There are certain special privileges in a workflow, which you can add in a template for your choice recipients. They are:

• Configure recipient permissions

• Configure document access security

• Configure auto reminders

• Configure post processing

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 bringing it to the SigningHub platform. If you have standard files that you need to send out over and over again, you can create a template of that document, and apply on the same documents (when required) to quickly reuse all the workflow configurations.

Add a document in the template

After you click "Add template".

1. Drag and drop the document or select them from your device.
2. The document will be added for further processing.

SigningHub supports four different types of a workflow, see the following table for details:

Workflow Types

Define workflow type in the template

After you have:

• Added the document, and

• Added all the recipients and placeholders in your template:

1. Choose the required workflow type, i.e. Serial, Parallel, Individual, or Custom. By default, the "Serial" type is selected.
2. Enable the "Continue Workflow on Decline" toggle as required, in case of a Serial, Parallel, or Custom type. See the "Workflow Types" table for details.

3. Click "Continue".

Custom Workflow

As defined above, a custom workflow can be a combination of serial and parallel workflows. It is triggered on the basis of specified signing order(s), see the red highlighted area in the below image. 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 signing order is parallel, while incremental numbers imply that signing order is serial.

In the above mentioned example:

• Firstly, Henry and Peter Kavin E-Seal will be processed in parallel order, as both these recipients are available at the signing order 1.

• The document will not be shared with the next recipient until both actions are completed.

• After that this document will be shared in serial order with logged in user, as it is available at the signing order 2.

• The workflow will be marked as Completed when logged in user completes its action.

If you have standard files that you need to send out over and over again, you can create a template of that document, and apply on the same documents (when required) to quickly reuse all the workflow configurations. You can add recipients, form fields, initials, in-persons, signature type, signature position, signing sequence, configure reminders, certify document and much more in a document template. The individual and enterprise users can manage (Add, Clone, Edit, and Delete) their personal templates, while the enterprise users can also use the enterprise templates as allowed against their user role by their enterprise admin. The saved templates can then be applied on the similar documents for efficient and robust re-usability of these workflow configurations.

View your enterprise templates (applicable to enterprise users only)

1. Click "Configuration" from left menu, then click "Templates" under Documents options in Personal Configuration section.
2. Enterprise templates will be listed under "Enterprise" section.

View your personal templates

1. Click "Configuration" from left menu, then click "Templates" under Documents options in Personal Configuration section.

2. Personal templates will be listed under "Personal" section.

Create a new template

1. Click "Configuration" from left menu, then click "Templates" under Documents options in Personal Configuration section.

2. Click "Add template" in Personal section.
3. Add a document for this template. All the workflow related configurations will be done on this document.

4. Enable/disable "Read only" as required.
5. Configure certified signature preferences as required.

6. Add recipient(s) and placeholder(s) as required.

7. Configure workflow type/ order.

8. Configure special privileges for each recipient/ placeholder as required.

9. Configure recipient permissions.

10. Configure document access security

11. Configure auto reminders

12. Configure post processing

13. Click "Continue" to go to viewer screen.

14. Add data fields for the recipients as required.

15. Add signature fields

16. Add in-person signature fields

17. Add initials fields

18. Add form components

19. Configure form filling settings for a PDF form

20. Add email message as required.

21. Once you have set the required configurations, click the "Save and Close" button.

Make a clone of your personal template

At times you need to create multiple templates with a little variations. The best way to achieve this is to create a template with all the configurations and then make clones of it. You can then edit each template clone as per requirement.

1. Click "Configuration" from left menu, then click "Templates" under Documents options in Personal Configuration section.

2. Select the desired template and click "Clone" in the right panel.
3. Specify the name, description and enable read only toggle as required.
4. Click "Clone".

Edit your personal template

1. Click "Configuration" from left menu, then click "Templates" under Documents options in Personal Configuration section.

2. Select the desired template and click "Edit" in the right panel.
3. Edit the required content. You can edit template name, description, signers, reviewers, placeholders, signer information fields, signing actions, form filling, document permissions, certify document settings, workflow type, post processing, email configurations and signing/ reviewing sequence.

4. Once done, click "Save and Close".

Rename your personal template

1. Click "Configuration" from left menu, then click "Templates" under Documents options in Personal Configuration section.

2. Select the desired template and click "Edit" in the right panel.

3. Go to "Documents" screen and specify the new name in "Template name" and click "Continue".
4. Then, you can make further changes or exit.
5. Upon exit, click "Save" in the exit dialog.

Delete your personal template(s)

1. Click "Configuration" from left menu, then click "Templates" under Documents options in Personal Configuration section.

2. Select the desired template and click "Delete" in the right panel.
3. Click "Delete" in the confirmation dialog.

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 system wont 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 the simple digital signatures. A document having a certified digital signature is called a certified document. System might show the pre-selected options as laid out in your Enterprise Settings. (In 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 saving the template.

