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

Add a document from your local machine

1. 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.

Add a document from your SigningHub library

1. Click on the library button.

2. 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.

Add a document from your Google Drive

After you have selected an appropriate variant:

1. Click on the 'Google Drive' icon, and specify your Google credentials (ID & password) in the next appearing popup to log into your Google account.

2. 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.

3. Click the "Select" button to bring the selected documents into SigningHub. The document(s) will be added to the package for further processing.

Add a document from your Dropbox account

After you have selected an appropriate variant:

1. Click the 'Dropbox' icon, and specify your Dropbox credentials (ID & password) in the next appearing popup to log into your Dropbox account.

2. SigningHub will display the list of your Dropbox documents after the successful login. Locate and select the required document(s) from the list.

3. Click the "Choose" button to bring the selected documents into SigningHub. The document(s) will be added to a package for further processing.

Add a document from your OneDrive account

After you have selected an appropriate variant:

1. Click the 'OneDrive' icon, and specify your OneDrive credentials (ID & password) in the next appearing popup to log into your OneDrive account.

2. SigningHub will display the list of your OneDrive documents after the successful login. Locate and select the required document(s) from the list.

3. Click the "Select" button to bring the selected documents into SigningHub. The document(s) will be added to a package for further processing.

Change the order of documents

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:

1. 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.

Merge documents

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:

1. Click the "Merge" button after adding the documents to a package.

2. A confirmation message will appear, click the "Yes" button. All the added documents will be merged.

SigningHub lets you certify your digital signature. The certified signature is used to restrict the recipients to perform only the specific changes in a document, as the system won't allow them to perform any other changes. In this regard, the first signature of each document in a workflow package will be a certified digital signature that will determine the allowed permissions on the document, while the rest of the signatures will be normal digital signatures. A document having a certified digital signature is called a certified document.

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

Certification preferences

Certify a document

After you have added documents to a workflow package:

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

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

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

4. Click the 'Save' button.

SigningHub 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).

Apply a template to your document

1. Click the 'Apply template' option appearing in the options menu, against the document on which you want to apply a template.

3. 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.

4. All the configurations saved in the (selected) template will be applied to the document(s).

SigningHub supports a wide range of document types that can be processed:

Once you are done with , , 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:

Define the signing order

2. Enable the "Continue Workflow on Decline" toggle as required, in case of a Serial, Parallel, or Custom type.

Custom signing order

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'.

SigningHub offers certain helpful document utilities, which you can avail in a package.

Rename the package

1. Specify the new name of your package in the "Package Name" field, appearing on the 'Documents' screen.

Apply a template to your document

1. Click the 'Apply template' option appearing in the options menu, against the document on which you want to apply a template.

3. 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.

Delete a document

1. Click the 'Delete' option appearing in the options menu, against the document on which you want to delete.

2. Click on the 'Delete' button to confirm the deletion. The selected document will be deleted from your workflow package.

Rename a document

1. Click the 'Rename' option appearing in the options menu, against the document on which you want to rename.

2. Specify the new name of your document in the 'Rename document' dialogue box, and click the "Save" button.

Download a document

1. 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.

Add a document to the library

Re-upload a document

1. Click the 'Re-upload' option appearing in the options menu, against the document on which you want to re-upload.

2. 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.

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:

1. Access duration - to allow document access only for a specified duration

2. 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

3. 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.

Document Access Security

Set the access duration

Based on dates:

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.

Based on days:

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.

Set the access authentication

Shared password:

Considering the screenshot scenario, the recipient will have to provide this (specified) password to access and process the document.

One-Time Password (SMS & Email)

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.

Time-Based One-Time Password

Considering the screenshot scenario, the recipient will be prompted to provide the Time-based One-Time Password whenever he attempts to access the document.

To set document signing authentication

One-Time Password (SMS & Email)

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.

Time-based One-Time Password

Considering the screenshot scenario, the recipient will be prompted to provide the Time-based One-Time Password whenever he attempts to sign the document.

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.

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.

Toggle: 'I am the only signer'

Enabled

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).

Disabled

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.

