SigningHub lets you configure the advance settings of your enterprise account. From here, you can configure default document and recipients permissions, role for unregistered users, account storage, password policy, legal notices, and certificate filters of your enterprise account, by using your admin credentials.

This section covers the following details:

• Configure enterprise default settings

• Manage enterprise legal notices

• Manage certificate filters

• Delete enterprise account

• Configure document accessibility preferences

SigningHub allows you to configure default settings for your enterprise account. This enables your enterprise users to perform their tasks more efficiently and faster. In particular, it reduces the number of API calls required for standard workflows to increase the speed of integration with third-party business applications.

Configure the default settings of enterprise

1. Login with your enterprise admin credentials.

2. Click "Configurations" in left menu and click "Advanced Settings" under Settings options in Enterprise Configurations section.
3. Tap on the Default Settings tab, configure the desired settings and click "Save changes".

There are different types of settings that you may configure:

• Login Based Settings

• Document Settings

• Recipient, Document, and Reminder Permissions

• Default Role for Unregistered Users

• Witness Signature Reason

• Password Strength Policy

• Optimize Storage Space

• Alert Setting

Login Based Settings

There are two configurations, i.e.:

• Auto trigger authentication profile

• Automatic location detection

The "Auto trigger authentication profile" option will only appear when your subscribed Service Plan allows the use of a private authentication. To automatically trigger a private authentication profile for your enterprise users, select this option and choose an authentication profile from the list. The list will display all the private authentication profiles that are allowed in your Service Plan. Enterprise users browse to your configured enterprise URL for login, and configured authentication profile is automatically triggered without the need for the user to identify themselves first. This means they do not have to submit their respective email address in order to start the authentication process. The "Automatic location detection" option allows SigningHub to auto detect the country of your enterprise users when they login from a different location (other than what is configured in their profile) and show it in a pop up. The users will then have the option whether to update the location information in their profile or not. Keep this option un-selected if you don't want SigningHub to detect the location of your Enterprise Users.

Documents Settings

Set the default document settings for a new workflow:

• Add a Unique Identifier

Enable this to add a unique identifier field by default in the PDF documents header on Upload. A unique identifier will remain the same for all the documents in a single document package of a workflow.

The Enterprise Users can however overrule these default settings as required while configuring their workflows.

Recipient, Document and Reminder Permissions

Set the default recipient, document, and reminder permissions for a new workflow:

• Configure recipient permissions

• Configure document permissions

• Configure reminder permissions

The Enterprise Users can however overrule these default settings as required while configuring their workflows.

Role for Unregistered Users

Role that will be used for guest/unregistered users when they sign a document. The user roles are managed from the Roles section, see details.

A guest user can apply a digital signature to a document if "No Authentication" is set in the assigned role. They would need to register to perform this action. A guest user can also choose language from the Document Viewer screen, if they are directly signing a document from an email link. However, this feature is controllable from SigningHub Admin.

This options shall only appear if a GeoIP connector has been configured in the SigningHub Admin's "Global Settings" page. The "Auto detect location and timezone for unregistered users" feature allows SigningHub to automatically detect the location and time zone of a guest user. ​By default, this option will be disabled.

Witness Signature Reason

Reason that will be used by your enterprise users when they add a witness digital signature on a document. With this you can make the witness signing reason uniform across your enterprise. Use the [USER_NAME] variable in the field if you want to include the names of enterprise users (in the reason) before adding witness digital signatures. It will be auto filled-in by SigningHub with respect to each user while signing.

A witness digital signature is a digital signature that is generated by using a public signing certificate (also known as witness certificate) available on the server.

Password Strength Policy

Configure the enterprise password policy for your enterprise users. The enterprise users will have to comply with the configured policy upon set/reset of their account passwords. Configure the password restrictions as required by ticking the relevant check boxes:

• Minimum Characters in Password

• Include at least one upper case character

• Include at least one numeric character

• Include at least one special character

• Enforce a password change upon next login - Enable this to enforce your Enterprise users to change their password after first login. This will be applicable to the newly registered users only.

• Set a password expiration duration - Enable this to auto-expire the passwords of your enterprise users after a certain time period. Specify the number of days in the "Expiry Duration (Days)" field after which SigningHub should expire the user passwords.

