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Upon selecting a document from your documents list, several document actions are displayed tailored to the document's current status. These actions allow you to perform operations, manage, and interact with the document. Below is a list of the available document actions:
SigningHub maintains a log of each action being performed on a document along with the respective date and time stamps. The "Workflow Details" dialog which presents the logs of each action being performed consists of two tabs; "Workflow History" and "Workflow Timeline". However, viewing "Workflow Details" is subject to your assigned enterprise user role. These logs are only available to the Document Owner.
When a user uploads a document
When a user adds a file from the library
When a user adds a file from cloud storage
The original format of the uploaded document
When the document is converted to PDF format after upload
When a user opens a document
When a user closes a document
When a user adds a contact to a workflow
When a user adds a comment to a workflow
When a user adds an attachment to a workflow
When a user adds a text field to a document
When a user fills a form field in a document
When a user updates the text in a form field
When a user adds initials to a document
When an in-person signature is added by a user
When a user signs a document
When an electronic seal is applied to a document
When an electronic seal is updated in a document workflow
The signing capacity used to sign a document
The signing reason for signing a document
When a user shares a document
When a user recalls a document
When a user approves a document
When a user updates a document
When a user hosts in-person signatures on a document
When the post-processing activity takes place on a document
When a user declines a document
When a user renames a document
When a user deletes a document
When a user prints a document
When a user adds a file to the library
When a user downloads a document
When a user adds a template
When a user applies a template
When a user completes the document workflow
When a user updates the document workflow
When a user accepts the attached legal notice
When a Time-based OTP is used for secondary authentication to access a document
When a Time-based OTP is used for secondary authentication for document signing
When OTP/TOTP is provided for field-level authentication of a signature or in-person field
The old level of assurance and the new level of assurance in case the signature field was updated while the status of the document was "In-Progress" or "Pending"
When was a workflow replicated
Who was the document shared with
When was the document shared
Who processed the document (signer, reviewer, editor, delegator, meeting host, electronic seal, gatekeeper)
When was the document processed
The time taken by the recipient to process the document
Total time taken to process the document
When was the document recalled by the user
The following document details are logged:
Who was the document shared with
When was the document shared
Who processed the document (signer, reviewer, editor, delegator, meeting host, electronic seal, gatekeeper)
When was the document processed
The time taken by the recipient to process the document
Total time taken to process the document
When was the document recalled by the user
Click the 'Documents' option in the navigation panel.
Select a document, and click the 'Details' option in the information panel.
Click the 'History' option and the list of activities will appear.
Click on a signature or any other activity to see its details.
The delivery method will also be displayed in the details of the applicable log items.
Click the 'Documents' option in the navigation panel.
Select a document, and click the 'Details' option in the information panel.
Click the 'Timeline' option and the workflow timeline will appear.
The document owner has the option to download a .xls file of the 'Timeline' of the document by clicking on the 'Export to excel' button.
When the "Delete document logs on generation of Workflow Evidence Report" is configured in the service plan of the document owner. the detailed document logs will then only be available in the downloaded PDF of the Workflow Evidence Report under the "Audit Trail" section. Contact your SigningHub Admin in case of any assistance.
The following will not become part of the details log under the 'History' dialogue:
Preview of email notification sent to document owner
Preview of signature image
The 'Timeline' tab will not appear for the following cases:
When the document is in 'Draft' mode
When the workflow was set to 'I am the only signer'
If the "Delete document logs on generation of Workflow Evidence Report" is configured in the service plan of the document owner
If in the workflow the role of the recipient is configured as "Send a Copy"
If the workflow is recalled by the document owner and shared again, the 'Timeline' tab will show the recipients:
Who had processed the document before the recall
Who had processed the document after sharing it again
Who has the document been shared with
At times you need to look for the other details of a document(s) package that are not visible in the document listing table, i.e. documents included in the package, when it was uploaded, source, type, document size etc. The package details appear in the information panel when you select a document.