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 recipients. 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 Settings under SigningHub Admin

Set email language

1. Click the "Email Language" button against the recipient you want to set the language for.

2. A dialog will appear to select the language from the drop-down, document owner's language will be selected by default.

3. Click the "Save" button.

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.

User roles:

Add a recipient

1. 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.

2. 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.

Add recipients through a CSV file

1. Click the "Add recipients from CSV" button.

2. 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.

3. Click on the"Save" button.

4. 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.

Add a placeholder

You can also add placeholder(s) in a workflow. To do this:

1. Click the "Add a placeholder" button.

2. 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.

3. Repeat the above two steps to add multiple placeholders.

Add an Electronic Seal

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.

1. Click the "Add an electronic seal" button.

2. 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.

3. Repeat the above two steps to add multiple electronic seals.

Delete a recipient/electronic seal/placeholder

1. Click the "Remove" button against the recipient/electronic seal/placeholder, which you want to delete from the list.

Change the sequence of recipients/electronic seals/placeholders

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:

1. 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.

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.

Recipient permissions

Configure recipient permissions

1. Click the "Permissions" button against the recipient/placeholder, for whom you want to set permissions.

2. From the "Recipient Permissions' dialogue box, select the check boxes, as required. See the 'Recipient permissions' table above for details.

3. Click the 'Save' button.

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.

Set workflow reminders

1. Click the 'Reminders' button against the user you want to set a reminder for.

2. 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.

3. 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.

4. 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.

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.

Set post-processing

1. Click on the 'Post-processing' button.

2. The 'Post Processing' dialogue box is displayed. Toggle on the required post-processing option.

Send the document processing report (XML)

Send the completed document to all recipients:

1. From the "Post Processing" dialogue box, turn on the 'Send the completed document to all recipients' toggle.

Send the completed document to selected contacts

1. From the "Post Processing" dialogue box, turn on the "Send the completed document to selected contacts" toggle.

2. 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.

3. 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.

4. You may also delete the contacts by using the 'Delete' icon next to the corresponding contact.

5. Click the "Save" button. The information entered in the dialogue box is saved for the workflow package.

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.

Configure document comments

1. From the 'Recipients' screen, turn on the 'Allow comments' toggle.

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 .

Add a signature field

1. 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.

2. 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.

3. Drop the "Signature" field on the required location on the document. By default, upon dropping the "Signature" field, the properties dialogue box is displayed.

4. Specify the "Level of Assurance" and "Details", as needed.

5. 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.

Sign a signature field

1. 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.

2. Add your signature as required. Your signature field will be signed before sharing the document.

Delete a signature field

Click on the signature field in the document to delete, and select the "Remove" option.

The signature field will be removed from the document.

Signature field properties

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 .

Add an electronic seal field

1. Select the document from the information panel's 'Pages' tab, on which an electronic seal is required.

2. Select the electronic seal from the information panel's 'Recipeints' tab, for whom you want to add an electronic seal field.

3. Click the "Electronic Seal" field, and drop it on the document.

4. 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.

5. Click "Save".

6. 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.

Delete an electronic seal field

1. Click on the electronic seal field.

2. Select the "Remove" option.

Electronic sel field properties

There are certain types of data fields, which you can assign to each recipient/placeholder in a workflow.

Data fields

After adding the data fields, click the "Continue" to proceed.

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.

Add an initials field

1. Select the document from the information panel's 'Pages' tab, on which initials are required from a recipient.

2. Select the recipient from the information panel's 'Recipients' tab, for whom you want to add an initials field.

3. Click the "Initials" option, and drop it on the document.

4. 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.

5. Click "Save".

Delete an initials field

1. Click on the initials signature field in the document to delete, and select the "Remove" option. The field will be removed from the document.

Add your initials

1. 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.

2. 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.

3. Add your initials as required. Your initials will be applied before sharing the document.

Initials field properties

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.

Configure form filling

1. Select the document from the information panel's 'Pages' tab, on which a form filling is required.

2. Click on the desired field of the PDF form, and click "Properties".

3. 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.

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 Role>Document Settings. 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.

Add a QR code

1. Select the document from the information panel's 'Pages' tab, on which a QR code is required.

2. 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.

3. 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.