Optimize Storage Space

Based on your subscribed Service Plan, SigningHub assigns a specific storage quota to your enterprise account. This can be increased by contacting Ascertia Support if required. The storage space can be seen by viewing your current Enterprise Service Plan. It is recommended to effectively utilize the account storage space by keeping document revisions and final signed documents on your local system, cloud drives, or document management system.

Enable "Save every document revision":

• When enable, the system will start maintaining the downloadable document revisions for each change in the document (i.e. new sign, adding text, filling initials, etc.) along with their logs. These document versions provide complete document tracking, but consume more storage. The enterprise users within your enterprise will be able to download all these document revisions, by using the "Workflow history" option.

• When disable, the system will stop maintaining the downloadable document revisions for each change in the document (i.e. new sign, adding text, filling initials, etc.). The enterprise users within your enterprise will be able to download only the initial and final versions of the document, by using the Workflow history option. However, the log of each change in the document is maintained accordingly.

Alerts

Specify the time in seconds after which the system notifications should disappear. The displayed value is the one that is configured in SigningHub Admin. You can change this time for your Enterprise account as required.

It is generally recommended to downgrade your account to a free version instead of deleting it. In this way you can retain access to your important documents, however you will not be able to share them further for approval purpose. If you are still looking to remove your enterprise account from SigningHub, then you will have to manually delete all your enterprise users first. System not allow you to delete the account if any enterprise user exists in it, except the enterprise owner.

Delete your enterprise account

1. Login with your enterprise admin credentials.

2. Click "Configurations" in left menu and click "Advanced Settings" under Settings options in Enterprise Configurations section.
3. Tap on the Account Deletion and click "DELETE ENTERPRISE ACCOUNT" button.
4. Click "Send deletion email" button on "Delete my account" dialogue. A confirmation email will be sent to you with an encrypted link of account deletion. Click "Delete Account" from the email to conclude the enterprise account deletion process.

If the enterprise users within your enterprise are bothered to authenticate themselves for every new signing request, SigningHub gives you document accessibility preferences to skip the authentication step for them. In this way, a recipient (enterprise user) wont need to log into their SigningHub account to access a shared document for processing. This setting will only work when they use email links (i.e. the document links sent to them in the notification emails) or integrated apps. However, the other document accessibility permissions (i.e. Document access via password, Document access via OTP, and/ or Document access duration) will remain effective for the recipients as per the document owner's configurations, and hence cannot be overruled by this setting. Moreover, the user can specify a URL of any web page where you want to redirect the recipients (coming via email link) upon finishing their signing activity. User may show anything on this web page as it is managed and hosted by your organisation. Similarly, user can also specify a callback URL to allow your business application to control the completion of document workflows by using WebHook.

Configuration of Document Accessibility Preferences

1. Login with your enterprise admin credentials.

2. Click "Configurations" in left menu and click "Advanced Settings" under Settings options in Enterprise Configurations section.

3. Expand "Additional Settings" tab.
4. Specify the access permission for recipients using email link to access documents, Redirect URL on Close / Finish and Webhooks, and then scroll the page to view more options.

5. Specify the Work Completion section as needed.
6. Click "Save changes".

The following table illustrates the fields on the Accessibility Preferences:

Accessibility Preferences

The publishing behavior of the system with respect to whether the webhooks and the workflow completion report have been configured in the document owner's enterprise settings, and in the integration settings of the recipient's enterprise, is as below:

Sample XML for Webhooks

The XML of document processing report is composed of a header and all the workflow related actions that have been performed on the document, i.e. Shared, Signed, Reviewed, Edited, Carbon Copied, Recalled, Declined, Completed, and Deleted. A sample XML that is published on server is shown below:

Sample XML for Workflow Completion Report

The XML of workflow completion report is composed of a header and all the actions that have been performed on the document, i.e. Opened, Closed, Signed, Reviewed, Declined, etc. A sample XML that is published on server is explained below:

• The yellow highlighted portion depicts the XML header, which displays the "Package ID", "Document ID", "Document Name", "Documents", "Document Type", and "Document" information. However, the "Document" tag is optional and displays the base 64 encoded bytes of the document.

• The red highlighted portion depicts all the performed actions on the document that have been logged in the form of action tags. You can expand any action tag to view its associated details. For example, the highlighted action shows the "Date Time" on which action was performed, the "Type" of action, the "User ID" who performed the action, the "Enterprise Name" to whom user belongs, the "Information Type & Value" through which (medium) document was accessed. For more details regarding logged actions see Workflow history.