Click the "Documents" option from the navigation panel.
Select the document package for which you want to see the package details.
Expand the package information appearing at the bottom of the information panel.
SigningHub provides an efficient, fast and easy way to share a pile of 'Draft' documents (up to 50) in one go. For this, you can use the "Send selected documents" option to send off multiple documents.
However, SigningHub does not allow to send off the documents, if they have:
Incomplete signature fields (i.e. signature field has not been defined for each signer/ placeholder)
Statuses other than the "Draft" status
The availability of the 'Bulk Share' feature is subject to your subscribed Service Plan and Enterprise Role. If you cannot find this option in your account, please ask your Enterprise Admin to upgrade your service plan and enable it in your Role.
Select 'Draft' documents (up to 50), and click the "Send selected documents" button in the information panel.
The bulk send dialogue box will appear. It will list your selected documents.
Click on the 'Send' button to send the documents. The selected documents will be sent off right away and the circular progress percentage bar will display the sending progress.
In case a document cannot be shared, the respective reason will be displayed accordingly. Click the "Close" button to conclude the process.
You can share up to 50 documents in one go through bulk sharing.
Whenever a document package is shared, the workflow quota of the respective document owner's account is consumed, and hence the available count is decreased by one. In the case of bulk sharing, the workflow count will be decreased according to the number of documents successfully shared.
The availability of the "Bulk share" feature is subject to your subscribed service plan and user settings. If you cannot find this option in your account, please ask your Enterprise Admin to upgrade your service plan and enable it in your Role.
An enterprise user will only be able to view the enterprise templates that are allowed under "Allowed Templates" against their user role in the enterprise settings.
If the "Set Document Access Authentication for all recipients" option is selected against the document owner's user role, the document owner will not be allowed to share the workflow until "Document Access Authentication" is set for all the recipients in the workflow.
If the "Set Document Signing Authentication for all recipients" option is selected against the document owner's user role, the document owner will not be allowed to share the workflow until "Document Signing Authentication" is set for all the recipients in the workflow.
SigningHub provides an efficient, fast, and easy way to sign a pile of documents (up to 50) in one go. For this, use the "Sign selection" option to sign your (multiple) documents (in the 'Pending' and 'Draft' statuses) through a single-click operation. Bulk signing duly works with document signing, reviewing, updating, in-person signing and adding your initials. However, SigningHub does not allow you to sign those ('Pending' and 'Draft') documents through a bulk signing list, for which:
Permissions (Password or OTP) have been set to open the document, or
Permission (Document Signing Authentication) has been set for the recipient, or
The set duration permission to open the document has expired, or
The next configured recipient in a workflow is an undefined placeholder, or
The set delegate duration period has expired, or
The mandatory form fields assigned to you are empty
A mandatory attachment field has been assigned to you
The availability of the "Bulk Sign" feature is subject to your subscribed Service Plan and Enterprise Role. If you cannot find this option in your account, please ask your Enterprise Admin to upgrade your service plan and enable it in your Role>Document Settings.
Select 'Pending' and 'Draft' documents (up to 50), and click the "Sign selected documents" button in the information panel.
The bulk sign dialogue box will appear. It will list your documents based on the required actions.
Click on each of the following action buttons to bulk-sign the selected documents, based on your assigned recipient roles:
Reviewer: Click on the 'Approve Documents' button, add any optional comments, and then click the 'Approve' button to approve.
Editor: Click on the 'Submit Documents' button to submit the documents.
Meeting Host: Click on the 'Host the Documents' button, and the 'Apply In-Person Signature' dialogue box will appear. Enter the required details, then click 'Sign' to apply the signature.
Electronic Seals: Click on the 'Apply Electronic Seal' button, and the electronic seal will be applied.
Basic Signatures: Click on the level of assurance, and the 'Sign' dialogue box will appear. Click the 'Sign' button to complete the signing.