Delete a QR code

1. Click on the QR code to delete, and select the "Remove" option. The QR code will be removed from the document.

QR code details

QR code properties

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.

Add a form field

1. Select the document from the information panel's 'Pages' tab, on which a form field is required from a recipient.

2. Select the recipient from the information panel's 'Recipients' tab, for whom you want to add a form field.

3. 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".

4. 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.

Delete a form field

1. Click on the field in the document to delete, and select the "Remove" option. The field will be removed from the document.

Form fields

Form field properties

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.

Add Unique Identifier Field

1. 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.

Update unique identifier field

• 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

Delete unique identifier field

1. 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.

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.

Add an attachment field

1. Select the document from the information panel's 'Pages' tab, on which attachment is required from a recipient.

2. Select the recipient from the information panel's 'Recipients' tab, for whom you want to add an attachment field.

3. Click the "Attachment" option, and drop it on the document.

4. 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.

5. Click "Save".

Delete an attachment field

1. Click on the attachment field in the document to delete, and select the "Remove" option. The field will be removed from the document.

Add your attachment

1. 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.

2. 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.

3. 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.

Attachment field properties

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.

Add a drop-in comment

1. 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.

2. Once the document comment field is dropped, the comment dialogue box will open.

3. 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.

4. 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.

5. Click on the "Add comment" button and the document comment will be posted.

Edit a drop-in comment

A document comment can only be edited while the document is in "Draft" mode.

1. Open the document in which you want to edit drop-incomments.

2. Click on the drop-in comment, and click "Edit" in the dialogue that appears.

3. 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.

Delete a drop-in comment

A document comment can only be deleted while the document is in "Draft" mode.

1. Open the document in which you want to delete document comments.

2. Click on the comment and click "Delete" in the dialogue appears. Once clicked, the document comment will be deleted.

Reply to a drop-in comment

The user can reply to a document comment to start a thread.

1. Click on the drop-in comment to which you want to reply.

2. A dialogue will appear. Type your reply and click "Reply".

An in-person signature is done by a user in the presence of another user who facilitates the signing process. The facilitator can either be a configured signer or a user hosting the In-Person signing session. SigningHub lets the document owner add one or more In-Person signature fields for a Signer or a Meeting Host. Adding In-Person signature fields is subject to your assigned enterprise user role. If you are willing to use this provision, ask your Enterprise Admin to enable the respective signature field in your Role>Document Settings.

Add an In-Person signature field

1. Select the document from the information panel's 'Pages' tab, on which an in-person signature is required.

2. 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.

3. Click the "In-Person Signature" option, and drop it on the document.

4. 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.

5. Click "Save".

Delete an in-person signature field

Click on the in-person signature field in the document to delete, and select the "Remove" option.

The in-person signature field will be removed from the document.

Get the in-person signature

1. 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.

2. Add your in-person signature as required. Your in-person signature field will be signed before sharing the document.

In-Person field properties

Delete an in-person signature field

Click on the in-person signature field in the document to delete, and select the "Remove" option.

The in-person signature field will be removed from the document.

Get the in-person signature

1. 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.

2. Add your in-person signature as required. Your in-person signature field will be signed before sharing the document.

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 for your future use. The template will be saved in your . 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 .

Save your configurations as a template

1. Click the "Save as Template" button from the drop-down menu, appearing next to the 'Continue' button.

2. In the 'Save Template' dialogue box, specify the name and description of the template.

3. Click the "Save" button.

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 .

Append a document

1. 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.

2. From the drop-down, select if you'd like to append at the top or bottom.

3. From the 'Add a document' dialogue box, add the document that you want to append.

4. Choose "Append at the top" or "Append at the bottom".

5. Click the 'Add' button. The PDF will be merged with the selected document and displayed accordingly.

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 .

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 .

Add an attachment

1. 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.

