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SigningHub enables you to save your frequently used documents in the library for future use. In this way when you need approvals on the similar documents again, you can simply add them from SigningHub Library to initiate the workflows. From the library section, individual users can manage (Add, Edit, Delete and Move) their personal documents. The users can manage their personal library documents better by creating personal library folders and moving documents between folders.
In case you are logged in as an enterprise user, SigningHub lets you view your enterprise information in read-only mode. In this regard, you can view your enterprise name, enterprise account owner name, their email address and their mobile number.
Click "Configuration" then click "Personal information" under Profile & Security options in Personal Configuration section.
Expand "Enterprise" tab.
The "Enterprise" tab will not be shown to the individual account holders.
SigningHub provides Remote Authorised Signing (RAS) feature, to allow you to authorise a remote signature (done on server) using your registered mobile device(s), running any of the SigningHub native apps (i.e. Android or iOS). The device will have its user authentication built-in (touchID or PIN), so in a way you can also get two-factor authentication. The feature is available on those Android devices that support fingerprints verification, while in case of iOS devices, it can work with both touch ID or passcode verification. When you are allowed (available in your service plan and configured in your role) to use this feature, then upon signing for the first time you need to register your device via SMS and Email OTPs before authorization. This is a one time process only. Once your device is registered you can start authorizing your signature from it. Similarly, you can register multiple mobile devices with your account. For more details, visit Ascertia's Partner Portal for frequently asked questions.
Click "Configuration" then click "Authorized devices" under Profile & Security options in Personal Configuration section.
You can easily register your mobile device with your SigningHub account, or de-register your registered device from your SigningHub account, visit Ascertia's Partner Portal for frequently asked questions.
The availability of Remote Authorized Signing (RAS) feature is subject to your subscribed service plan and assigned role. If you cannot find the "Authorized Devices" tab in your account, contact your Enterprise Admin.
It is often observed that people forget their passwords from time to time. So in order to recover your forgotten password, SigningHub lets you set a security question, which can alternatively be used to confirm your identity.
Click "Configuration" then click "Personal information" under Profile & Security options in Personal Configuration section.
Expand "Security Question" tab.
Complete the fields accordingly, i.e. specify your current password, and then specify your security question and its answer.Make sure you choose strong security question whose answer is not guessable by anyone. For security reasons, your security answer is displayed in asterisks (***) by default. However, if you want to see your security answer, click appearing next to the "Security Answer" field.
Click "Save changes".
This tab will only appear when you log into your SigningHub account either through SigningHub ID or through SSL authentication with password. It will not be available when you use other IDPs for login authentication.
It is always recommended to periodically reset your password, at least after every three months. However, when you feel someone else has gained access to your password, reset it immediately.
Click "Configuration" then click "Personal information" under Profile & Security options in Personal Configuration section.
Expand "Change Password" tab and complete the fields accordingly, i.e. specify your current password, and then add and confirm your new password.
Click the "Change password" button.
This tab will only appear when you log into your SigningHub account either through SigningHub ID or through SSL authentication with password. It will not be available when you use other IDPs for login authentication.
The system will log out the user from all the other devices except for the one in use on password reset.
In case you are an enterprise user, then your password should comply with password policy as defined by your enterprise admin.
SigningHub does not allow its users to set as password, the following:
Their user account (i.e. Email Address)
The last used password
Their full user name
A Time based One Time Password (TOTP) is a temporary passcode generated by an algorithm that uses the current time of day as one of its authentication factors. Time based One Time Passwords provide additional security as even if a user's traditional password is stolen or compromised, an attacker cannot gain access without the TOTP, which expires quickly. The Two-Factor Authentication (2FA) tab will only be displayed if the "Enable Time based One Time Password (TOTP)" option is enabled in the user's service plan. If you cannot find this option in your account, upgrade your service plan. Time based One Time Password (TOTP) can be used as a secondary authentication method for login, server-side signing, and document opening.
Click "Configuration" then click "Two-factor authentication" under Profile & Security options in Personal Configuration section.
Click "Enable Two-Factor Authentication" button.
An email will be sent to your email address to configure two factor authentication.
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. 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.
Once the registration is successful, the user can provide the automatically generated Time based One Time Password from the Authenticator app to SigningHub and click the "Enable 2FA" button.
Click "Configuration" then click "Two-factor authentication" under Profile & Security options in Personal Configuration section.
To disable two factor authentication, click on the "Disable Two-Factor Authentication" button.
To regenerate the recovery codes, click on the "Regenerate recovery codes" button. You will be prompted to provide the Time based One Time Password. In case you do not have access to your mobile phone, you can also input a recovery code, that has not been used before, in place of the Time based One Time Password.
SigningHub allows you to import contacts in bulk using a CSV file. The file must have the valid email addresses of each contact. This is a smart way for individuals and enterprise users to add multiple contacts into SigningHub through a single click. 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.
Click "Configuration" then click "Contacts" under People options in Personal Configuration section.
Click "Bulk contacts" button.
Select the required CSV from your system and click "Submit". All the contacts (with valid email addresses) that do not currently exist in your SigningHub account, will be added from the CSV file.
There are multiple ways to get a CSV file. You can create a CSV file using any word processing, database, spreadsheet or text edit applications. When creating a CSV file, the first row must be the header row that shows the field names for the file. Each subsequent row can then represent a unique user email id along with the user's names (i.e. first name and last name).
A CSV file should contain the following information:
"Email Address" to input user's email id. It is a mandatory column header.
"Last Name" to input user's last name. It is an optional column header.
"First Name" to input user's first name. It is an optional column header.
"Mobile Number" to input user's mobile number. It is an optional column header.
You can also export your contacts (in a CSV file) directly from Outlook, Thunderbird, or any other email service provider. Since SigningHub is mainly concerned with the email column header of a CSV file, therefore three types of headers are supported, i.e. Primary Email, E-mail Address, and Email Address.
You can edit any content inside a CSV file as required.
In case the contact names are specified in a CSV file (i.e. First Name and/ or Last Name), they will be populated accordingly in the name fields of a contact.
In case a contact name is not specified in any name field, then the contact username (portion of email address before the "@" symbol) will be shown as contact name.
The rest of the column headers inside a CSV file are not related to SigningHub, so they will be ignored when you import the file.
The CSV file being used to import contacts in bulk must have the valid email addresses of the contacts. SigningHub supports three different types of email headers for use in a CSV file, i.e. Primary Email, E-mail Address, and Email Address. You can export your contacts (to a CSV file) from Outlook, Thunderbird, or any other email service provider that supports these email headers.
To populate the contact's name field, SigningHub looks for the name fields within the CSV file, i.e. First Name and Last Name, and combines them. If the contact name is not specified, then the contact username (portion of email address before the "@" symbol) will be shown as contact name.
To populate the mobile number field, the "Mobile Number" header is supported with in the CSV file, for reading the mobile number of the contacts.
SigningHub lets you configure your personal information, password, security questions and locale in your SigningHub profile.
Click "Configuration" then click "Personal information" under Profile & Security options in Personal Configuration section.
Expand "Information" tab and click "Edit" button.
Specify your information in the related fields.
Click "Save changes".
See the fields description below.
Click "Configuration" then click "Library" under Documents options in Personal Configuration section.
Your folders will be list in "Folders" section.
Click "Configuration" then click "Library" under Documents options in Personal Configuration section.
Click "New folder" button in Folders section.
Enter the name of the folder you want to create and click on the "Save" button, in the right panel. The maximum length of the folder name is 255 characters.
Click "Configuration" then click "Library" under Documents options in Personal Configuration section.
Select the desired folder and click "Rename" in the right panel.
Rename the personal library document folder and click the "Save" button.
Click "Configuration" then click "Library" under Documents options in Personal Configuration section.
Select the desired folder and click "Delete" in the right panel.
Click "Delete" in the confirmation dialogue.
You can not create/rename a personal library document folder with the same name as of an existing personal library document folder.
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.
After you click "Add template".
Drag and drop the document or select them from your device.
The document will be added for further processing.
Each supported document is automatically converted into PDF format, before bringing it to the SigningHub platform.
When you need to add form filling in a template, upload a PDF form.
After adding a template document, proceed to the Add recipients and placeholders phase.
SigningHub recommends to specify your regional information, so that your account configurations can be customised according to your geographical location. Once specified, SigningHub will start manipulating your document transactions according to your time zone, and will change the entire interface into your language.
Currently, SigningHub supports more than 20 international languages (i.e. English, Dutch, Arabic, Spanish, Russian, French, Hindi, Japanese, Chinese, Greek, Norwegian, Romanian, etc.) to enable the global users to send documents for signature in their native language.
Click "Configuration" then click "Personal information" under Profile & Security options in Personal Configuration section.
Expand "Locale" tab and click "Edit" button.
Complete the fields accordingly, i.e. specify your country, time zone and language. From the "Language" field select your desired language to use SigningHub in. The entire GUI of your SigningHub account will be displayed in the selected language.
Click the "Save changes" button.
​SigningHub can also determine and set your locale information (i.e. Country and Time zone) on the basis of your GeoIP.
If the Language and Country were specified at the time of user registration/account registration, the specified values will reflected on the Locale screen. If the values were not specified, the default values are fetched.
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.
Click "Configuration" from left menu, then click "Templates" under Documents options in Personal Configuration section.
Enterprise templates will be listed under "Enterprise" section.
An enterprise user will only able to view the enterprise templates that are allowed under "Allowed Templates" against their user role in the enterprise settings.
Click "Configuration" from left menu, then click "Templates" under Documents options in Personal Configuration section.
Personal templates will be listed under "Personal" section.
Click "Configuration" from left menu, then click "Templates" under Documents options in Personal Configuration section.
Click "Add template" in Personal section.
Add a document for this template. All the workflow related configurations will be done on this document.
Enable/disable "Read only" as required.
Configure certified signature preferences as required.
Add recipient(s) and placeholder(s) as required.
Configure workflow type/ order.
Configure special privileges for each recipient/ placeholder as required.
Configure recipient permissions.
Configure document access security
Configure auto reminders
Configure post processing
Click "Continue" to go to viewer screen.
Add data fields for the recipients as required.
Add signature fields
Add in-person signature fields
Add initials fields
Add form components
Configure form filling settings for a PDF form
Add email message as required.
