There are certain special privileges in a workflow, which you can add in a template for your choice recipients. They are:
SigningHub lets you configure special privileges in a template for each recipient in all workflow types, including "Individual" workflow type.
The option to configure "Recipient Permissions", Document Access Security", Auto Reminders", and Email Reminders" is not available for an electronic seal which has been added to the workflow.
SigningHub 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:
| Fields | Description |
|---|---|
After you have:
Configure workflow type in your template:
Click "Permissions" against the recipient/ placeholder, for whom you want to set permissions.
A dialog will appear, enable the toggles as required. See the "Recipient Permissions" table for details.
Click "Save".
The option to configure "Recipient Permissions", Document Access Security", Auto Reminders", and Email Reminders" is not available for an electronic seal which has been added to the workflow.
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
After you have:
Configure workflow type in your template
Click "Reminder" against the user you want to set reminder for.
A dialog will appear, enable the "First Remind" toggle and specify the number of days/hours after which this reminder needs to be sent. SigningHub will start the days/hours count, after the recipient has received the workflow package.
If you want to configure the subsequent reminders as well, enable the "Subsequent Reminders" toggle. Specify the number of days/hours in the "Continue to Remind Every" field after which SigningHub will continue sending reminders, and specify the total number of reminders to be sent in the "Total Subsequent Reminders" field.
Click the "Save" button. Considering the screenshot scenario, SigningHub will send a reminder 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.
The option to configure "Recipient Permissions", Document Access Security", Auto Reminders", and Email Reminders" is not available for an electronic seal which has been added to the workflow.
Irrespective of the reminder permissions configured in the workflow, the reminders shall be sent based on the configuration of the "Send Reminder Notification Time" thread in the core settings in SigningHub Admin.
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.
After you have:
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.
Click "Post processing".
The "Post Processing" dialog is displayed.
Enable the "Send the document processing report (XML)" toggle, if you want the document processing report (XML) to be sent, for a workflow.
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.
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 recipients. 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
After you have:
Configured workflow type in your template.
Click "Email Language" against the recipient you want to set language for.
A dialog will appear to select the language from the drop down, document owner's language will be selected by default.
Click the "Save" button. 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.
The option to configure "Recipient Permissions", Document Access Security", Auto Reminders", and Email Reminders" is not available for an electronic seal which has been added to the workflow.
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 to add them to SigningHub's contacts list on the fly.
Allow Print
Use this option to enable this recipient/ placeholder to print the shared document(s).
Allow Download
Use this option to enable this recipient/ placeholder to download the shared document(s).
Allow Adding Text
Use this option to enable this recipient/ placeholder to add text fields in the shared document(s) during the workflow. The added text will become permanent part of the PDF document.
Allow Attachments and Merging
Use this option to enable this recipient/ placeholder to fully manage (download, add, and remove) document attachments, and also merge other PDF documents with the shared document(s) during the workflow. If you keep this check box un-ticked, the recipient/ placeholder can only view and download the document attachments, but will not be able to add their own or remove the existing ones.
Allow Changing of Recipients
Use this option to enable this recipient/ placeholder to replace himself (i.e. Delegate other user) or change other configured recipients/ placeholders during the workflow. A recipient must have this permission in order to update the placeholders with the actual recipients.
Legal Notice
Use this option to set a legal notice for this recipient/ placeholder to agree before signing the shared document(s). Your personal (and enterprise in case of an enterprise user) legal notices will be listed for selection. This option will appear only if at least 1 legal notice exists.
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:
| Fields | Description |
|---|---|
In the following cases, the "Document Signing Authentication" option is not available on the "Set Access Security" dialog:
For the recipients of type "Reviewer" , "Editor" or "Send A Copy"
Workflow type is set to "Individual"
Recipient is a Group signer
One Time Password (OTP) and Time based One Time Password options are disabled in the service plan
In the "Mobile Number" field, enter the recipient's mobile number on which the OTP will be sent via SMS. The full international number must be entered in the 00 44 234334334 or +44 234334334 format. By default, the specified mobile number is displayed partially masked to comply with the GDPR policy. Click to view the complete number.
