person signature(s) are required from the signer/ meeting host. This will replicate the In-Person signature field on the selected page(s) and display their record in the below grid.
Save and Cancel buttons
Click the "Save" button to save the configurations, or click the "Cancel" button to close this dialog.
Recipient
A read-only field to display the name of the added electronic seal and no email information will be displayed.
Level of Assurance
The "Level of Assurance" field will be auto-populated from the electronic seal profile and the field will be disabled.
Visible Signatures
For an electronic seal, this field will be available when you are allowed (in your user role) to add an invisible electronic seal on a document. When available:
Enable the "Visible" option, if you require a visible electronic seal. This electronic seal will have a proper appearance on the document as configured in the Signature Appearance settings.
Disable the "Visible" option, if you require an invisible electronic seal. An invisible electronic seal entails all the characteristics of an electronic seal and is duly verifiable like a visible electronic seal. However, it does not have any appearance on the document. When an electronic seal field is marked as invisible, an eye icon is placed in the electronic seal field (as shown with the red arrow):
Do not automatically show this dialog when a signature field is added
When this option is enabled, the properties dialog will not appear automatically, every time an electronic seal field is dropped. This option is helpful when you need to drop several electronic seal fields on the document.
Details Tab
Field Name
An auto-generated (unique) field name which is used when you need to sign this form field through the API calls. You can change the name as required, but make sure the uniqueness of a field name is not compromised i.e., two or more fields in a document cannot have the same field name. This field is only available when the status of a document is Draft.
Dimensions
Use this section to relatively set the on-screen and PDF coordinates/position (Left, Top, Width and Height) of the signature field. However, you can also manually move the field to the desired position in a document using drag and drop and these coordinates will be updated accordingly. These coordinates are only available when the status of a document is Draft.
Save and Cancel buttons
Click the "Save" button to save the configurations, or click the "Cancel" button to close this dialog.
Name
It is a text field that is used to get a recipient's name in your document. SigningHub automatically picks the assigned recipient's name from their profile and populates in this field in editable mode, when they process your shared document. If marked mandatory, SigningHub will enforce the recipient to fill in this field before processing.
It is a text field that is used to get a recipient's email in your document. SigningHub automatically picks the assigned recipient's email from their profile and populates in this field in editable mode, when they process your shared document. If marked mandatory, SigningHub will enforce the recipient to fill in this field before processing.
Job Title
It is a text field that is used to get a recipient's job title in your document. SigningHub automatically picks the assigned recipient's job title from their profile and populates in this field in editable mode, when they process your shared document. If marked mandatory, SigningHub will enforce the recipient to fill in this field before processing.
Company
It is a text field that is used to get a recipient's company name in your document. SigningHub automatically picks the assigned recipient's company name from their profile and populates in this field in editable mode, when they process your shared document. If marked mandatory, SigningHub will enforce the recipient to fill in this field before processing.
Text Field
It is a text field that is used to get any single line information from a recipient in your document. This field is shown blank to the assigned recipient, when they process your shared document. If marked mandatory, SigningHub will enforce the recipient to fill in this field before processing.
Text Area
It is a text area that is used to get some additional description (multi-line) from a recipient in your document. This field is shown blank to the assigned recipient, when they process your shared document. If marked mandatory, SigningHub will enforce the recipient to fill in this field before processing.
Date
It is a date field that is used to get any particular date from a recipient in your document. By default SigningHub displays current date in this field to the assigned recipient, which they can edit while processing your shared document. If marked mandatory, SigningHub will enforce the recipient to fill in this field before processing.
Radio Button
A radio button is used in situations where a recipient can only select one option from a list of options in your document. If marked mandatory, SigningHub will enforce the assigned recipient to select one option before processing.
Checkbox
A checkbox is used in situations where a recipient can select multiple options from a list of options. They can also be used when you want a recipient to accept/ agree to any statement in your document. If marked mandatory, SigningHub will enforce the assigned recipient to select the checkbox before processing.
Add Text
Save and Cancel buttons
Click the "Save" button to save the configurations, or click the "Cancel" button to close this dialog.