Once you have set the required configurations, click the "Save and Close" button.
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.
Click "Configuration" from left menu, then click "Templates" under Documents options in Personal Configuration section.
Select the desired template and click "Clone" in the right panel.
Specify the name, description and enable read only toggle as required.
Click "Clone".
Click "Configuration" from left menu, then click "Templates" under Documents options in Personal Configuration section.
Select the desired template and click "Edit" in the right panel.
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.
Once done, click "Save and Close".
Click "Configuration" from left menu, then click "Templates" under Documents options in Personal Configuration section.
Select the desired template and click "Edit" in the right panel.
Go to "Documents" screen and specify the new name in "Template name" and click "Continue".
Then, you can make further changes or exit.
Upon exit, click "Save" in the exit dialog.
Click "Configuration" from left menu, then click "Templates" under Documents options in Personal Configuration section.
Select the desired template and click "Delete" in the right panel.
Click "Delete" in the confirmation dialog.
You can create as many template clones as allowed in the template quota of your service plan.
The workflow configurations within a read-only template cannot be modified during document preparation, except updating placeholders.
​To experience the exact settings, it is recommended to use the template (being created) on the same documents. The actual positions of configured signature/ initials/ in-person fields may alter, if this template is applied on different type or size of documents.
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:
Fields | Description |
---|---|
After you have added a template document:
Click the three dots menu and select the "Certify" option, against the document.
Choose the required certification preference from the next appearing dialog.
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.
Click the "Save" button.
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:
Roles | Description |
---|---|
As you add a template document, the "Recipients" area will appear:
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.
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.
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.
Repeat the above two steps to add multiple recipients as required.
The "SMS" and "Email & SMS" delivery methods will become available if the "Enable SMS notifications" option is enabled in your service plan.
In case of "SMS" or "Email & SMS", the document owner will have to provide the mobile number of the recipient. 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.
The SMS notifications will be sent for the following actions:
When a document has been shared or bulk shared
When a document has been recalled
For a sign-off reminder
When a document has been signed
When a document has been processed by others
When a document has been processed by me
When a comment has been added to a document
The "SMS" and "Email & SMS" will not be available as delivery methods for the following:
When the recipient is a group
When the recipient is a placeholder
For an electronic seal
When the role of the recipient is "Send a Copy"
From the "Recipients" area:
Click "Add a placeholder" and specify the placeholder name.
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.
Repeat the above two steps to add multiple placeholders as required.
The "SMS" and "Email & SMS" will not be available as delivery methods when the recipient is a placeholder.
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:
Click "Add logged in User", a logged in user field will be added in the recipients list as a placeholder.
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.
Repeat the above two steps to add multiple placeholders as required.
You can also add recipients through a CSV file. The file must have the valid email addresses/mobile number of each recipient.
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.
Click "Add recipients from CSV".
Drag and drop or select the csv file.
Click "Save" or you can remove the selected file.
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.
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.
Click "Add an electronic seal".
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.
Repeat the above two steps to add multiple electronic seals.
The SMS will not be available as a delivery option in case of an electronic seal.
Click "Remove" against the recipient/ electronic seal/ placeholder, which you want to delete from the list and it'll be deleted.
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:
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.
A recipient must be assigned the "Allow Changing of Recipients" permissions, in order to allow them to update the placeholder field with the actual recipient during workflow execution.
A recipients group can be selected as a recipient, to configure group signing, group approving, and/ or group updating utilities in a workflow.
In case the specified recipient (signer) does not have a SigningHub account and a digital signature field is configured for him/her, s/he will be asked to register to SigningHub before applying digital signature on the document. However, the recipient does not require a SigningHub account, when an e-signature field is configured for him/her.
The CSV file being used to add recipients must have the valid email addresses of the recipients. SigningHub supports three different types of email headers for use in a CSV file, i.e. Primary Email, E-mail Address, and Email Address. You can export your contacts (to a CSV file) from Outlook, Thunderbird, or any other email service provider that supports these email headers.
After adding the recipients and placeholders in a template, proceed to the Configure workflow type phase.
Electronic seals can be added in "Serial", "Parallel", and "Custom" workflow types.
SigningHub supports four different types of a workflow, see the following table for details:
Roles | Description |
---|
After you have:
, and
in your template:
Choose the required workflow type, i.e. Serial, Parallel, Individual, or Custom. By default, the "Serial" type is selected.
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.
Click "Continue".
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.
When changing from "Serial", "Parallel" or "Custom" to "Individual" workflow type:
All the recipients and their special privileges will be retained
Recipient Role e.g Signer, Reviewer etc of the first recipient will be followed
All the assigned data fields related to recipients will be deleted
When changing from "Individual" to any other workflow type:
All the recipients' roles e.g Signer, Reviewer etc will be retained
All the recipients' special privileges will be retained
Data fields related to recipients will be assigned to the first recipient.
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 . You may change the default behavior as required before saving the template.
See the following table for details:
Fields | Description |
---|
After you have:
,
, and
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.
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.
Click "Configuration" then click "Library" under Documents options in Personal Configuration section.
In case you are logged in as an Enterprise user, select "Personal" from the "Type" drop down available at top-right of the screen.
The "Folder" drop down can be used if you want to view personal documents added to a specific folder. The "Folder" drop down will appear, if there is at least one personal library document folder created. Your personal documents will be listed. The document with a configured template will be showing the template name next to it.
Click "Configuration" then click "Library" under Documents options in Personal Configuration section.
Select "Enterprise" from the drop down available at top-right of the screen. The "Folder" drop down can be used if you want to view enterprise documents added to a specific folder. The "Folder" drop down will appear, if there is at least one enterprise library document folder created. The document with a configured template will be showing the template name next to it.
Click "Configuration" then click "Library" under Documents options in Personal Configuration section.
In case you are logged in as an Enterprise user, ensure "Personal" is selected from the top-right drop down of the screen.
Click "Add document" button.
Browse your document(s) from your system to upload. You can also drag and drop your document(s) to the right panel.
Click the "Upload" button.
Click "Configuration" then click "Library" under Documents options in Personal Configuration section.
In case you are logged in as an Enterprise user, ensure "Personal" is selected from the top-right drop down of the screen.
Select the desired document and click "Edit" button in the right panel.
Edit the required content i.e. Document name, Template or Folder.
Click the "Save" button.
Click "Configuration" then click "Library" under Documents options in Personal Configuration section.
In case you are logged in as an Enterprise user, ensure "Personal" is selected from the top-right drop down of the screen.
Select the desired document and click "Move to folder" button in the right panel.
Select the folder into which you want to move the document and click the "Move" button. If you want to create a new folder, click on the "New Folder" button.
Click "Configuration" then click "Library" under Documents options in Personal Configuration section.
In case you are logged in as an Enterprise user, ensure "Personal" is selected from the top-right drop down of the screen.
Select the desired document and click "Delete" button in the right panel.
Click "Delete" in the confirmation dialogue.
Each supported document is automatically converted into PDF format, before bringing it to the SigningHub platform.
​An enterprise user cannot edit or delete the enterprise document(s).
SigningHub allows the user to track the 'Active Sessions' so that the user will be able to know about their recurrent logins. SigningHub lets you view information about the 'Active Sessions' in read-only mode. In this regard, you can view name (of the system), agent (web browser) and IP address.
Click "Configuration" then click "Active sessions" under Profile & Security options in Personal Configuration section.
A single browser is considered a single session.
For concurrent sessions, the following system behavior is followed:
In case of a session timeout, the session will be deleted instantly.
In case of a session kill, the session will be retained in the database but shall be deleted once the core thread runs, and a period of 4 hours has passed since its retention.
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
After you have:
,
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.
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 later anytime to any recipients, during a workflow execution. SigningHub might show some pre-defined reminders as laid out in your . You may change the default settings as required before saving the template
After you have:
,
, and
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.
SigningHub enables you to create groups of your for the , , and/ or purposes. These groups are available to you, when you need to add recipients in a and/or in a . The individual and enterprise users can manage (Add, Edit, and Delete) their personal groups, while the enterprise users can also view the enterprise groups, as maintained by their enterprise admin.
Click "Configuration" then click "Groups" under People options in Personal Configuration section.
Enterprise groups will be listed in "Enterprise Groups" section.
Click "Configuration" then click "Groups" under People options in Personal Configuration section.
Personal groups will be listed in "Personal Groups" section.
Click "Configuration" then click "Groups" under People options in Personal Configuration section.
Click "Add group" button.
Specify group name, and description in the respective fields.
Click "Add member".
Type in the contact's email id and click "Add member" to include in the group. Your personal contacts (and enterprise contacts in case you are an enterprise user) will be available for selection. Repeat the step 5 to add multiple contacts in the group.
Click "Configuration" then click "Groups" under People options in Personal Configuration section.
Select the desired group and click "Edit" button in the right panel.
Click "Edit".
Edit the required content (i.e. Name, Description, or Add/ Delete Contacts).
Click "Save changes".
Click "Configuration" then click "Groups" under People options in Personal Configuration section.
Select the desired group and click "Delete" button in the right panel.
Click "Delete" in confirmation dialogue.
​An enterprise user cannot edit or delete the enterprise group(s).
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.
After you have:
,
, and
in your template:
Enable "Allow Comments" toggle.
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:
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, .
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, .
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.
SigningHub lets you customize your personal account settings. From here, you can manage your profile, signatures, contacts, groups, templates, documents library, notification emails, legal notices, delegated signing, and storage settings.
Fields | Description |
---|---|
​After configuring the workflow type, proceed to the phase.
(Optionally) you can select a folder for each document to move in to. Your personal library document folders will only be listed in the drop down, if there is at least one personal library document folder created. (Optionally) you can also select a for each document to apply pre-configured workflow settings on it. Your (and enterprise templates in case you are an enterprise user) will be listed in the drop down.
An enterprise user will only able to view the enterprise templates that are allowed under "Allowed Templates" against their .
In case the configured enterprise template has been disallowed under "Allowed Templates" against their , the template will not be applied.
An enterprise user will only able to view the enterprise documents that are allowed under "Allowed Library Documents" against their .
Click the "Save changes" button. The saved groups can be used in and in while adding recipients.