Advanced Signatures: Click on the level of assurance, select the signing server in the 'Sign' dialogue box, and then click 'Sign' to apply advanced signatures.
While a document is being processed, a circular percentage progress bar will appear next to it, to indicate the progress.
If any document can not be signed, the respective reason will be displayed, click on the 'Continue' button to continue signing the eligible documents. (You will be able to sign these documents individually after bulk signing.)
If a legal notice is configured with any of the selected documents, an 'I agree to all legal notice(s)' toggle will appear. Toggle it on to agree to the legal notice. It is mandatory to agree to the legal notices before proceeding to sign.
If any document has an initial field, then SigningHub will display a dialogue box to add your initials first.
If due to any reason bulk signing fails for a document, a summary dialogue will appear to show the reason for failure, and a caution icon will appear adjacent to the button.
If your textual signature is already filled in with your fixed name, it is because the signature text editing is restricted in your enterprise role. Your signature text can be edited under the "Signature" tab in 'Personal Configurations.
Choose a desired appearance for your signature. The options being populated in the "Signature Appearance Design" field are the allowed appearances to your enterprise user role. You can also see this list in your signature appearance. The signature appearance will be auto-filled and cannot be changed if it's restricted from enterprise roles signature settings to use a specific appearance for the selected Signing Server.
In case of bulk signing using a signature pad, the "Remember the captured signature for use throughout this document" option will not appear.
Upon clicking the "Sign" button, if any 'Authentication Method' is configured for the selected signing capacity under enterprise roles, an authentication dialogue box will appear. If no 'Authentication Method' is configured for the selected signing capacity under enterprise roles, the document signing process will start. In the list of documents selected for bulk signing, all the signature fields with the same level of assurance that matches the selected 'Signing Capacity', in the above step, will be signed.
If you have selected CSC Signing Server to perform signature and "Authorisation Code" is selected as the "Auth Type" in CSC Connector, then on clicking the 'Sign' button you will be shown an additional authorisation option, depending upon the authorisation settings configured in your CSC Server:
Implicit
Explicit (One Time Password (OTP)/PIN Number)
OAuth Authorisation Code
All unregistered users using the CSC Signing Server to perform signatures will be shown an additional authorisation option, as mentioned above, upon clicking the 'Sign' button.
If "Client Credentials" is selected as the "Auth Type" in the CSC Connector and a valid CSC User ID has been configured for the user, then on clicking the 'Sign' button, no additional authorisation will be required for signing.
There could be a possibility that both the options of OTP and PIN number are configured as a signing time authentication by your CSC Server.
In case the Level of Assurance of a "Signature" field is set to "Simple Electronic Signature", then only Document Signing Authentication will work.
In case of signing of XML document, optionally you may also specify "Commitment Type Indication". SigningHub populates values of this field in editable mode from your Personal Signing Details. When specified they will become a permanent part of your XML signature.
In the case of OTP authentication, the OTP method will be 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
If the user has authenticated once against an "Authentication Method" which is configured for a "Signing Capacity", the user will not be prompted to re-authenticate the same "Authentication Method" even if it is configured against a different "Signing Capacity". In case a different "Authentication Method" has been configured against the new "Signing Capacity", the user will be prompted to authenticate against it.
Select 'Pending' and 'Draft' documents (up to 50), and click the "Sign selected documents" button in the information panel.
The bulk sign dialogue box will appear. It will list your documents based on the required actions.
Select the level of assurance for which a signing server has the Remote Authorized Signing configured.
Select the signing server against which Remote Authorized Signing has been configured.
Click on the 'Sign' button in the 'Sign' dialogue box.
An authentication request will be sent to your registered mobile device for remote authorisation. In case you want to withdraw the remote authorisation request, click on the "Cancel Request" button.
Run the SigningHub app (Android or iOS) on your mobile device and log in with the same account credentials through which you have logged in from the SigningHub web.