Serial
In a serial workflow, a single copy of the document is circulated among all the recipients in a defined (linear sequential) order and collects all signatures on it. Each recipient has to wait for their turn to process the document. Tick the "Continue workflow on decline" option, if you want the serial workflow to continue even when any recipient declines/ deletes the document.
Parallel
In a parallel workflow, a single copy of the document is circulated among all the recipients at the same time (i.e. in a parallel order) and collects all signatures on it. The recipients can process the document in any order. Tick the "Continue workflow on decline" option, if you want the parallel workflow to continue even when any recipient declines/ deletes the document.
Individual
In an individual workflow, an exclusive copy of the document is sent to each recipient for processing. In this case, multiple signed copies of the document are produced.
Custom
A custom workflow is a predefined mix of serial and parallel signing orders. The recipients will have to process the document accordingly. Tick the "Continue workflow on decline" option, if you want the custom workflow to continue even when any recipient declines/ deletes the document. See the details of the custom workflow below.
SigningHub allows you to post (any) workflow-related comments (up to 255 characters) in the document workflow to facilitate the configured recipients/ placeholders with any extra information. The posted comments are maintained separately in the workflow and do not become part of a completed/ signed PDF document. The configured recipients can view these comments and can also post their comments. Adding 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>Document Settings.
Click on the 'Comments' button appearing in the information panel, of the document viewer.
Add a comment, and configure the recipient.
Click on the 'Add comment' button to send the comment.
Navigate to the 'Signing Summary' screen while preparing the workflow.
In the 'Recipients' section, click on the:
'Add comment' button next to a recipient to add a private comment.
'Add comment for everyone' button to add a comment for all recipients.
Click the 'Send' button to post the comment.
A recipient can post a private comment for the document owner, by selecting the document owner from the "Comments" dialog's drop-down, even if the document owner is not a part of the workflow.
Only those comments will be visible to the recipient, which were added after the recipient was added to the workflow.
Comments can not be posted for the recipients, whose user role is "Send a Copy".
Comments can not be posted for placeholders. However, once a placeholder is replaced by a recipient, comments can be posted for the recipient.
The "Comments" dialogue box is updated every time the document is reopened or the screen is refreshed, as the case may be.
A recipient can post comments even after they have processed (signed/reviewed/edited/hosted In-Person signatures) the document.
In case of a gatekeeper, any comment posted by the gatekeeper at the time of the document approval will be displayed as a private comment for the original recipient.
For every comment posted, the system sends out an intimation email to the recipients, to whom the comment is visible.
Once you are done with setting all your workflow related configurations on a document, SigningHub lets you save these configurations in the form of a template for your future use. The template will be saved in your personal templates. Saving your workflow configurations as a template 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>Document Settings.
Click the "Save as Template" button from the drop-down menu, appearing next to the 'Continue' button.
In the 'Save Template' dialogue box, specify the name and description of the template.
Click the "Save" button.
The workflow related configurations are saved with respect to a document. When a package contains multiple documents, the "Save Template" option will not appear.
You can save your workflow related configurations in a template, as far as the status of your documents package is "Draft". Once the package is shared, the "Save Template" option will disappear.
SigningHub allows you to change the workflow recipients even after sharing the document, provided it is allowed in your role. You can change all those recipients who have not collaborated (signed/ reviewed/ updated/ hosted the in-person signatures) in the workflow yet. Similarly, you can also update the placeholder fields with the actual recipients. When a configured recipient is changed/ replaced with another recipient, all the special privileges configured for the previous recipient will be transferred to the new recipient, along with the predefined workflow role (i.e. signer, reviewer, editor, or meeting host).
Click the "Documents" option, in the navigation panel.
Open an 'In-progress' document, whose recipient you want to change.
Click the 'Details' button in the 'Recipients' tab in the information panel.
The recipients will be shown in an editable mode in the information panel.
Specify the Name, National ID or Mobile Number of the other recipient that is added to your SigningHub contacts list as required, and the email will automatically be updated in the below field.
The shared document will be recalled from the previous recipient's account, and s/he will be notified through an email/SMS by SigningHub.
The newly configured recipient will also be notified through an email/SMS upon their turn in the workflow.
When updating a recipient, the delivery method (Email, SMS, Email & SMS) shall remain the same as was for the original recipient.
Click the "Documents" option, in the navigation panel.