Picture
Field to browse your display picture. The selected picture will also be shown in your signature verification dialog and in your signing comments.
Name
Field to specify your name. The specified name will be used in SigningHub for your identification.
Read-only field to show your email address that is registered as SigningHub account ID.
Role
Read-only field to show your assigned role in SigningHub.
Cloud Signature Consortium (CSC) User ID
Specify the Cloud Signature Consortium (CSC) User ID. This user ID will be used for performing signatures using the Cloud Signature Consortium (CSC) server where "Client Credentials" has been selected as the "Auth Type" in the CSC Connector.
Cloud Signature Consortium (CSC) User ID field will be shown only if a CSC Signing Sever has been configured in the user's Service Plan.
National ID
Field to specify your RUT/ RUN/ eID or any unique identifier. This is an optional field and is used for your system-wide identification in addition to your email ID. When specified, this ID can be used in the following areas:
The Workflow screens related to recipient, i.e. Add Recipient, Update Recipient, Replace Recipient, etc.
The Template screens related to recipient adding and updating
The document viewer screen
The "Advanced Search" dialog of Enterprise Users
Mobile Number
Job Title
Field to specify your job title. The specified name will be used in the auto filling of (related) form fields during signing operations.
Company Name
Field to specify your company name. The specified name will be used in the auto filling of (related) form fields during signing operations.
Certify with no changes
Select this option to disallow any changes to the document after the Certified Digital Signature has been applied. The recipients will not be able to add any annotation to the document, fill PDF forms, or include additional signatures. This option is intended for documents requiring only one signature.
Certify with form filling and signing
Select this option to allow the recipients to only fill in PDF forms, and sign empty signature fields, after the Certified Digital Signature has been applied. They will not be able to add any new annotations to the document. This option is intended for documents requiring one or more signatures.
Certify with form filling, signing and annotations
Select this option to allow the recipients to fill in PDF forms, sign empty signature fields, and add annotations to the document after the Certified Digital Signature has been applied. This option is intended for documents requiring one or more signatures.
Document Signer
Being a signer, the recipient/ placeholder needs to sign a document. As per the workflow configuration, this signature can either be electronic or digital. After signing in the assigned signature field, a signer has to click the "Finish" button to complete the document signing. Alternatively s/he may use the "Decline" option to refuse it, or use the "Delegated" option to assign their role to someone else.
Moreover, a signer should also fill in the assigned form fields, initials, and/ or in-persons fields (if any) before signing. Whenever a digital signature is made by any signer, the signature quota of the respective document owner's account will be consumed.
Document Reviewer
Being a reviewer, the recipient/ placeholder needs to approve a document by clicking the "Review" button. Alternatively s/he may use the "Decline" option to refuse it, or use the "Delegated" option to assign their role to someone else. Reviewing does not involve any signing activity. Moreover, a reviewer should also fill in the assigned form fields, and/ or initials (if any) before reviewing.
Document Editor
Being an editor, the recipient/ placeholder needs to update a document by clicking the "Submit" button. Alternatively s/he may use the "Decline" option to refuse it, or use the "Delegated" option to assign their role to someone else. Editing does not involve any signing activity. An editor should also fill in the assigned form fields, and/ or initials (if any) before updating.
Meeting Host
Being a meeting host, the recipient/ placeholder needs to facilitate the document signing process for the configured in-person signers. A host can give his/her device control to the (in-person) signers, and get their signatures in his/her presence. After getting all the signatures, a meeting host has to click the "Finish" button to complete the document hosting. Alternatively s/he may use the "Decline" option to refuse it, or use the "Delegated" option to assign their role to someone else. Hosting itself does not involve any signing activity. However, a host should also fill in the assigned form fields, and/ or other information fields before finishing.
Send a Copy
When the "Send a Copy" role is selected for a recipient, SigningHub emails the most recent copy (at that stage of workflow) of document to the recipient as an email attachment. The document copy is auto sent (on its turn) and does not require any human intervention.
Electronic Seal
This user role only appears against an electronic seal added to the workflow. This user role is disabled and can not be updated.
Serial | In a serial workflow, a single copy of document is circulated among all the recipients in a defined (linear sequential) order, and collects all signatures on it. Each recipient has to wait for their turn to process the document. Tick the "Continue workflow on decline" option, if you want the serial workflow to continue even when any recipient declines/ deletes the document. |
Parallel | In a parallel workflow, a single copy of document is circulated among all the recipients at the same time (i.e. in a parallel order), and collects all signatures on it. The recipients can process the document in any order. Tick the "Continue workflow on decline" option, if you want the parallel workflow to continue even when any recipient declines/ deletes the document. |
Individual | In an individual workflow, an exclusive copy of document is sent to each recipient for processing. In this case multiple signed copies of the document are produced. |
Custom | In a custom workflow, a single copy of document is circulated among all the recipients in a choice order, and collects all the signatures on it. You can set a combination of serial and parallel signing orders in a custom workflow. The recipients will have to process the document accordingly. Tick the "Continue workflow on decline" option, if you want the custom workflow to continue even when any recipient declines/ deletes the document. See the details of custom workflow below. |
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. |
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.
|
Access authentication | Enable the toggle to enable recipient authentication through a specified password or an OTP when attempting to access the document.
|
Signing authentication | Enable this option to enable recipient authentication through OTP process when attempting to sign the document.
|
Save | Click to save the information entered on the dialog. |
Cancel | Click to discard the information entered on the dialog. |
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 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.
After you have:
Configured special privileges for each recipient/ placeholder as required in a workflow package:
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.
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.
Click the "attachment" option, and drop it on the document.
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.
Click "Save".
To add multiple attachment fields, repeat the above steps.
You can only edit the on-screen dimensions but not the PDF dimensions.
Click on the attachment field in the document to delete, and select "Remove" option. The field will be removed from the document.
Only one document can be added against a single attachment field.
Once an attachment has been added the system will disable the attachment field on the viewer.
A document owner can only add an attachment field if:
"Manage document attachments and document merging" is allowed against their user role, and
"Attachments and Merging" feature is allowed against their service plan.
The attachment field will only appear for a recipient, if the "Allow Attachments and Merging" permission is allowed for the recipient.
If the "Manage document attachments and document merging" is disallowed against their user role, all the unprocessed attachment fields on draft documents, will be removed.
If the "Allow Attachments and Merging" permission is disallowed for a recipient, all the unprocessed attachment fields, assigned to the recipient, on the draft document, will be removed.
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.
After you have:
Select the document from the right panel of document viewer screen, on which electronic seal is required.
Select the electronic seal from the right side of document viewer screen, for whom you want to add an electronic seal field.
Click the "Electronic Seal" option, and drop it on the document.
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.
Click "Save".
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.
Click on the electronic seal field.
Select "Remove" option. The field will be deleted from the document.
You can only edit the on-screen dimensions but not the PDF dimensions.
After sharing the document, when it is the turn of the electronic seal for signing, the electronic seal is automatically signed using the configured settings, without any user interaction.
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.
After you have:
Added the documents (a PDF form),
Configured special privileges for each recipient/ placeholder as required in a workflow package:
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.
Now, singly click on the desired field of the PDF form, and click "Properties".
The "Form Field" dialog will appear.
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.
"Validation" field shows whether it's mandatory or not.
"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.
Repeat the above steps to configure other fields on the PDF form.
SigningHub allows the assigning of form fields, as well as all other basic form components such as radio buttons, check boxes and drop down lists in a template.
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.
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.
Go to "Documents" screen.
Enable "Read Only" toggle.
A template can be made read-only even if it has any placeholder or a recipient without signature field.
The workflow configurations within a read-only template cannot be modified during document preparation, except updating placeholders.
To experience the exact settings, it is recommended to use the template (being created) on the same documents. The actual positions of configured signature/ initials/ in-person fields may alter, if this template is applied on different type or size of documents.
The document owner (and the shared space collaborator, if any) can not update the level of assurance of a "Signature" or an "In-Person Signature" field, while the status of the document is, "In-Progress" or "Pending", where a read-only template has been applied.
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.
After you have:
Configured workflow type in a workflow package and
Go to "Message" screen.
Specify your personal message (up to 1500 characters) in the next appearing dialog.
Click "Continue". The information entered on the dialog has been saved.
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 enables you to manage your legal notices that need to be agreed by the recipients during workflow. The recipients must have to agree with the legal notice to sign/ review/ update the document. The individual and enterprise users can manage (Add, Edit, and Delete) their personal legal notices, while the enterprise users can also view the enterprise legal notices, as maintained by their enterprise admin.
Click "Configuration" then click "Legal notices" under Documents options in Personal Configuration section.
Your enterprise legal notices will be listed in "Enterprise Legal Notices" section.
Click "Configuration" then click "Legal notices" under Documents options in Personal Configuration section.
Your enterprise legal notices will be listed in "Personal Legal Notices" section.
Click "Configuration" then click "Legal notices" under Documents options in Personal Configuration section.
Click "Add legal notice" button in Personal Legal Notices section.
Specify name and content of legal notice in the respective fields.
Click the "Save changes". The saved notices can then be used while adding them in a template and/ or while adding them in a workflow.
Click "Configuration" then click "Legal notices" under Documents options in Personal Configuration section.
Select the desired legal notice and click "Edit" in right panel.
Edit the required content (i.e. Name or Description).
Click the "Save changes".
Click "Configuration" then click "Legal notices" under Documents options in Personal Configuration section.
Select the desired legal notice and click "Delete" in right panel.
Click "Delete" in the confirmation dialogue.
An enterprise user cannot edit or delete the enterprise legal notice(s).
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.
After you have:
Configured special privileges for each recipient/ placeholder as required in a workflow package:
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.
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.
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.
To add multiple attachment fields, repeat the above steps.
Click on the field in the document to delete, and select "Remove" option. The field will be removed from the document.
You can only edit the on-screen dimensions but not the PDF dimensions.
The width and height of on-screen dimensions for QR Code will be same. If you change any one of it, other will be set on it's own
For the best QR Code scanning experience, use the default size of 120 * 120. The user can decrease or increase the size of the QR Code as per their requirement. In case of a QR Codes lesser in size than 50 * 50, the scanning experience might be affected.
The option to add a QR Code is available for "Individual" workflows as well.
The user can now add multiple QR Codes on a document.