A popup will appear on your mobile device to authorise your signature through touchID or PIN. Upon authorisation, the document is signed.
Based on your signing details, the bulk signing feature supports both the server-side signing and client-side signing methods.
SigningHub supports the "Bulk Signing" operation through Remote Authorised Signing (RAS) as well. This can be done by sending a single authorisation request from your mobile device running a SigningHub mobile app. For more details about what is Remote Authorised Signing, see the FAQs on Partner Portal.
Font colour will not be applicable in Signature Appearance while performing signature on any PDF/A document with "CMYK" colour space to ensure PDF/A compliance.
Bulk signing duly supports signing Word files and XML files.
If the workflow type is "Only-Me" and the document package has 2 documents each having a signature field with a different level of assurance, when trying to "Bulk Sign and Share"; the first document will be signed and upon re-initiating the signing process the "Status" of the workflow will prompt an error message. Thus to sign such workflow, the user will have to restart the bulk signing process.
SigningHub produces the "XAdES-Baseline-LTA" ETSI-compliant signatures for XML documents but for backward compatibility with ADSS Server version 6.9 or less SigningHub will produce the XAdES Extended signature on base of key "ES-X-L" added in web.config file.
You must agree to all the legal notices configured with the selected documents before signing them.
The system will prompt for OTP or password before showing the document preview if it is enabled for any of the selected documents.
You can sign up to 50 documents in one go through bulk signing. Contact sales if you are looking to extend this limit.
Whenever a pending document is digitally signed, the digital signatures quota of the respective document owner's account is consumed, and hence their available count is decreased by one.
The availability of the 'Bulk Sign' feature is subject to your subscribed Service Plan and Enterprise Role. If you cannot find this option in your account, please ask your Enterprise Admin to upgrade your service plan and enable it in your Role.
In case the Level of Assurance of a "Signature" field is set to "Electronic Signature", then Signing Servers will not appear on the signing dialogue box.
SigningHub supports the "Bulk Signing" operation with the selected signing capacity for a particular level of assurance similar to the one configured by the document owner for the signature field.
You cannot perform 'Bulk Signing' without adding an attachment if a mandatory attachment field has been assigned to you.
In the case of Simple Electronic Signature (SES), an enterprise user will only be able to use Signature Appearance Design, if the "Allow users to use the signature appearance for Simple Electronic Signatures" check box is enabled in the Signature Appearance Preferences, against the user's role.
In the case of Simple Electronic Signature (SES), for an individual user, the Signature Appearance Design drop-down is available but by default, no signature appearance is selected. In order to use the signature appearance the user can select any allowed signature appearance from the drop-down.
In the "Sign" and "Apply In-Person Signature" dialogue box, the user's default location will be shown, as configured in the user's personal profile. In the case of an unregistered user:
if the auto-detect location checkbox is checked, and the GeoIP connector has been configured, the system will pick the location and time zone using the GeoIP connector.
If either the auto-detect location checkbox is unchecked, the GeoIP connector has not been configured, or the GeoIP connector is faulty or not functional, the system will use the location and time zone of the document owner.
Based on the type of users, the following mentioned signature appearances will be available:
In the case of an enterprise user, all the signature appearances are allowed in the user role.
In the case of an individual user, all the signature appearances are allowed in the user's service plan.
In the case of an unregistered user:
If the document owner is an enterprise user, all the signature appearances are allowed in the document owner's user role.
If the document owner is an individual user, all the signature appearances are allowed in the document owner's service plan.
In the case of a Simple Electronic Signature (SES) signature stamp, against the "Signed by" attribute:
the system will show the name of the user as configured in the user's profile in their personal profile.
in case of an unregistered user, the system will show the name of the unregistered user as saved in the document owner's contacts.
In the case of Electronic Seal (eSeal), the user will now be able to select the allowed signature appearance design, signing capacity, contact information and location.