If the recipient's mobile number exists in the user's personal or enterprise contacts, the "Mobile Number" field will be auto-populated with the mobile number.
For the current logged-in user, in case two different mobile numbers have been configured in the user's profile and the user's contacts, the system will auto-populate the "Mobile Number" field with the number configured in the user's profile.
When the delivery method is either "SMS" or "Email & SMS", the provided mobile number in case of a guest user, will be auto-populated in the the "Mobile Number" field.
The following rules will be followed for initiating the OTP process:
The system will initiate when the recipients attempt to sign a signature field, and will not initiate OTP process when recipient attempts to mark an Initials field.
Even if Document Signing OTP Authentication is configured, OTP process will fail to initiate in case the signer is performing Bulk Sign.
When the recipient is a registered user and attempts to sign a signature field, the system will follow the OTP authentication settings (including mobile number) as configured by document owner via "Set Access Security" dialog.
In case the OTP authentication is not configured by the document owner, the system will follow the OTP authentication settings configured in the Enterprise Role while using the mobile number specified on the user's "My Settings" page.
In case OTP authentication is not configured in the Enterprise Role or Service Plan, then OTP process will not initiate.
When the recipient is a guest user and attempts to sign a signature field, the system will follow the OTP authentication settings (including the mobile number) as configured by document owner via "Set Access Security" dialog.
In addition, even if the OTP authentication is configured in the Enterprise role, OTP process will still not initiate.
This OTP authentication option will only be displayed if the "Enable One Time Password (OTP)" option is enabled in the document owner's service plan. If you cannot find this option in your account, upgrade your service plan.
The OTP method for "Document Signing OTP Authentication" will be the same as per the configured OTP method in the document owner's service plan.
"(Email)", in case only "Email OTP" is configured in the service plan
"(SMS)", in case only "SMS OTP" is configured in the service plan
"(SMS and Email)", in case both "Email OTP" and "SMS OTP" are configured in the service plan
The Time based One Time Password option will only be displayed if the "Enable Time based One Time Password (TOTP)" option is enabled in the document owner's service plan. If you cannot find this option in your account, upgrade your service plan.
If the user does not have two factor authentication (2FA) configured, they will be sent an email to set up and to provide a Time based One Time Password. If the user has already configured two factor authentication (2FA) they will be prompted to provide the Time based One Time Password from the authenticator app configured on their mobile device.
To configure the two factor authentication (2FA) the user will need to install an authenticator app (Google Authenticator, Microsoft Authenticator, etc.) on their mobile device. The email sent to the user to configure two factor authentication (2FA) will contain:
QR Code
Manual Key
Recovery Codes
To set up, the user can either scan the "QR Code" or manually input the "Manual Key" in the Authenticator app. Once the registration is successful, the user can provide the automatically generated Time based One Time Password from the Authenticator app to SigningHub in order to proceed. The list of recovery codes included in the configuration email can be used in place of a Time based One Time Password, once each recovery code, to regain access to your SigningHub account, in case you lose access to your mobile device. It is advised to save the recovery codes in a safe place. The user can however, regenerate a new list of the recovery codes from the Manage Two Factor Authentication (2FA) option. In case enterprise user loses access to your mobile device and recovery codes, or have used all of the recovery codes, you can ask your enterprise admin to reset the two factor authentication (2FA) against your account.
Considering the screenshot scenario, the document will be accessible only from October 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.
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.
Considering the screenshot scenario, the recipient will have to provide this (specified) password to access and process the document.
Considering the screenshot scenario, an OTP will be sent to the email address and specified mobile number of recipient, whenever he attempts to access the document. He must provide the received OTP to access and process the document.
Considering the screenshot scenario, recipient will be prompted to provide the Time based One Time Password whenever he attempts to access the document.
Considering the screenshot scenario, an OTP will be sent to the email address and specified mobile number of recipient, whenever he attempts to sign the document. He must provide the received OTP to sign the document.
Considering the screenshot scenario, recipient will be prompted to provide the Time based One Time Password whenever he attempts to sign the document.
A document owner can edit recipient permissions even after the document has been shared with the recipients. However, if a read-only template has been used, the document owner won't be able to edit recipient permissions after sharing the document.