The QR Code becomes a part of PDF document when it is shared, signed, reviewed or updated.
In-person signatures 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.
After you have:
Configured special privileges for each recipient/ placeholder as required in a workflow package:
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.
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.
Click the "In-Person Signature" option, and drop it on the document.
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.
Click "Save".
To add multiple in-person signature fields, repeat the above steps.
In the following cases, the "Authenticate signer via OTP" option is not available:
If recipient is a group signer or a placeholder.
If One Time Password (OTP) and Time based One Time Password options are disabled in the service plan.
In case of an Individual workflow type.
If there is an unprocessed signature/in-person signature field with the "Authenticate signer via OTP" option configured, the user will not able to "Bulk Sign" and "Bulk Sign and Share" the document.
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 "Authenticate signer via OTP" 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
If the signer'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 of the recipient, will be auto-populated in the the "Mobile Number" field.
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.
In case a recipient is changed and the "Authenticate signer via OTP" option was configured, the system will require the mobile number of the new recipient.
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:
You can only edit the on-screen dimensions but not the PDF dimensions.
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.
A document signer/ meeting host can have multiple in-person signatures in a workflow document.
Only those signing capacities will appear for in-person signing, which are having Electronic Seal (eSeal) as a level of assurance.
An in-person signature will be a witness digital signature, it is generated by using a witness certificate which is a public signing certificate available on the server for digital signing.
An invisible signature doesn't have any visible appearance on a document. However it entails all other verifiable characteristics of e-signing, i.e. Time Stamping, Certificate Chain, Certificate Status, etc. An invisible signature can be a Digital Signature, Witness Digital Signature, or Witness In-Person Signature as configured in a workflow.
You can also add an in-person signature field on a previously signed document, if the document is not certified or locked.
The document owner (and the shared space collaborator, if any) can update the level of assurance of an "In-Person Signature" field, while the status of the document is, "In-Progress" or "Pending".
In case of the document owner is an enterprise user, they can set any level of assurance as allowed in the Enterprise Role.
In case of the document owner is an individual user, they can set any level of assurance as allowed in the Service Plan.
In the edit dialog, only the "Level of Assurance" field will be editable, the rest of the fields will be read-only.
The level of assurance of an In-Person signature field can not be updated if a read-only template has been applied.
Only the level of assurance of unprocessed fields can be updated.
Where previously, the level of assurance of an In-Person signature field was set to "Simple Electronic Signature (SES), the system will not allow updating the level of assurance.
Where previously, the level of assurance of an In-Person signature field was any other than "Simple Electronic Signature (SES), the system will not allow updating the level of assurance to "Simple Electronic Signature".
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.
After you have:
Configured special privileges for each recipient/ placeholder as required in a workflow package:
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.
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.
Click the "initials" option, and drop it on the document.
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.
Click "Save".
To add multiple initials fields, repeat the above steps.
You can only edit the on-screen dimensions but not the PDF dimensions.
A document recipient can have multiple initials in a workflow document.
You can also add an initials field on a previously signed document, if the document is not certified or locked.
Click on the initials signature field in the document to delete, and select "Remove" option. The field will be removed from the document.
A document signer/ meeting host can have multiple in-person signatures in a workflow document.
Only those signing capacities will appear for in-person signing, which are having Electronic Seal (eSeal) as a level of assurance.
An in-person signature will be a witness digital signature, it is generated by using a witness certificate which is a public signing certificate available on the server for digital signing.
An invisible signature doesn't have any visible appearance on a document. However it entails all other verifiable characteristics of e-signing, i.e. Time Stamping, Certificate Chain, Certificate Status, etc. An invisible signature can be a Digital Signature, Witness Digital Signature, or Witness In-Person Signature as configured in a workflow.
You can also add an in-person signature field on a previously signed document, if the document is not certified or locked.
The document owner (and the shared space collaborator, if any) can update the level of assurance of an "In-Person Signature" field, while the status of the document is, "In-Progress" or "Pending".
In case of the document owner is an enterprise user, they can set any level of assurance as allowed in the Enterprise Role.
In case of the document owner is an individual user, they can set any level of assurance as allowed in the Service Plan.
In the edit dialog, only the "Level of Assurance" field will be editable, the rest of the fields will be read-only.
The level of assurance of an In-Person signature field can not be updated if a read-only template has been applied.
Only the level of assurance of unprocessed fields can be updated.
Where previously, the level of assurance of an In-Person signature field was set to "Simple Electronic Signature (SES), the system will not allow updating the level of assurance.
Where previously, the level of assurance of an In-Person signature field was any other than "Simple Electronic Signature (SES), the system will not allow updating the level of assurance to "Simple Electronic Signature".
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.
After you have:
Configured special privileges for each recipient/ placeholder as required in a workflow package:
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.
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.
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".
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.
To add multiple attachment fields, repeat the above steps.
You can only edit the on-screen dimensions but not the PDF dimensions.
Click on the field in the document to delete, and select "Remove" option. The field will be removed from the document.
A document recipient can be assigned multiple form fields.
In case a form field is not assigned to any recipient, then all recipients in the workflow can enter text in that field before processing the document.
When a document owner adds any form fields for themself in a DRAFT document, the fields will be auto filled with the available data in their profile. However this is not applicable for the "Individual" workflows.
When a document (with the assigned form fields) is opened in the PENDING mode for signing, the relevant data (i.e. Name, Email, Job, Company, etc) will be automatically populated in the form fields (editable) from the recipient's profile (i.e. Settings > Profile). The Date form field is always filled with the current date (i.e. Today's date) in editable mode.
SigningHub allows you to enable/ disable the On-Screen, Email/SMS and Push notifications. These notifications are specifically associated with your account and workflow related activities, and are used to intimate you and your recipients when any immediate attention is required.
The "On Screen" notifications are those that usually appear in your system notifications for account related events.
The "Email/SMS" notifications are those that are sent through emails to you and your recipients for any workflow related actions.
While the "Push" notifications are sent directly on your mobile device as a pop-up message, if you have installed SigningHub Mobile app (i.e. Android or iOS) on it. You don't necessarily have to be in the SigningHub Mobile app or using your devices to receive them.
Click "Configuration" then click "Notifications" under Settings options in Personal Configuration section.
Under the "Notifications" tab, Enable the options (i.e. On Screen, Email, and/ or Push) as required to send and receive the notification(s) accordingly. You can also enable all the options against an event.
Click "Save changes".
See the below table for description.
By default, On screen and Email/SMS notifications are sent to pending recipients only.
In case you are logged in as an enterprise user, these notifications configurations will overrule your enterprise notification configurations.
The emails sent from an enterprise account and from SigningHub to the enterprise users are branded as per the enterprise branding configurations, and will have the company defined customisations (i.e. header, footer, logo, etc.) in the email content.
In case constraints are set to unlimited in Service Plan for Templates, Workflows, and Signatures then Limit Reached Notifications will be hidden for the account owner.
Notifications related to Limit Reached, Payments, Account Downgraded will be displayed for Individual account only.
The SMS notifications will only be sent, if the "Enable SMS notifications" option is enabled in your service plan.
Users may not always be available to sign their documents, to curb this situation, SigningHub provides the ability to document signers to delegate the signing of their documents to trusted people within the Enterprise for a defined period of time. This could be used for when the signer is on holiday or travelling. Alternatively, SigningHub also provides the ability to assign Delegatees. Delegatees are trusted people who can review documents before being sent to the signer for being signed. The delegatees can also decline the documents that should not be sent to the signer.
SigningHub provides the Delegated Signing facility through which you can assign your signing authority to trusted people (your contacts) for a defined time period, so they may process the documents in your absence. If enabled, when a document is sent to you, a copy of the document will be automatically be forwarded to your delegated contact as well. SigningHub allows the signer to delegate their signing authority to multiple delegates at different defined time frames. The delegated contact can then process (sign / review / edit) the document on your behalf by using their own private key. The signature field will show the name of the delegated signer, however, the signature verification dialog will show your (the actual signer's) name along with a "Delegated" caption.
Click "Configuration" then click "Delegation settings" under Settings options in Personal Configuration section.
Enable "Delegated Signing" and click "Add a delegate" button.
Specify the contact to whom you want to delegate your signing authority. The contact can be specified by using their Name, Email ID, or National ID.
Specify the exclusive time period by using the "From" and "To" fields during which this configuration is effective. The Delegated Signing will be ineffective beyond the specified time period.
Click the "Submit" button. Repeat the above steps to add multiple delegates.
The delegate will be added in delegated settings list.
Click on "Save changes" button from "Delegate Settings" screen.
Click "Configuration" then click "Delegation settings" under Settings options in Personal Configuration section.
Select the desired delegate signing authority and click "Edit" in right panel.
Edit the information as required.
Click the "Submit" button. "Edit Delegate" dialog will be closed
Click on "Save changes" button from "Delegate Settings" screen.
Click "Configuration" then click "Delegation settings" under Settings options in Personal Configuration section.
Select the desired delegate signing authority and click "Delete" in right panel.
Click "Delete" in the confirmation dialogue.
Click on "Save changes" button from "Delegate Settings" screen.
SigningHub provides the delegatee facility through which you can assign your reviewing authority to trusted people (your contacts), so that they may filter documents for you. If enabled, the documents will be automatically forwarded to the delegatees before you are required to sign. The delegatee can then process (review / decline) the document on your behalf. The delegatee caption along with the signer name will be shown in the recipient's section. After a delegatee has approved a document, the documents shared with all the other delegatees will also be marked as approved, and the document will be forwarded to the original recipient(signer). After a delegatee has declined a document, the documents shared with all the other delegatees will also be marked as declined. When you disable the delegatee feature or delete all the delegatees, all the pending documents will automatically be forwarded to the original recipient(signer). Upon adding another delegatee, all the pending documents will be shared with the new delegatee as well. Upon changing a delegatee, all the pending documents will be moved from the previous delegatee to the new one. A delegatee is also allowed to view and add document comments on the document. A delegatee can also add attachments to the document, based on the "Allow Attachments and Merging" set by the document owner for the original recipient.
Click "Configuration" then click "Delegation settings" under Settings options in Personal Configuration section.
Enable "Delegated Review" and click "Add a delegate" button.