The eID Easy Signing Server does not support bulk signing.
SigningHub gives you the liberty to start a new workflow from any stage (status) of an ongoing document workflow. This will create a fresh copy of the previous workflow document with all the entered details (signatures, initials, filled forms, etc.), and will allow the document owner/ recipient to configure a new workflow on it. The previous workflow will continue triggering without any interruption as per its configuration. Consider the following points before using the "Start New Workflow" option:
Each workflow configuration will need to be defined from scratch in the new workflow.
The default workflow type will be the one as defined in your role. You can change it as required.
The signed signature (electronic & digital) fields, and filled-in initials, in-persons and form fields in the document will be available in the new workflow.
The unsigned Digital signature fields in the document will be displayed as unassigned signature fields in the new workflow.
The unsigned Electronic signature fields in the document will not be available in the new workflow.
The attachments will be available in the new workflow.
The comments, annotations, unfilled initials & in-persons, and unfilled form fields will not be available in the new workflow.
A recipient cannot start a new workflow, if any document accessibility permission is configured for him in the previous workflow i.e. document opening with a password, document opening with OTP, document accessibility duration, etc.
Click the "Documents" option in the navigation panel.
Select a document and click the 'Start new workflow' button in the information panel.
The new workflow screen will appear with a fresh copy of the document (added).
Configure the workflow details as required, and click the "Send" button to share the workflow.
The unsigned signature fields (from the previous workflow) in the new workflow will be displayed as unassigned signature fields. You may assign these fields to other recipients, or leave them unassigned to hide them from the final signed document copy.
A recipient cannot start a new workflow, if any document access security is configured with the document package in the previous workflow i.e. document opening with password, document opening with OTP, document access duration, etc.
Whenever a document is shared, the workflow quota of the respective document owner's account is consumed, and hence the available count is decreased by one.
The availability of the "Start New Workflow" option is dictated by your Enterprise Admin through the Enterprise Role configuration.
SigningHub allows you to recall your In-Progress and Pending document(s), provided it is allowed in your role. This is useful in cases where you have accidentally initiated a premature workflow or document sign-off is no longer required for any reason. You can recall an in-progress or pending document at any stage of a workflow, i.e. start, middle, just before completing, etc. The document recalling feature is available to the document owners only.
Click the "Documents" option in the navigation panel.
Select the in-progress document and click the "Recall" button in the right panel.
You can even select multiple documents.
A confirmation dialog will appear, click the "Yes" option.
The selected document(s) will be recalled.
Their workflow(s) will be terminated and the document(s) will be reverted to the "Draft" status.
SigningHub will increment the available workflow quota of the document owner's account by one.
An intimation email will be sent from the document owner to the immediate next configured recipient (in case of a sequential workflow) or all the configured recipients (in case of a parallel or individual workflow), regarding the termination of the workflow.
Only those "Pending" documents will have the "Recall" option, in which the document owner is also a part of their workflow.
A document owner can recall up to 50 documents together in one go.
If you could not find the "Recall" option, this implies it is not allowed in your role to recall a document.
SigningHub allows you to send reminders to your document recipients who do not timely respond to your workflow. In this regard, you can configure auto reminders during document preparation that are sent after a specific (configurable) time period, or you may also manually send reminders to your recipients. When you remind a recipient who has not responded to your workflow document as yet, the original email notification is resent to them. Based on your workflow type, there can be two different scenarios:
In case of a sequential workflow, a reminder is sent to the immediate next recipient because of which workflow is halted.
In case of an individual or parallel workflow, a reminder is sent to all the recipients who have not signed the document.
Click the "Documents" option in the navigation panel.
Select the "In Progress" document for which you want to send the reminder and click the "Send reminder" button in the information panel. You can send reminders for multiple 'In-progress' documents.
A confirmation dialog will appear, click the "Yes" button to to send the reminder. The email notification email will be resent to the recipient(s) of the selected document(s).