2. Click the 'Add attachment' option.

3. From the 'Add attachments' dialogue box, add the attachments.

4. Click the "Done" button. The uploaded file will be added as an attachment to your document.

Download an attachment

1. Navigate to the "Pages" tab in the information panel.

2. From the list of documents, expand the document to which an attachment has been added.

3. From the menu adjacent to the name of the attachment, click on the 'Download' option.

4. The attachment file is downloaded to your local Downloads folder.

Delete an attachment

1. Navigate to the "Pages" tab in the information panel.

2. From the list of documents, expand the document to which an attachment has been added.

3. From the menu adjacent to the name of the attachment, click on the 'Delete' option.

4. Click on the 'Delete' button to confirm the deletion.

SigningHub also lets you specify the personal email message that will be used to intimate the configured recipients/ placeholders upon their turn.

Add an email message

1. Navigate to the 'Message' tab while preparing the workflow.

2. Specify your email message (up to 1500 characters) in the 'Email message' text box.

Introduction

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.

How it works?

1. The attachments feature must be configured into your service plan.

2. The attachment field must be allowed in the user's role settings.

3. Set the "Allow document attachments and merging" permission for the recipient while creating a document workflow.

4. Make attachment compulsory for the recipient.

5. The recipient will not be allowed to sign/review/edit/host In-person signatures without adding an attachment first.

6. The workflow will be completed once all recipients have finished their processes.

Service Plan Configuration to Allow the Attachment Feature

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.

Role Configuration to Allow the Attachment Field

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.

Set the "Allow Attachments and Merging" Permission

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:

1. Enable the "Allow document attachments and merging" toggle to enable this recipient/ placeholder to fully manage (download, add, and remove) document attachments.

Make Attachment Compulsory for the Recipient

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:

1. Select the recipient from the information panel in the document viewer screen, for whom you want to add an attachment field.

2. 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.
3. Click on the attachment field, and click "Properties" to view and edit its details.

4. 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.
5. 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.

Document Signing

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.

1. Click on the "Next" button to move to the compulsory attachment field.
2. 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.
3. 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.

View the Attachment as a Document Owner

The document owner can later view the required attachment for the workflow either:

1. In SigningHub:

   1. Navigate to the "Pages" tab in the information panel.

   2. From the list of documents, expand the document to which an attachment has been added.

   3. From the menu adjacent to the name of the attachment, click on the 'Download' option.

   4. The attachment file is downloaded to your local Downloads folder.
2. 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.

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 .

Add a comment

From the document viewer screen:

1. Click on the 'Comments' button appearing in the information panel, of the document viewer.
2. Add a comment, and configure the recipient.
3. Click on the 'Add comment' button to send the comment.

From the signing summary screen:

1. Navigate to the 'Signing Summary' screen while preparing the workflow.
2. 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.

3. Click the 'Send' button to post the comment.

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 document template for future use. The saved template can then be applied to similar documents for efficient and robust re-usability of these workflow configurations.

Document preparation

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

2. Clicking on the 'Sign a new document' button.

3. The 'Documents' screen will appear.

4. Add documents to the workflow.

   1. Configure document certification settings, as required (optional).

   2. Use miscellaneous document-related utilities, as required (optional).

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

6. Merge the documents

7. Add recipients, electronic seals, and placeholders, as required.

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

9. Configure the 'I am the only signer' toggle.

10. Configure the signing order.

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

    1. Configure recipient permissions.

    2. Configure document access security.

    3. Configure workflow reminders.

    4. Configure post-processing preferences.

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

13. Configure miscellaneous preferences as required (optional).

    1. Add attachments to your workflow.

    2. Append documents.

14. Add data fields in the workflow as required.

    1. Add signature fields for the recipients.

    2. Add in-person signature fields for the recipients (optional).

    3. Add initials fields for the recipients (optional).

    4. Add form components in the document (optional).

    5. Add a QR Code in the document (optional)

    6. Configure form-filling settings (optional).

15. Add an email message and workflow comments (optional).

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

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).

Change a recipient

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

2. Open an 'In-progress' document, whose recipient you want to change.

3. Click the 'Details' button in the 'Recipients' tab in the information panel.

4. The recipients will be shown in an editable mode in the information panel.

5. 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.

Update a placeholder

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

2. Open an 'In-progress' document, whose recipient you want to change.

3. Click the 'Details' button in the 'Recipients' tab in the information panel.

4. The recipients will be shown in an editable mode in the information panel.

5. 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.