Specify the contact to whom you want to assign as your delegatee. The contact can be specified by using their Name, Email ID, or National ID.
Click "Submit". Repeat the above steps to add multiple delegatees.
The delegatee will be added in delegated settings list.
Click on "Save changes" button from "Delegate Settings" screen.
If you are an enterprise user, then the availability of this option is subject to ​the "Delegated Settings" provision in your assigned role. Please contact your Enterprise Admin to enable it.
If you are a part of any enterprise, and looking to delegate your authority to a guest user, then you must have the "Restrict Delegated Signing to only registered users" option un-selected in your assigned role.
A maximum of five delegates can be configured as signing authorities for different defined time frames.
A maximum of five delegatees can be configured at a time.
A user can be set as a delegatee for only one user. (Multiple users can not add the same person as their delegatee.)
The documents processed by the delegatee will stay with the delegatee, even after he has been removed as a delegatee.
SigningHub allows you to add two different types of signatures in a template, i.e. Electronic and Digital. Read more about the electronic and digital signatures. 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:
Configured special privileges for each recipient/ placeholder as required in your template:
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.
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.
Drop the "Signature" field on the required location on the document. By default, upon dropping the "Signature" field, the edit dialog is displayed.
Specify "Level of Assurance" and "Details" under the respective tabs as needed.
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.
To add multiple signature fields, repeat the above steps.
In the following cases, the "Authenticate signer via OTP" option is not available:
If recipient is a group signer or a placeholder.
If One Time Password (OTP) and Time based One Time Password options are disabled in the service plan.
In case of an Individual workflow type.
If there is an unprocessed signature/in-person signature field with the "Authenticate signer via OTP" option configured, the user will not able to "Bulk Sign" and "Bulk Sign and Share" the document.
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 "Authenticate signer via OTP" 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
If the signer'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 of the recipient, will be auto-populated in the the "Mobile Number" field.
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.
In case a recipient is changed and the "Authenticate signer via OTP" option was configured, the system will require the mobile number of the new recipient.
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:
You can only edit the on-screen dimensions but not the PDF dimensions.
To prevent bloating of a document with multiple Digital Signatures, if more than one Digital Signature fields are dropped against a single signer, only the last dropped signature field will be retained as a Digital Signature field, and the rest of the dropped signature fields will be converted to Simple Electronic Signature.
This conversion of Level of Assurance is individually applicable to each document with in a package i.e. each document can retain one digital signature field.
This conversion of Level of Assurance is applicable regardless of whether or not Simple Electronic Signature is allowed against a user's role settings, the system will still retain only the last dropped signature field as a Digital Signature field, and convert the rest of the dropped signature fields to Simple Electronic Signature, and the user will be able to sign it as well.
After the conversion of Level of Assurance:
if the user deletes the last added signature field, the system will update the Level of Assurance of the second-last added signature field to match the Level of Assurance of the deleted field.
if the user manually updates the Level of Assurance of a field which was converted to Simple Electronic Signature, the system will retain the updated Level of Assurance.
Let's understand this with an example: In this example, five Digital Signature fields have been dropped on multiple pages of a document, against a single signer. The last page (page 4) of the document has no signature for this signer. Only the last dropped signature field (fifth, on page 3) will be retained as a Digital Signature field, and the system will automatically convert the Level of Assurance of the rest of the dropped signature fields to Simple Electronic Signature (i.e. annotation).
Click on the signature field in the document to delete, and select "Remove" option.
The signature field will be removed from the document.
A hand signature is a simple annotation that is added in the document along with the actual digital/ e-signature, when multiple digital/ e-signature fields are configured for a signer.
You can not add the digital signature and e-signature fields for the same recipient in a template.
An electronic signature can also be a witness digital signature, if it is generated by using a witness certificate which is a public signing certificate available on the server for digital signing.
If the specified recipient (signer) in a template, does not have a SigningHub account and a digital signature field is configured for him/her, s/he will be asked to register to SigningHub before applying digital signature on the document. However, the recipient does not require a SigningHub account, when an e-signature field is configured for him/her.
The availability of Witness Digital Signature and OTP security features is subject to your subscribed service plan. If you cannot find these options in your account, upgrade your service plan.
An invisible signature doesn't have any visible appearance on a document. However it entails all other verifiable characteristics of e-signing, i.e. Time Stamping, Certificate Chain, Certificate Status, etc. An invisible signature can be a Digital Signature, Witness Digital Signature, or Witness In-Person Signature as configured in a workflow.
The OTP length is based on your subscribed service plan. SigningHub currently supports 4, 6, and 9 digits OTP.
The document owner (and the shared space collaborator, if any) can update the level of assurance of a "Signature" field, while the status of the document is, "In-Progress" or "Pending".
In case of the document owner is an enterprise user, they can set any level of assurance as allowed in the Enterprise Role.
In case of the document owner is an individual user, they can set any level of assurance as allowed in the Service Plan.
In the "EDIT SIGNATURE FIELD" dialog, only the "Level of Assurance" field will be editable, the rest of the fields will be read-only.
The level of assurance of a signature field can not be updated if a read-only template has been applied.
Only the level of assurance of unprocessed fields can be updated.
Where previously, the level of assurance of a signature field was set to "Simple Electronic Signature (SES), the system will not allow updating the level of assurance.
Where previously, the level of assurance of a signature field was any other than "Simple Electronic Signature (SES), the system will not allow updating the level of assurance to "Simple Electronic Signature".
Though we will not be pleased to let you go, but sometimes we have to say goodbye. You may delete your SigningHub account anytime without any ifs and buts. This option is specifically related to the "Individual" account subscriptions and enterprise user accounts. However an enterprise owner cannot delete their account unless the enterprise ownership is transferred to another enterprise admin.
Click "Configuration" then click "Personal Information" under Profile & Security options in Personal Configuration section.
Under "Account Deletion", click "Delete My Account" button.
Click "Send deletion email" in confirmation 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 account deletion process.
​If you are an enterprise user, then the availability of this option is subject to ​the "Advanced" provision in your assigned role. Please contact your Enterprise Admin to enable it.
"Privacy Policy" related information will not appear while deleting an account, if no Service Agreement is marked active.
SigningHub gives you an option to use your choice cloud drives for keeping the copies of your completed documents and save the storage space of your SigningHub account. The enabled cloud drives from here, will be available to you while:
Click "Configuration" then click "Cloud drives" under Settings options in Personal Configuration section.
Click the "Enable" option against your choice cloud drive, i.e. Google Drive, and Dropbox.
A pop-up will appear asking for the authentication of the respective cloud drive. Provide your credentials and click Login. Upon successful authentication, the respective cloud drive will be enabled, and start appearing in the Post Processing screens.
Repeat the steps 2 and 3 to enable other cloud drives as well.
You can enable all the cloud drives that you want to give access to. SigningHub currently supports Google drive, OneDrive and Dropbox.
Upon disabling an enabled cloud drive, it will stop appearing in the Post Processing screens of workflow and template.
In case of an enterprise user, the "Cloud Drives" tab will only appear if "Cloud Drives" have been enabled in the user's role settings. Only those cloud drives will appear under the "Cloud Drives" tab, which have been allowed in the user's role settings.
Based on your subscribed service plan, SigningHub provides a specific storage quota to your account. Exceeding the available storage quota requires upgrading your service plan. It is therefore recommended to effectively utilise the account storage space, by keeping the backup of insignificant signed documents on your local system or on your cloud drives. This option appears under "Personal Configurations" in the case of an "Individual" account, and appears under "Enterprise Configurations" in the case of an "Enterprise" account.
Click "Configuration" then click the "Documents" option in the Personal Configuration section.
Enable the "Save every document revision" option.
When disabled, the system will stop maintaining the downloadable document version for each change in the document (i.e. new sign, adding text, filling initials, etc.). Only the initial and final versions of the document will be available for download under the Workflow history option. However, the log of each change in the document is maintained accordingly.
When enabled, the system will start maintaining the downloadable document version 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. All these document revisions will be available for download under the Workflow history option.
Click the "Save changes".
SigningHub enables you to even customise the content of email notifications that are associated with your workflow activities. These emails are used to intimate you (document owner) and the recipients about your workflow progress.
Click "Configuration" then click "Notifications" under Settings options in Personal Configuration section.
Click the "Email Content" tab.
Select an email template (i.e. Send a Copy, Document Completed, Document Declined, etc.) and click Edit button, in right panel. The default content (subject and body) of selected email type will be displayed in the respective fields.
Customize the text of email subject and email body as required. You can also use the source code option to add the HTML code for email design.
Click the "Save changes" button. Click the "Reset to default" button to discard your customizations and bring the content of all the emails back to their default.
There are certain document related emails that you can edit, i.e.:
Document Shared
Document Reviewed
Document Completed
Document Recalled
Sign-off Reminder
Document Post Processing
Document Signed
Document Declined
Document Updated
Send a Copy
Document Processed by Others
Document Processed by Me
Comment Added to Document
Shared Space
Each email has got a distinct purpose in the SigningHub workflows, and is sent to the users on a specific event. The names of these emails are precisely implying the events on which they are triggered.
The emails are comprised of particular placeholders which are automatically replaced with the predefined text (in the language file) upon sending. These placeholders are shown in CAPS within [ ]. The email templates along with their supported placeholders are given below:
Do not edit the text inside a placeholder otherwise they will malfunction.
Text shown in CAPS within [ ] are the placeholders (system variables) that are used in the email content. You must not edit these variables text. They will be replaced automatically with the predefined text from the language file, upon sending the email notification.
In case you are logged in as an enterprise user and edit your personal emails content, then your email modifications (in the content) will overrule your default enterprise email content.
The emails sent from an enterprise account and from SigningHub to the enterprise users are branded as per the enterprise branding configurations, and will have the company defined customisations (i.e. header, footer, logo, etc.) in the email content.
The existing users who have upgraded their SigningHub to the latest release may click the "Reset to Default" button to get the new email types in the "Type" drop down.
Email layout can be rendered from right to left in case of those languages that has right to left script, this can be done by configuring email notifications advanced settings.