In the service plan, if under "Enable One Time Password (OTP)", the "Email OTP" was checked and the "SMS OTP" was unchecked, and the document owner shared the workflow with either the "Document Access Authentication" and/or "Document Signing OTP Authentication" but before the recipient could process the document, under "Enable One Time Password (OTP)", "Email OTP" was unchecked and the "SMS OTP" was checked, the system will prompt an error and the recipient will be unable to access the document. In this case, the recipient should ask the document owner to configure the recipient's mobile number in the "Set Access Security" dialog of the shared workflow.
If the "Set Document Access Authentication for all recipients" option is selected against the document owner's user role, the document owner will not be allowed to share the workflow until "Document Access Authentication" is set for all the recipient in the workflow.
If the "Set Document Signing Authentication for all recipients" option is selected against the document owner's user role, the document owner will not be allowed to share the workflow until "Document Signing Authentication" is set for all the recipient in the workflow.
The option to configure "Recipient Permissions", Document Access Security", Auto Reminders", and Email Reminders" is not available for an electronic seal which has been added to the workflow.
Access duration
Select the check box to allow document access only for a specified duration for the selected or all recipients. You can specify the access duration via specific date and time or a number of days.
On enabling the toggle shown in the image below, the following options will be displayed:
Based on dates Set a specific from and till date/time for a recipient to access the document. The recipient will not be able to access the document beyond this duration. If the document is not processed within the specified time, the document will be considered declined.
Based on days Set a number of days in which a recipient can sign the document after receiving it. The recipient will not be able to access the document after this duration. Also if the document is not processed within the specified days, the document will be considered declined.
Access authentication
Enable the toggle to enable recipient authentication through a specified password or an OTP when attempting to access the document.
The following options will be displayed:
Shared password Set a password that the recipient would need to provide in order to access the document. While typing in a password, the Password Policy will be displayed. SigningHub will allow you to specify a password that complies with the given Password Policy. Password Policy will be configured at Enterprise level or Administrator level according to account type.
Time-based one-time password This authentication option will let the recipient access the document after they have entered the Time based One Time Password. Whenever the recipient will try to open this document they will be prompted to enter the Time based One Time Password from the authenticator app configured on their mobile device. In case the recipient has not configured two factor authentication (2FA), upon trying to access a document that requires Time based One Time Password, an email will be sent to their email address to configure two factor authentication (2FA). The document will be accessible only upon providing the correct Time based One Time Password.
Signing authentication
Enable this option to enable recipient authentication through OTP process when attempting to sign the document.
On enabling the toggle shown in the image below, the following options will be displayed:
Time-based one-time password This authentication option will let the recipient sign the document after they have entered the Time based One Time Password. Whenever the recipient will try to sign this document they will be prompted to enter the Time based One Time Password from the authenticator app configured on their mobile device. In case the recipient has not configured two factor authentication (2FA), upon trying to sign a document that requires Time based One Time Password, an email will be sent to their email address to configure two factor authentication (2FA). The document will be signed only upon providing the correct Time based One Time Password.
Save
Click to save the information entered on the dialog.
Cancel
Click to discard the information entered on the dialog.
One time password (SMS & Email) This option will let the document owner send an OTP to the recipient that will used for the purpose of recipient authentication. Whenever the recipient will try to open this document an OTP will be sent to the recipient's email, mobile number, or both depending upon the document owner's service plan configuration. When the service plan allows "SMS OTP", a field to specify the mobile number of a recipient to send an OTP will be displayed. The document will be accessible only upon providing the correct OTP. By default, the specified number is displayed partially masked to comply with the GDPR policy. Click to view the complete number.
One time password (SMS & Email) This option will let the document owner send an OTP to the recipient that will used for the purpose of signing authentication. Whenever the recipient will try to sign this document an OTP will be sent to the recipient's email, mobile number, or both depending upon the document owner's service plan configuration. When the service plan allows "SMS OTP", a field to specify the mobile number of a recipient to send an OTP will be displayed. The document will be signed only upon providing the correct OTP. By default, the specified number is displayed partially masked to comply with the GDPR policy. Click to view the complete number.