Reminders can be sent for the "In Progress" documents.
You can remind up to 50 documents together in one go, or as defined in your service plan.
The "Workflow history" option provides a soft copy of workflow activities related to a selected document, which is sufficient for your own audit trail record. However, when you need to present these workflow details in hard copy as legal proof outside SigningHub, use a workflow evidence report. A Workflow Evidence Report entails the detailed logs of each SigningHub transaction performed within a document workflow. It is available to the respective Document Owner only and is downloaded in PDF file. The PDF is also digitally signed by Ascertia with an invisible PAdES-B-LT signature and can be used as legal proof outside SigningHub. So in case a recipient in the workflow repudiates their signature, or if there is any query related to the workflow, this report can resolve all such issues. However, viewing the Workflow Evidence Report is subject to your assigned enterprise user role. If you are willing to use this provision, ask your Enterprise Admin to enable it in your Role.
Click the 'Documents' option in the navigation panel.
Select a completed document, and click the 'Evidence report' option in the information panel. The workflow evidence report will be downloaded to your local 'Downloads' folder as a PDF.
In the workflow evidence report, based on the selected delivery method for each recipient, either their email or mobile number shall be shown.
The workflow evidence report of a replicated workflow will show that the workflow was replicated.
The delivery method will also be displayed in the details of the applicable log items.
The workflow evidence report PDF contains invisible PAdES-B-LT or PAdES-B-LTA signatures according to the configurations in SigningHub Admin.
The workflow evidence report PDF is available for completed documents only.
The availability of the Workflow Evidence Report is subject to your subscribed service plan. If you cannot find this option, contact sales.
The workflow evidence report PDF contains unique identifier information subject to your subscribed Service Plan and for enterprise users as well as the default settings.
You can download any document from your SigningHub account for your record, or when you require it for any reason outside SigningHub. In case a package contains a single document, it is downloaded to your local Downloads folder in a PDF file, while in case of multiple documents in a package, it is downloaded in a zip file. You can also select multiple document rows for downloading as long as their aggregated size is less than 500 MB. However apart from your own documents (i.e. the documents with the Draft, In-progress and Completed statuses), the effectivity of the download option is subject to your document downloading permissions as configured by the respective Document Owner. Hence, if you don't have the downloading permissions for a (Pending/ Signed/ Approved/ Edited/ Declined) document, you can't download it.
Click the "Documents" option in the navigation panel.
Select the required document and click the "Download" button in the information panel.
If there is a single document in the package, the document is downloaded to your local Downloads folder in a PDF file, however, if the package contains multiple documents, it is downloaded in a zip file. Similarly, if you have selected multiple documents, it is also downloaded in a zip file.
You can download multiple documents together up to 500Mbs size. They are downloaded in a zip file.
By default, all your documents are listed in the "Inbox" folder. SigningHub enables you to create custom folders and shared spaces to organise your documents as required. You can freely move your files from one folder to another, and can also move them back to their previous folder. However, as a shared space collaborator, you can only move Draft documents to the shared spaces.
Click the 'Documents' option in the navigation panel.
Select the documents that you wish to move.
Click the 'Move to folder' option in the information panel.
Select the folder in which you want to move the document, and click on the 'Submit' button.
You can select a folder to view its documents.
If the "Archiving" feature is enabled in the service plan, the "Archive" folder appears in the folders options.
Completed and Declined documents can be moved to the Archive folder.
You can click the archive folder to view its documents.
You can click a shared space to view its documents.
As a document owner, you can only move your Completed and Declined documents to the archive folder.
As a shared space collaborator, you can only move Draft documents to the shared spaces.
Only those shared spaces will be available for selection that are related to you, i.e.:
The shared spaces you own, and
The shared spaces in which you are a collaborator.