See the following table for details:

Certify Options

Configure certified document settings in the template

After you have added a template document:

1. Click the three dots menu and select the "Certify" option, against the document.
2. Choose the required certification preference from the next appearing dialog.
3. Enable the "Lock the document upon workflow completion" option, if you want to lock all the form fields of your document after the last signature. Document locking feature is specifically related to the PDF documents with form fields. This check will be disabled when "Certify with no changes" option is selected.

4. Click the "Save" button.

SigningHub lets you configure certain recipient related permissions in a template. 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 configure legal notice for each recipient. System might show some pre-selected permissions as laid out in your default enterprise settings. You may change the default behavior as required before saving the template.

See the following table for details:

Recipient Permissions

Set recipient permissions in the template

After you have:

• Added the document,

• Added all the recipients and placeholders, and

• Configure workflow type in your template:

1. Click "Permissions" against the recipient/ placeholder, for whom you want to set permissions.
2. A dialog will appear, enable the toggles as required. See the "Recipient Permissions" table for details.
3. Click "Save".

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.

To keep the approval process in time, SigningHub allows you to configure auto reminders for the recipients (in a template), 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) time period. When the workflow related to this template document is triggered, the set reminders will be activated accordingly. 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. You may change the default settings as required before saving the template

Set auto reminder in the template

After you have:

• Added the document,

• Added all the recipients and placeholders, and

• Configure workflow type in your template

1. Click "Reminder" against the user you want to set 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 on 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.

You can also configure a template to automatically send the copy of your completed document(s) to your choice contacts, or upload them on your cloud drive, when applied on a workflow document. This could be useful when a workflow document has got multiple owners, and/ or each stakeholder wants to have the final document copy after being signed by all the recipients/ placeholders.

Set post processing in the template

After you have:

• Added the document,

• Added all the recipients and placeholders, and

• Configured workflow type in your template.

• The "Post Processing" dialog is displayed. The dialog allows sending emails to either all recipients or only the specific email addresses when the document is completed.

1. Click "Post processing".

1. The "Post Processing" dialog is displayed.

   1. Enable the "Send the document processing report (XML)" toggle, if you want the document processing report (XML) to be sent, for a workflow.

   2. Enable the "Send the completed document to all recipients" toggle, if you want to share the completed document copy with all the recipients of this workflow.

   3. Enable the "Send the completed document to selected contacts" toggle, if you want to share the completed document copy with your choice users/ contacts. For this you need to specify the contact names and their email IDs as explained below.

SigningHub allows you to configure language for email notifications that provide ability to send documents for signature in 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 be applicable to guest users only.

This option is available only if

• Recipient is a guest user

• Allow Change of Language by Users is enabled in Global Settings under SigningHub Admin

Set email language

After you have:

• ,

• in your template.

1. Click "Email Language" against the recipient you want to set 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. Considering the screenshot scenario, SigningHub will send emails in selected language to "Mark" for Document Shared, Sign-off Reminder, Document Recalled, and Send a Copy.

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

Compose email message in the template

After you have:

• ,

• ,

• in a workflow package and

1. Go to "Message" screen.
2. Specify your personal message (up to 1500 characters) in the next appearing dialog.
3. Click "Continue". The information entered on the dialog has been saved.

SigningHub allows you to add two different types of signatures in a template, i.e. Electronic and Digital. Adding digital signatures for a recipient/ placeholder will consume digital signatures quota of your (document owner's) account, after being signed by the recipient. You can also add multiples signature fields against a signer. However, when you add the second signature field, then the first signature field will be converted into a simple hand signature field, and the second field will become the actual digital signature field. Similarly, when you add the third digital signature field, then the previous two fields will become the simple hand signature fields, and the third field will be the actual digital signature field and so on.

After you have:

• ,

• ,

• , and

• for each recipient/ placeholder as required in your template:

Add a signature field in the template

1. Select the document from the right panel -> pages tab of document viewer screen, on which signature is required from a signer. You can also manage the added documents from here.

2. Select the recipient (signer/ electronic seal/ placeholder) from the right panel -> recipients tab of document viewer screen, 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 edit dialog is displayed.
4. Specify "Level of Assurance" and "Details" under the respective tabs 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.

6. To add multiple signature fields, repeat the above steps.

Signature Fields

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:

Delete a signature field

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

The signature field will be removed from the document.

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

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

SigningHub also 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 for your template

After you have:

• ,

• , and

• in your template:

1. Enable "Allow Comments" toggle.
2. Click "Continue".

When it comes to a document access security, SigningHub gives you advanced options to additionally protect your document(s). There are three different ways through which you can restrict your document access for a recipient, i.e. configure password based authentication, or an OTP based authentication, or define a particular time period after which your document will be inaccessible to the recipients.

See the following table for details:

Document Access Security

To set access duration based on dates

Considering the screenshot scenario, the document will be accessible only from October 07, 2024 03:53:00 to October 08, 2024 03:53:00 for processing. The document will be considered declined if it is not processed within this time-period.

To set access duration 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 time-period.

To set document 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, 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 passwordTime-based one-time password

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

are very much similar to the initials, but they are done on behalf of someone else. SigningHub lets you configure in-person signatures for document signers and meeting hosts in a template. You can also add multiple in-person signature fields against a signer/ meeting host.