Open an 'In-progress' document, whose recipient you want to change.
Click the 'Details' button in the 'Recipients' tab in the information panel.
The recipients will be shown in an editable mode in the information panel.
Specify the Name, National ID or Mobile Number of the placeholder that is added to your SigningHub contacts list as required, and the email will automatically be updated in the below field.
The newly configured recipient will be notified through an email upon their turn in the workflow.
A signer can be replaced with another signer, as far as s/he has not signed the document.
A reviewer can be replaced with another reviewer, as far as s/he has not reviewed the document.
An editor can be replaced with another editor, as far as s/he has not updated the document.
A meeting host can be replaced with another meeting host, as far as s/he has not updated the document.
When you replace a configured recipient with another, you cannot change the pre-configured special privileges (i.e. printing, downloading, adding text, accessing securities like password, OTP, time duration, etc.) of the previous recipient that was initially set by you. These settings will be transferred to the new recipient as it is.
SigningHub also lets you specify the personal email message that will be used to intimate the configured recipients/ placeholders upon their turn.
Navigate to the 'Message' tab while preparing the workflow.
Specify your email message (up to 1500 characters) in the 'Email message' text box.
Upon sharing the document package, the specified message will be displayed to each recipient, on their turn, when they will open the document package. To continue to the document viewer, the recipient will need to click "Ok".
SigningHub allows you to add attachments to your workflow documents. An attachment can be any supported type (text, image, multimedia, etc.) of a file. The added attachments become the part of document hash in a workflow and are automatically signed along with the document signing. The recipients can download these attachments upon their signing turn. Adding document attachments in a workflow 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>Document Settings.
Downloading attachments is now bound with downloading a document, which is subject to the following two configurations:
The "Allow Download" recipient permission is set against the workflow.
The "Allow workflow participants to download document only on workflow completion" in the document owner's Advanced Settings.
Click on the 'Append' option button appearing in the document viewer header. Alternatively, navigate to the "Pages" tab in the information panel, and click on the 'Append' button.
Click the 'Add attachment' option.
From the 'Add attachments' dialogue box, add the attachments.
Click the "Done" button. The uploaded file will be added as an attachment to your document.
Navigate to the "Pages" tab in the information panel.
From the list of documents, expand the document to which an attachment has been added.
From the menu adjacent to the name of the attachment, click on the 'Download' option.
The attachment file is downloaded to your local Downloads folder.
Navigate to the "Pages" tab in the information panel.
From the list of documents, expand the document to which an attachment has been added.
From the menu adjacent to the name of the attachment, click on the 'Delete' option.
Click on the 'Delete' button to confirm the deletion.
To ensure conforms to PDF/A compliance, as per standard:
Any type of attachment is not allowed in PDF/A-1 formats
Only PDF attachments are allowed in PDF/A-2 formats
All types of attachments are allowed in PDF/A-3 formats
This option will enable you to add some additional text in your PDF document before sharing it with recipients. Specify the text in the field as required and click . Once saved, the text cannot be deleted from the document.
You can also append other documents with your workflow document before sharing it. However, merging documents in a workflow 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>Document Settings.
Click on the 'Append' option button appearing in the document viewer header. Alternatively, navigate to the "Pages" tab in the information panel, and click on the 'Append' button.
From the drop-down, select if you'd like to append at the top or bottom.
From the 'Add a document' dialogue box, add the document that you want to append.
Choose "Append at the top" or "Append at the bottom".
Click the 'Add' button. The PDF will be merged with the selected document and displayed accordingly.
A document is merged with the following considerations:
The dimensions of the documents (being merged) should be the same. However, SigningHub allows up to 5 pixels difference.
There should be no unassigned/ signed signature field in the document being merged.
While merging documents, if the document being merged contains signatures, the "Properties" dialogue box will appear, allowing the user to choose if they want to preserve the signatures contained in the document.
Property | Description |
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Signatures
This option will only appear if the uploaded document contains any signatures. By default, the "Yes" option will be selected. When the "Yes" option is selected:
The signatures in the uploaded document will be retained.
When the "No" option is selected:
The signatures in the uploaded document will be removed but the document will still contain the signature stamp.
If the document was previously locked, it will no longer remain locked.