SigningHub gives you complete control over your signature configurations. You can customise the physical appearance of your signature, hand signature methods (i.e., draw, text and upload), and other important details that needs to be appended to your signatures. There are separate configurations available for web browsers and mobile apps. Customise these provisions as required and use a set of configurations to produce your signatures. Customised appearances can also be defined as per your business/ organizational preferences. It is important to understand:
In Server-Side Signing, the signing keys (crypto keys required for digital signature creation) are held at server end. These keys can be used through any modern browser of Windows, Mac OS X, iOS, Android or other devices/ tablets for signing at server end. For this, SMS OTP authentication can also be enabled, by which the authentication password will be sent directly to your mobile device at the time of signing for confirmation.
In Local (client-side) Signing, the signing keys (crypto keys required for digital signature creation) are held in local keystore or in smartcards or in USB-crypto tokens. For this, Go>Sign Desktop application is required on the system along with correct drivers of the installed devices.
In Mobile Signing, the signing keys (crypto keys required for digital signature creation) are held on the user's mobile device. For this, a supported mobile signing app is required to utilize this feature.
Click "Configuration" then click "Signatures" under Settings options in Personal Configuration section.
Expand "Default Levels of Assurance" or tab.
Configure your preferences in the related fields.
Click the "Save changes" button to apply changes.
If the Simple Electronic Signature (SES) is set as the default level of Assurance, no other level of assurance can be set with SES under the "Default Level of Assurance".
Click "Configuration" then click "Signatures" under Settings options in Personal Configuration section.
Expand "Signature Appearance Design" tab.
Configure your preferences in the related fields.
Click the "Save changes" button to apply changes.
Signature Pad can be used to perform hand signatures and in-person hand signatures, only on Desktop Web.
​Signature Pad can be used to perform initials only on Desktop Web.
If Signature Pad has been configured as the default initials method and the user tries to sign using native apps or mobile web, the user will not be able to perform initials and will be prompted to update the default initials method in the user's My Settings.
​Based on the Service Plan configuration of your Enterprise, the field behaves in one of the following ways:
The field displays a signature appearance design already selected and is disabled for modification. This means you can only use the signature appearance design that's pre-selected for you.
The field displays a signature appearance design already selected and is enabled for modification. This means you can select any of the signature appearance designs as your default. You can always change it on-the-go before signing a signature field.
Click "Configuration" then click "Signatures" under Settings options in Personal Configuration section.
Expand "Signing Details" tab.
Configure your preferences in the related fields.
Click the "Save changes" button to apply changes.
If the Country was specified at the time of user registration/account registration, the specified value will reflected on the Signing Details screen. If the value was not specified, the default value is fetched from the Global Settings > Default Locale, see details.
If you intend to use Microsoft Edge browser for local signing, then additional configuration is required on your machine to run Go>Sign Desktop:
Close the Microsoft Edge browser if already running.
Launch the command prompt choosing "Run as administrator".
Run the following command: CheckNetIsolation.exe LoopbackExempt -a -n=Microsoft.MicrosoftEdge_8wekyb3d8bbwe
Now launch the Microsoft Edge browser and run your application again to test Go>Sign Desktop.
SigningHub supports local signing through unique RUT values that are exclusively assigned to each user. The RUT can be added in the SigningHub database by using the respective API, visit Ascertia's Partner Portal for accessing the SigningHub's API Guide. For the enterprises who wish to enforce their users to use the RUT values for signing, need to amend their web.config files. This change can be made by the Enterprise Admin who has the rights to access the SigningHub installation directory.
For this:
Go to the SigningHub installation directory.
Open the "Web.config" file.
Change the value of "ValidateRUT" tag to "True".
Save the changes and close the "Web.config" file. RUT validation will be enabled for local signing.
Since the Java Applet is being deprecated from all web browsers, therefore applet support for local signing is closed by default. However, a Java applet can still be used by amending the web.config file. This change can be made by your Enterprise Admin who has the rights to access the SigningHub installation directory.
For this:
Go to the SigningHub installation directory.
Open the "Web.config" file.
Change the value of "SupportApplet" tag to "True".
Save the changes and close the "Web.config" file. Applet support will be enabled for local signing.
If you have an on-premises deployment of SigningHub, you can use the SigningHub Admin interface to define customized appearances based on your business/ organizational preferences.
Field to specify your mobile number with country and area code. Click the "Verify" link to check the specified number. An OTP will be sent on your device for verification.The specified number will be used to send OTP authentication codes on your mobile device, if OTP authentication is enabled in your service plan. 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 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.
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.
Fields | Description |
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Fields | Description |
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Fields | Description |
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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.
Field-level OTP is configured | Document Signing OTP Authentication OTP is configured | Secondary Authentication against the Signing Server is configured | OTP preference |
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Fields | Description |
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Fields | Description |
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Properties | Description |
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Events | Description |
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Fields | Description |
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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.
Field-level OTP is configured | Document Signing OTP Authentication OTP is configured | Secondary Authentication against the Signing Server is configured | OTP preference |
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Email Type | Allowed Placeholders in Email Subject | Allowed Placeholders in Email Body |
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Fields | Description |
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Fields | Description |
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Fields | Description |
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Recipient
A read-only field to show the signer name along with the email and/or the mobile number, based on the selected delivery method, for whom the initial field is being configured.
Validation
Select the "Mandatory" option, if the document owner wants to make sure that the recipients must add an attachment. Select the "None" option, if the document owner does not want to mandate adding an attachment.
Note
This field will only appear if the "Mandatory" option has been selected in the "Validation" field. The note field lets the document owner specify a personal note (up to 500 characters) that will be used to intimate the configured recipient when they click on the attachment field. This is a mandatory field.
Details Tab
Field Name
Its an auto-generated (unique) field name that is used when you need to fill in initials through the API calls. You can change the name as required, but make sure the uniqueness of a field name is not compromised, i.e. two or more fields in a document cannot have the same field name. This field is only available as far as the status of a document is Draft.
Dimensions
Use this tab to relatively set the on-screen and PDF coordinates/ position (Left, Top, Width & Height) of this initials field. However you can also manually move the field to the desired position in a document through drag and drop, and these coordinates will be updated accordingly. These coordinates are only available as far as the status of a document is Draft.
Save and Cancel buttons
Click the "Save" button to save the configurations, or click the "Cancel" button to close this dialog.
Field Name
It's an auto-generated (unique) field name that is used when you need to update/delete the QR Code through the API calls. You can change the name as required, but make sure the uniqueness of a field name is not compromised, i.e. two or more fields in a document cannot have the same field name.
Screen/PDF
Use this tab to relatively set the on-screen and PDF coordinates/ position (Left, Top, Width & Height) of this form field. However. you can also manually drag the field for moving it to the desired position on the document, and the coordinates will be updated accordingly. These coordinates are only available as far as the status of a document is Draft.tory, SigningHub will enforce the recipient to fill in this field before processing.
Data
This field allows the users to input the specific information they wish to encode into the QR code. It supports two types of data:
URL: Users can input a web address, which will be embedded in the QR code. Scanning the code will direct the user to the specified website.
Text: Alternatively, users can input plain text that, when scanned, will be displayed to the user. This is useful for conveying short messages, contact information, or other relevant details.
The maximum length of the data is capped at 500 characters. This limit ensures the QR code remains scannable and the encoded information is accurate.
Error Correction Level
This drop down allows the user to set the error correction levels which play a critical role in maintaining the integrity of the QR code, especially when it might be partially obscured or damaged. Given below is the list of the available error correction levels:
Level L (7%): This level can correct up to 7% of data loss, making it suitable for QR codes that are expected to be in clean, unobstructed environments.
Level M (15%): Can correct up to 15% of data loss, offering a balance between error correction and the amount of data that can be encoded.
Level Q (25%): The default setting, capable of recovering 25% of the data, providing a good safeguard against moderate damage or dirt.
Level H (30%): The highest level, correcting up to 30% of data loss, ideal for QR codes used in harsh environments where damage is likely
Encoding
This drop down allows the users to choose the character encoding standard for the QR code. Encoding options define the character set used for the QR code’s data. This ensures the data is properly encoded and decoded across different systems and languages. Given below is the list of the available encoding standards:
Default: Automatically selects the most appropriate encoding based on the content.
Iso8859_1: Supports characters used in Western European languages, making it ideal for most English and European text.
Iso8859_2: Supports Central European languages, ensuring correct display of characters from these regions.
Utf8: A universal encoding standard that supports a vast range of characters, suitable for multilingual content or special symbols.
Pixels Per Module
This drop down allows the users to set the size of each individual module (dot) in the QR code. Larger pixel values result in a larger overall QR code, which can improve readability, especially from a distance or when printed on large surfaces. Given below is the list of the available pixels per module options:
20: The default setting, providing a balance between size and clarity.
30: Increases the size, making the QR code easier to scan, particularly in low-light or long-distance conditions.
40: Further increases the module size, ideal for medium to large prints.
50: The largest setting, best for QR codes that need to be scanned from a significant distance.
Add Margins (Quiet Zones)
This toggle allows the users to enable/disable quiet zones (margins). Quiet zones are the white margins around the QR code. These ensure the scanner can accurately distinguish the code from its surroundings. By default, this toggle is enabled.
Logo Settings
Logo: This option allows the users to personalize their QR codes by embedding a logo within the code, which can enhance brand recognition and add a professional touch to the QR code. Clicking on the "Browse" button allows the users to upload an image of the logo, which will be centered in the QR code.
Hide Background Dots: This checkbox allows the users to control whether the QR code’s dots that would appear behind the embedded logo are hidden. If the checkbox is checked, the background dots are hidden, ensuring the logo remains clear and prominent. If the checkbox is unchecked, the background dots are visible behind the logo, which may be suitable if the logo is semi-transparent or if users prefer a more integrated look.
Logo Size %: This drop down allows the users to adjust the size of the embedded logo as a percentage of the overall QR code size. Given below is the list of the available logo size % options:
10%: A small, subtle logo.
15% (Default): A standard logo size that maintains a balance between visibility and QR code functionality.
20%, 25%, 30%, 35% and 40%: Larger logos, which can be used for greater emphasis, though users should ensure the QR code remains functional.
Color Settings
Dots Color: This option allows the users to customise the color of the QR code’s dots, allowing them to match the code with their branding or aesthetic preferences. Black is the default dots color, since it provides the highest contrast against a white background. The users can select from a variety of colors, although they should ensure sufficient contrast with the background for reliable scanning.