SigningHub allows you to post comments (up to 255 characters) in a document workflow to accommodate any extra communication between the stakeholders (i.e. document owner & configured recipients). The posted comments are maintained separately in a workflow and do not become part of a completed/ signed PDF document. Posting 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 .
Click the "Documents" option in the navigation panel.
Select the desired document and click "Comments" in the information panel.
The user can:
Configure the recipients for a comment: The user has the option to either post a comment for all the configured recipients or any specific recipient(s). The "Add comment for everyone" option is available at the bottom of the recipients list. To post a private comment for any specific recipient(s), click "Add comment" adjacent to its name in the recipients list. When a private comment is sent, a lock icon appears against the comment, indicating that it is a private comment. A private comment will only be visible to the recipient(s), for whom the private comment was posted.
Specify the comment: The user can specify the comment (up to 255 characters), to be posted for the recipients, in the comment box. The user can add multiple comments and the posted comments will be shown like a normal chat.
Click the "Send" button to post the comment.
A recipient can post a private comment for the document owner even if the document owner is not a part of the workflow.
Only those comments will be visible to the recipient, which were added after the recipient was added to the workflow.
Comments can not be posted for the recipients, whose user role is "Send a Copy".
Comments can not be posted for placeholders. However, once a placeholder is replaced by a recipient, comments can be posted for the recipient.
The "Comments" dialogue box is updated every time the document is reopened or the screen is refreshed, as the case may be.
A recipient can post comments even after they have processed (signed/reviewed/edited/hosted In-Person signatures) the document.
In case of a gatekeeper, any comment posted by the gatekeeper at the time of the document approval will be displayed as a private comment for the original recipient.
For every comment posted, the system sends out an intimation email to the recipients, to whom the comment is visible.
When you delete a document, it is purged from your SigningHub account and cannot be recovered again. You can delete any document(s) from your documents list, provided it is allowed in your role. But before deleting a document, you need to know the following considerations:
| User | Document deleted | Status | Order | Impact on workflow |
|---|
Deleting a document in "Draft", "Signed", "Approved", "Updated", "Completed, or "Declined" status does not have any impact on the workflow.
Click the "Documents" option in the navigation panel.
Select the document(s) that you want to delete and click the 'Delete' button in the information panel.
Click "Delete" on the confirmation dialogue.
If you cannot find the 'Delete' button in the information panel, this implies it is not allowed in your role to delete a document.
When you select a 'Pending' document, the 'Sign' button appears in the information panel, allowing you to initiate the signing process. Clicking the 'Sign' button opens the document in the document viewer. An 'Action Required' banner will display the number of actions you need to complete. You can either click the 'Go to Field' button or manually left-click the signature field and then select the 'Sign' option to sign the document.
Select a 'Pending' document, and click the "Sign" button in the information panel.
Click the 'Go to field' button appearing on the 'Actions Required' banner. Or manually locate the field assigned to you.
Left-click the signature field, and click on the 'Sign' option.
Click on the 'Sign' button.
To open and view a document, you have two options:
Click directly on the document name.
Select the document and click "View Document" in the information panel. This button will be available for all documents in statuses other than 'Pending.'
Choose the method that suits you best for a quick preview of your document’s contents.
SigningHub always emphasizes the need for paperless document transactions and encourages organisations to develop the "think before you ink" culture. However, if you still want to have a hard copy of your document, you can print it from your SigningHub account. Apart from your documents (i.e. the documents with the Draft, In-progress and Completed statuses), the effectivity of the print option is subject to your document printing permissions as configured by the respective . Hence, if you don't have printing permissions for a (Pending/ Signed/ Approved/ Edited/ Declined) document, you can't print it.
Click the "Documents" option in the navigation panel.
Select the document and click the "Print" button in the information panel.
A provision will appear through which you can set your preferences to print the document.