Add an In-Person signature field

After you have:

• ,

• ,

• and,

• for each recipient/ placeholder as required in a workflow package:

1. Select the document from the right panel -> pages tab of document viewer screen, on which in-person signature is required. You can also manage the added documents from here.

2. Select the recipient/meeting host from the right panel -> recipients tab of document viewer screen, 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 documents 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 dialog will not be automatically displayed.
5. Click "Save".

6. To add multiple in-person signature fields, repeat the above steps.

In-Person Fields

Delete an in-person signature field

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

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

You can also configure the form filling functionality for PDF compliant forms in a template. In this regard, the fields of a PDF form can be assigned to specific recipient(s). When the workflow related to this template 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 singing the document. You 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 settings in the template

After you have:

• Added the documents (a PDF form),

• Added all the recipients, electronic seals and placeholders,

• Configured workflow type and,

• Configured special privileges for each recipient/ placeholder as required in a workflow package:

1. Select the document(pdf form) from the right panel -> pages tab of document viewer screen, on which form filling needs to be configured. You can also manage the added documents from here.

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

3. The "Form Field" dialog will appear.

   1. 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.

   2. "Validation" field shows whether it's mandatory or not.

   3. "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.
4. Repeat the above steps to configure other fields on the PDF form.

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 the 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 to a Template

After you have:

• Added the documents,

• Added all the recipients, electronic seals and placeholders,

• Configured workflow type and,

• Configured special privileges for each recipient/ placeholder as required in a workflow package:

1. Select the document(pdf form) from the right panel -> pages tab of document viewer screen, on which QR Code is required. You can also manage the added documents from here.

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 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.
4. To add multiple attachment fields, repeat the above steps.

Delete a QR Code

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

QR Code - Details

QR Code - Configurations

SigningHub allows its users to add attachments in 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.

Add an attachment field in the template

After you have:

• Added the documents,

• Added all the recipients, electronic seals and placeholders,

• Configured workflow type and,

• Configured special privileges for each recipient/ placeholder as required in a workflow package:

1. Select the document from the right panel -> pages tab of document viewer screen, on which attachment fields are required. You can also manage the added documents from here.

2. Select the recipient (signer/ electronic seal/ placeholder) from the right panel -> recipients tab of document viewer screen, for whom you want to add attachment fields. You can also manage the added recipients from here.

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".

6. To add multiple attachment fields, repeat the above steps.

Attachment Fields

Delete an attachment field

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

SigningHub enables you to lock a template (make it Read-Only) so that the workflow configurations inside it cannot be modified during document preparation mode. This is useful in the situations when the defined workflow configurations within a template need to be enforced in their as it is format.

Mark a template as Read-Only

1. Go to "Documents" screen.

2. Enable "Read Only" toggle.

SigningHub allows you to add electronic seals in a workflow, Electronic Seal (eSeal), Advanced Electronic Seal (AdESeal), Qualified Electronic Seal (QESeal) are the levels of assurance available for an electronic seal. Adding electronic seals will consume 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 template.

Add an electronic seal field in the template

After you have:

• Added the documents,

• Added all the recipients, electronic seals and placeholders,

• Configured workflow type

1. Select the document from the right panel of document viewer screen, on which electronic seal is required.

2. Select the electronic seal from the right side of document viewer screen, for whom you want to add an electronic seal field.

3. Click the "Electronic Seal" 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. 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 dialog 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 in order to add a second electronic seal field.

Delete an electronic seal field

1. Click on the electronic seal field.

2. Select "Remove" option. The field will be deleted from the document.

Electronic Seal Field

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. 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 component in the template

After you have:

• Added the documents,

• Added all the recipients, electronic seals and placeholders,

• Configured workflow type and,

• Configured special privileges for each recipient/ placeholder as required in a workflow package:

1. Select the document from the right panel -> pages tab of document viewer screen, on which form components are required. You can also manage the added documents from here.

2. Select the recipient (signer/ electronic seal/ placeholder) from the right panel -> recipients tab of document viewer screen, for whom you want to add form components. You can also manage the added recipients from here.

3. 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 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 " 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 on 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.
5. To add multiple attachment fields, repeat the above steps.

Form Field - Details

Form Field - Dimensions

Delete a form field

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

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 in a template. You can also add multiple initials fields against a recipient.

Add an initials field

After you have:

• Added the documents,

• Added all the recipients, electronic seals and placeholders,

• Configured workflow type and,

• Configured special privileges for each recipient/ placeholder as required in a workflow package:

1. Select the document from the right panel -> pages tab of document viewer screen, on which initials are required. You can also manage the added documents from here.

2. Select the recipient (signer/ electronic seal/ placeholder) from the right panel -> recipients tab of document viewer screen, for whom you want to add an initials field. You can also manage the added recipients from here.

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 documents package. When you click "Properties", dialogue will appear for settings.
5. Click "Save".

6. To add multiple initials fields, repeat the above steps.

Initials Fields

Delete an initials field

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