Add recipient(s), electronic seal(s) and placeholder(s)

A recipient is a pre-configured actual user/ group in a workflow. While a placeholder is a kind of blank user, who may be unknown at the time of document preparation. On the other hand, an electronic seal is a preconfigured automated user. They are added during the workflow execution on their turn, by the immediate previous recipient. In such a case, a title field is defined for them in the workflow, which is then updated with the actual recipient.

Each type of user is assigned a definite role in a template, see the following table for details:

User Roles

Add a recipient in the template

As you add a template document, the "Recipients" area will appear:

1. Click "Add a recipient" and specify the recipient name, National ID or mobile number in the provided field. As you type in, your (related) personal contacts/ groups (and enterprise contacts/ groups in case you are an enterprise user) will appear for selection. Select a recipient and their email address/mobile number will be automatically populated in the adjacent field.
2. 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.

3. Assign a role to the recipient from the drop down, i.e. Signer, Reviewer, Editor, Meeting Host, or Send a Copy. See the "User Roles" table for details.

4. Repeat the above two steps to add multiple recipients as required.

Add a placeholder in the template

From the "Recipients" area:

1. Click "Add a placeholder" and specify the placeholder name.
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 "User Roles" table for details.

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

Add a logged-in user in the template

The logged-in user is added as a placeholder in a template. When this template is applied on a document the logged-in user field will be automatically updated with the document owner.

From the "Recipients" area:

1. Click "Add logged in User", a logged in user field will be added in the recipients list as a placeholder.
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 "User Roles" table for details.

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

Add recipients through a CSV file

You can also add recipients through a CSV file. The file must have the valid email addresses/mobile number 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.

1. Click "Add recipients from CSV".
2. Drag and drop or select the csv file.
3. Click "Save" or you can remove the selected file.
4. The recipients will be added. Now assign a role to each 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 an Electronic Seal in the template

The option to add an electronic seal will only be available if an electronic seal has been configured in the enterprise settings, against your user role of the current user.

1. Click "Add an electronic seal".
2. From the "Electronic Seal (eSeal)" drop down, select the electronic seal that you want to add. Only the electronic seals available for use based on your 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 from the template

1. Click "Remove" against the recipient/ electronic seal/ placeholder, which you want to delete from the list and it'll be deleted.

Change the recipients/ electronic seals/ placeholders sequence

By default all the recipients electronic seals and placeholders are added serially in a template. However, you can change their collaboration sequence after adding them, according to your document(s) approval flow. The set sequence is applicable to the serial workflows only. To change the sequence:

1. Simply drag and drop left-adjacent to your desired recipient/ electronic seal/ placeholder and move it up/ down in the list, as required. When a workflow related to this template is triggered, SigningHub will execute the signing process according to the set sequence.