SigningHub allows you (Document Owner) to rename your documents package as long as its status is either "Draft", "In Progress" or "Pending". If you do not rename a package, the package name is automatically determined based on the names of all the documents in it, separated by a comma. SigningHub will keep appending the package name in the same way (i.e. document name and a comma), upon adding a new document in it. Once you rename a package SigningHub will stop appending its name further, to add new documents in it.
Click the "Documents" option in the navigation panel.
Select the desired document and click the "Rename" button in the information panel.
SigningHub now allows users to replicate workflows by applying the original workflow's details (recipients, permissions, post-processing, etc.) to a new workflow and prompting the user to upload the updated document. This feature saves the document owner from having to reconfigure workflow details. This feature is especially useful in cases where changes are required in a document and the workflow has to be re-initiated. The availability of the "Replicate Workflow" option is subject to the configurations of your user role. If you are willing to use this feature, please ask your Enterprise Admin to enable it in your .
A workflow can only be replicated by a document owner, or a shared space collaborator, if it has any of the following statuses:
Draft
In-progress
Pending
Declined
Completed
Click the "Documents" option in the navigation panel.
Select a document and click the "Replicate workflow" button in the information panel.
After workflow replication, it is mandatory for the documents to be re-uploaded. If the user chooses not to re-upload the documents, the workflow might not work as expected. The gray-dotted line around the document shows a document that needs to be re-uploaded. Click on the Re-upload button.
After uploading the document, the document owner can any of the settings that they wish to change, if any. Once done, click on the "Continue" button.
Perform the necessary actions, and share the workflow.
After workflow replication, the name of the template that was applied to the original document will not be visible next to the document name.
Optionally, a document can also be re-uploaded by:
Clicking the three dots menu and clicking the "Re-upload" button.
Upon clicking the re-upload button, the "Update Document" dialogue box will appear. Upload the document using your desired document upload method.
The uploaded document must have the same or more number of pages than the original document being replaced.
Depending on the configurations, 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.
When a workflow is being replicated, all the documents within the document package should be re-uploaded.
The replicate workflow option will not be available for the Word or XML document.
If the document owner does not re-upload the document, there is a possibility that the user may be able to see the existing signed fields, if any, on the document.
If the document page rotation of the original and the re-uploaded document is not the same, it could disturb the location of the fields on the re-uploaded document.
If a QR code has become part of the original document, the replicated QR code field will be added at the 10x10 position in the re-uploaded document.
If the document owner does not re-upload the document, a message will be shown on the document viewer prompting the user to re-upload the document.
When replicating a workflow the following setting will be replicated:
Recipients:
Users
Groups
Placeholders
Electronic Seals
Recipient Permissions
Recipients' Access Security
Recipients' Reminder Settings
Post Processing Settings
Email Message
Workflow Types and Settings
Documents
Certify Policy Settings
Fields:
Signatures
In-person Signature
Initials
Name
Job Title
Company
Date
Text Field
Text Area
Radio
Check Box
QRCode
Attachment
Comments and Document Comments
Specify the new name of your document(s) package, and click the "Save changes" button. The package will be renamed accordingly. However the names of documents in the package will still remain the same. See details .
Before it is signed/ approved/ updated by a recipient | In Progress | Individual |
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Before it is signed/ approved/ updated by the 1st recipient | In Progress | Sequential |
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After it is signed/ approved/ updated by the 1st recipient and before the 2nd recipient's signature | In Progress | Sequential |
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In any case.. | In Progress | Parallel |
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After receiving it from a document owner | Pending | Individual | The document will be declined and shown with the "Declined" status to the document owner and the recipient. |
After receiving it from a document owner | Pending | Sequential | The document will be declined, and workflow will either stop at that point or continue to the next signer, based on the workflow configuration (i.e. the "continue workflow on decline" option is enabled or not):
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After receiving it from a document owner | Pending | Parallel | The document will be declined, and workflow will either stop at that point or continue to the other recipients, based on the workflow configuration (i.e. the "continue workflow on decline" option is enabled or not):
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