Background Color: This option allows the users to customise the background color of the QR code, which can enhance visual appeal or match specific design needs. White is the default background color, since it ensures high contrast with the dots. The users can select a different background color, but they should ensure it contrasts well with the dots for clear scanning.
Preview
After configuring the QR code settings, this button allows users to generate a preview of the QR code. This preview reflects all customizations, enabling users to verify the appearance and functionality before finalizing.
No
No
No
-
Yes
Yes
Yes
Field-level OTP
Yes
No
No
Field-level OTP
Yes
Yes
No
Field-level OTP
Yes
No
Yes
Field-level OTP
No
Yes
No
Document Signing OTP Authentication
No
Yes
Yes
Document Signing OTP Authentication
No
No
Yes
Secondary Authentication against the Signing Server
Recipient
A read-only field to show the signer name along with the email and/or the mobile number, based on the selected delivery method, for whom the initial field is being configured.
Details Tab
Field Name
Its an auto-generated (unique) field name that is used when you need to fill in initials through the API calls. You can change the name as required, but make sure the uniqueness of a field name is not compromised, i.e. two or more fields in a document cannot have the same field name. This field is only available as far as the status of a document is Draft.
Dimensions
Use this tab to relatively set the on-screen and PDF coordinates/ position (Left, Top, Width & Height) of this initials field. However you can also manually move the field to the desired position in a document through drag and drop, and these coordinates will be updated accordingly. These coordinates are only available as far as the status of a document is Draft.
Replicate Initials
Replicate to Pages
Field to show total number of pages of the selected document of a package. Enable the toggle for the page number(s) (of the document) on which initials are required from the recipient. This will replicate the initials fields on the selected page(s) and display their record in the below grid.
Save and Cancel buttons
Click the "Save" button to save the configurations, or click the "Cancel" button to close this dialog.
Assigned to
Property to show the recipient name to whom this field has been assigned. You can re-assign the field to any other configured recipient of the workflow.
Field Name
Its an auto-generated (unique) field name that is used when you need to fill in this form field through the API calls. You can change the name as required, but make sure the uniqueness of a field name is not compromised, i.e. two or more fields in a document cannot have the same field name. This field is only available as far as the status of a document is Draft.
Font Type
Property to select the font type (i.e. Courier or Helvetica) in which this field is required to be filled in by the recipient. The system will remember the selected font for the new form fields as well.
Field Type
This property will only appear against a text field. It is used to define the input type (i.e. Text or Numeric) that is required to be filled in by the recipient.
Font Size
Property to select the font size in which this field is required to be filled in by the recipient. The system will remember the selected font size for the new form fields as well.
Placeholder
Property to specify a caption to facilitate the recipient in comprehending this field. The specified placeholder will be displayed within this field to the recipient, e.g. you can display the "Official Email ID" text in an Email field, "Designation" in a Job Title field, etc.
Allowed Length
Property to specify the maximum number of characters, the recipient can enter in this field. By default it is set to 1000 characters. However for Text Area, the default field length is 5000 characters.
Required
Tick it to mark this field as mandatory. When ticked, SigningHub will enforce the recipient to fill in the field before signing the document.
Date Format
This property is appeared in the settings when you add a date field in your document. Choose a format from the list in which date input is required from the recipient. SigningHub supports 21 international date formats and also a custom date format i.e. ddmmmyyyy (without space). By default the drop down will show the US date format to the US based users, and the UK date format to the users outside the US, according to the set Country in your profile. However you may change the default value as required. When you share a document, SigningHub will get the date value from the recipient according to the selected date field format.
Group Name
This property is appeared in the settings when you add a radio button in your document. Specify a group name to create a mutually exclusive set of controls. It is useful when only one selection is required from a list of available options. When you set this property, the recipient can select only one option (Radio button) in the specified group at a time.
Dimensions
Use this tab to relatively set the on-screen and PDF coordinates/ position (Left, Top, Width & Height) of this form field. However you can also manually move the field to the desired position in a document through drag and drop, and these coordinates will be updated accordingly. These coordinates are only available as far as the status of a document is Draft. Note: You can only edit the on-screen dimensions but not the PDF dimensions. The width and height of on-screen dimensions for check box or radio button are also not editable.
Save and Cancel buttons
Click the "Save" button to save the configurations, or click the "Cancel" button to close the dialog.
Notify me when
Account
When the forgot password flow has been initiated
Enable option (i.e. On Screen and/or Email) to receive the notification(s) accordingly, when you click the "Forgot password" link.
When the account password has been changed
Enable option (i.e. On Screen and/or Email) to receive the notification(s) accordingly, when you have changed your account password.
When there has been a failed login attempt
Enable option (i.e. On Screen) to receive the notification(s) accordingly, when your login attempt is failed in SigningHub.
Documents
When my documents have been processed by others
Enable option (i.e. On Screen, Email/SMS, and/or Push) to receive the notification(s) accordingly, when your shared document is reviewed, updated, or signed by a recipient.
When my documents have completed
Enable option (i.e. On Screen, Email, and/or Push) to receive the notification(s) accordingly, when your document workflow is complete.
When the documents are processed by me
Enable option (i.e. Email) to receive the email notification(s), when you sign, update, or review a workflow document.
With a daily summary email of all my pending documents
Enable option (i.e. Email) to receive a summary email from SigningHub for all your pending documents on each day end, instead of receiving individual email notifications for each document that is shared with you. The summary email contains the total count of your pending documents along with the "Sign Now" button that will take you to the Bulk sign screen.
When there are subsequent changes in the documents that I have received
Enable option (i.e. On Screen, Email/SMS, and/or Push) to receive the notification(s) accordingly, for every change (i.e. signed by other, annotated by other, reviewed by other, updated by other, commented by other, added approval or decline reasons by other, etc.) on the document, which you have processed earlier. However in case of a new comment, SigningHub does not send a push notification.
Notify recipients when
When documents have been recalled from them
Enable option (i.e. On Screen and/or Email/SMS) to send the notification(s) when documents have been recalled from them, either:
to pending recipients (all those document recipient(s) who haven't yet processed the document) or,
to all recipients (all those document recipient(s) who received the document, irrespective of whether they have processed it or not)
When documents have been shared with them
Enable option (i.e. On Screen, Email/SMS, and/or Push) to send the notification(s) accordingly, to all the document recipients (on their turn), when a document is shared with them.
No
No
No
-
Yes
Yes
Yes
Field-level OTP
Yes
No
No
Field-level OTP
Yes
Yes
No
Field-level OTP
Yes
No
Yes
Field-level OTP
No
Yes
No
Document Signing OTP Authentication
No
Yes
Yes
Document Signing OTP Authentication
No
No
Yes
Secondary Authentication against the Signing Server
Document Shared
[APPLICATION_NAME]
[DOCUMENT_NAME]
[COLLABORATOR_NAME]
[OWNER_NAME]
[DOCUMENT_NAME]
[EMAIL_MESSAGE]
[OWNER_EMAIL]
Document Reviewed
[APPLICATION_NAME]
[DOCUMENT_NAME]
[COLLABORATOR_NAME]
[COLLABORATOR_NAME]
[COLLABORATOR_EMAIL]
[OWNER_NAME]
[DOCUMENT_NAME]
[APPROVE_REASON]
[UPDATE_TIME]
Document Completed
[APPLICATION_NAME]
[DOCUMENT_NAME]
[DOCUMENT_ID]
[OWNER_NAME]
[DOCUMENT_NAME]
Document Recalled
[APPLICATION_NAME]
[DOCUMENT_NAME]
[COLLABORATOR_NAME]
[OWNER_NAME]
[OWNER_EMAIL]
[DOCUMENT_NAME]
Sign-off Reminder
[APPLICATION_NAME]
[DOCUMENT_NAME]
[EMAIL_MESSAGE]
[COLLABORATOR_NAME]
[OWNER_NAME]
[OWNER_EMAIL]
[DOCUMENT_NAME]
Document Post Processing
[APPLICATION_NAME]
[DOCUMENT_NAME]
[USER_NAME]
[DOCUMENT_NAME]
[DOCUMENT_ID]
[EMAIL_MESSAGE]
[OWNER_NAME]
[OWNER_EMAIL]
Document Signed
[APPLICATION_NAME]
[DOCUMENT_NAME]
[COLLABORATOR_NAME]
[OWNER_NAME]
[DOCUMENT_NAME]
[COLLABORATOR_NAME]
[COLLABORATOR_EMAIL]
[UPDATE_TIME]
Document Declined
[APPLICATION_NAME]
[DOCUMENT_NAME]
[COLLABORATOR_NAME]
[DECLINE_REASON]
[OWNER_NAME]
[DOCUMENT_NAME]
[COLLABORATOR_NAME]
[COLLABORATOR_EMAIL]
[UPDATE_TIME]
Document Updated
[APPLICATION_NAME]
[DOCUMENT_NAME]
[COLLABORATOR_NAME]
[OWNER_NAME]
[DOCUMENT_NAME]
[COLLABORATOR_NAME]
[COLLABORATOR_EMAIL]
[UPDATE_TIME]
Send a Copy
[APPLICATION_NAME]
[DOCUMENT_NAME]
[DOCUMENT_OWNER]
[DOCUMENT_NAME]
[EMAIL_MESSAGE]
[COLLABORATOR_NAME]
[OWNER_EMAIL]
Document Processed by Others
[APPLICATION_NAME]
[DOCUMENT_NAME]
[COLLABORATOR_NAME]
[USER_NAME]
[DOCUMENT_NAME]
[ACTION_PERFORMED]
[COLLABORATOR_NAME]
[COLLABORATOR_EMAIL]
[UPDATE_TIME]
[OWNER_NAME]
Document Processed by Me
[APPLICATION_NAME]
[DOCUMENT_NAME]
[USER_NAME]
[DOCUMENT_NAME]
[ACTION_PERFORMED]
[DOCUMENT_OWNER]
[DOCUMENT_OWNER_EMAIL]
[UPDATE_TIME]
Comment Added to Document
[APPLICATION_NAME]
[DOCUMENT_NAME]
[COLLABORATOR_NAME]
[USER_NAME]
[DOCUMENT_NAME]
[ACTION_COMMENT_ADDED]
[COLLABORATOR_NAME]
[COLLABORATOR_EMAIL]
[UPDATE_TIME]
Shared Space
[APPLICATION_NAME]
[COLLABORATOR_NAME]
[WORKSPACE_NAME]
[WORKSPACE_SHARED_OWNER_INFO]
[APPLICATION_NAME]
Default Level of Assurance
Signature The "Signature" field defines what level of assurance will be used by default when the document owners drops a signature field.
For an Individual User:
By default the system will automatically populate this field, based on the configurations of the user's service plan. The configured levels of assurance allowed in the user's service plan for signatures, will be listed in the drop down list for this field to allow the user to manually configure the this field.
For an Enterprise User: Once the enterprise admin configures the "Default Level of Assurance" for a signature field in the enterprise user's user role, the system will automatically populate this field with the same level of assurance. The configured levels of assurance from the "Level of Assurance" field for a signature in the enterprise user's user role, will be listed in the drop down list for this field to allow the user to manually configure the this field. The configuration of this field supersedes the configuration of the "Default Level of Assurance" field for a signature field in the enterprise user's user role.
In-Person Signature The "In-Person Signature" field defines what level of assurance will be used by default when the document owners drops an In-Person signature field.
For an Individual User: By default the system will automatically populate this field, based on the configurations of the user's service plan. The configured levels of assurance allowed in the user's service plan for In-Person signatures, will be listed in the drop down list for this field to allow the user to manually configure the this field.
For an Enterprise User:
Once the enterprise admin configures the "Level of Assurance" for an In-Person signature field in the enterprise user's user role, the system will automatically populate this field with the same level of assurance. The configured levels of assurance from the "Allowed levels of assurance" field for an In-Person signature in the enterprise user's user role, will be listed in the drop down list for this field to allow the user to manually configure the this field. The configuration of this field supersedes the configuration of the "Default Level of Assurance" field for an In-Person signature field in the enterprise user's user role.
Hand signature method for web browsers
The listed signature methods are those which are allowed in your enterprise role. From here you can configure the default signature method that should be displayed to you on the signing screen, when you sign through Web Browsers.
Select the "Hand-drawn Signature" option, to make it your default method. This will let you draw a freehand signature.
Select the "Text-based Signature" option, to make it your default method. This will let you add a textual signature. This specified signature text will appear in your signing dialog.
Select the "Upload a Signature Image" option, to make it your default method. This will let you upload a signature image. You can then crop this image to remove unnecessary white spaces as required.
Hand signature method for mobile apps
The listed signature methods are those which are allowed in your enterprise role. From here you can configure the default signature method that should be displayed to you on the signing screen, when you sign through Mobile Apps.
Select the "Hand-drawn Signature" option, to make it your default method. This will let you draw a freehand signature.
Select the "Text-based Signature" option, to make it your default method. This will let you add a textual signature. The specified signature text from here will appear in your signing dialog.
Select the "Upload a Signature Image" option, to make it your default method. This will let you upload a signature image. You can then crop this image to remove unnecessary white spaces as required.
Initials method
The listed signature methods are those which are allowed in your enterprise role. From here you can configure the default initials method that could be shown to you while filling in the initials.
Select the "Hand-drawn Initials" option, to make it your default method. This will let you draw a freehand initials.
Select the "Text-based Initials" option, to make it your default method. This will let you add textual initials. The initials text specified here will appear in your initials screen.
Select the "Upload an Initials Image" option, to make it your default method. This will let you upload an image for your initials. You can then crop this image to remove unnecessary white spaces as required.
Types of signature appearance design
This field is used to configure the signature appearance design (i.e., Hand Signatures Only, Hand Signature with Details and Logo, or Hand Signature with Details) for your digital signature. The available appearances are based on the Enterprise Role assigned to you. Choose your appearance from the available ones. In case of selecting the "Hand Signature with Details and Logo" option, the "Browse" button will appear to input your company logo image that will be used in your signature appearance. The appearance set here will be displayed as the default appearance in your digital signing dialog while signing a document. However you can change it before signing.
Signature Logo
Selected signature logo will appear at the place of Signature Logo image as shown in above screenshot, if 'Allow users to manage signature logo' is enabled under Enterprise Roles > Signature Appearance, then enterprise users can upload their own signature logo image to be shown in signature appearance.
Signing Reason, Commitment Type Indication, Location and Contact Information (Optional)
Fill up the "Signing Reason", "Location", "Commitment Type Indication" and "Contact Information" fields accordingly. The specified information will become a permanent part of your PDF signature, and can optionally be displayed in the signed PDF document, if the signature appearance being used contains these variables (i.e., Signing reason, Location and Contact Information). However while signing of XML document the "Commitment Type Indications" options will be displayed.
Recipient
A read-only field to display the name of the added electronic seal and no email information will be displayed.
Level of Assurance
The "Level of Assurance" field will be auto populated from the electronic seal profile and the field will be disabled.
Visible Signatures
For a electronic seal, this field will be available when you are allowed (in your user role) to add invisible electronic seal on a document. When available:
Enable the "Visible" option, if you require a visible electronic seal. This electronic seal will have a proper appearance on the document as configured in the Signature Appearance settings.
Disable the "Visible" option, if you require an invisible electronic seal. An invisible electronic seal entails all the characteristics of an electronic seal and is duly verifiable like a visible electronic seal. However, it does not have any appearance on the document. When an electronic seal field is marked as invisible, an eye icon is placed in the electronic seal field (as shown with the red arrow):
Do not automatically show this dialog when a signature field is added
When this option is enabled, the "Edit Electronic Seal Field" dialog will not appear automatically, every time an electronic seal field is dropped. This option is helpful when you need to drop several electronic seal fields on the document.
Details Tab
Field Name
An auto-generated (unique) field name which is used when you need to sign this form field through the API calls. You can change the name as required, but make sure the uniqueness of a field name is not compromised i.e., two or more fields in a document cannot have the same field name. This field is only available when the status of a document is Draft.
Dimensions
Use this section to relatively set the on-screen and PDF coordinates/position (Left, Top, Width and Height) of the signature field. However, you can also manually move the field to the desired position in a document using drag and drop and these coordinates will be updated accordingly. These coordinates are only available when the status of a document is Draft.
Save and Cancel buttons
Click the "Save" button to save the configurations, or click the "Cancel" button to close this dialog.
Name of Signer
Specify the In-Person signer name that will sign the document. The specified name will be shown in the below grid and under the In-Person signature field on the document.
Level of Assurance
This is a mandatory field to be selected in order to perform In-Person signatures. In case of an enterprise user, the levels of assurance will appear in the drop down list as configured in the user's user role. In case of an individual user, the levels of assurance will appear in the drop down list as configured in the user's service plan. By default, the level of assurance will be set for an In-Person signature field as per the configured default level of assurance for an In-Person Signature under Personal Settings>Signature Settings.
The terms for a level of assurance are as per the eIDAS Standards. For details of these terms click here. Possible values are:
Simple Electronic Signature (SES)
Electronic Seal (eSeal)
Advanced Electronic Seal (AdESeal)
Qualified Electronic Seal (QESeal)
If the document owner tries to add a higher level of assurance, as a "Level of Assurance", in combination with "Simple Electronic Signature (SES)", the "Simple Electronic Signature (SES)" will be removed. Similarly, if the document owner tries to add "Simple Electronic Signature (SES)", as a "Level of Assurance", in combination with a higher level of assurance(s), the higher level of assurance(s) will be removed.. For a smoother workflow, while adding more multiple signature fields on the document, the system will simply use the level(s) of assurance of the last field for the latest one instead of asking for every signature field. You can always modify the level of assurance for each field manually.
Display
This field will only appear when you are allowed (in your role) to add the invisible signatures on a document, and also allowed (in your service plan) to add witness digital signatures. When this field is available:
Enable the "Display" option, if you require a visible witness in-person signature from the signer on this field. This signature will have a proper appearance on the document as configured in the signer's Signature Appearance settings.
In case of "Simple Electronic Signature (SES)" is selected as the "Level of Assurance", the "Display" field will not appear.
Authenticate signer via OTP
Enable this toggle to enable field level authentication through OTP process when attempting to sign the document. By default, this option is unselected. This option will be available for the document owner in Draft, In-Progress, and Pending modes. On enabling the "Authenticate signer via OTP" toggle, the following options will be displayed:
One-Time Password (SMS and Email)
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.
Do not show this dialog automatically when a signature field is dropped
Enable to automatically apply the "Level of Assurance" of the current signature field to the ones that you will drop afterwards. This option is helpful when you need to drop several signature fields on the document without making an extra effort to manually set the same Level of Assurance for each of the signature fields separately.
Details Tab
Field Name
An auto-generated (unique) field name which is used when you need to sign this form field through the API calls. You can change the name as required, but make sure the uniqueness of a field name is not compromised i.e., two or more fields in a document cannot have the same field name. This field is only available when the status of a document is Draft.
Dimensions
Use this section to relatively set the on-screen and PDF coordinates/position (Left, Top, Width and Height) of the signature field. However, you can also manually move the field to the desired position in a document using drag and drop and these coordinates will be updated accordingly. These coordinates are only available when the status of a document is Draft.
Replicate In-Person Signature Tab
Replicate to Pages
Enable the page number(s) (of the document) on which In-Person signature(s) are required from the signer/ meeting host. This will replicate the In-Person signature field on the selected page(s) and display their record in the below grid.
Save and Cancel buttons
Click the "Save" button to save the configurations, or click the "Cancel" button to close this dialog.
Name
It is a text field that is used to get a recipient's name in your document. SigningHub automatically picks the assigned recipient's name from their profile and populates in this field in editable mode, when they process your shared document. If marked mandatory, SigningHub will enforce the recipient to fill in this field before processing.
It is a text field that is used to get a recipient's email in your document. SigningHub automatically picks the assigned recipient's email from their profile and populates in this field in editable mode, when they process your shared document. If marked mandatory, SigningHub will enforce the recipient to fill in this field before processing.
Job Title
It is a text field that is used to get a recipient's job title in your document. SigningHub automatically picks the assigned recipient's job title from their profile and populates in this field in editable mode, when they process your shared document. If marked mandatory, SigningHub will enforce the recipient to fill in this field before processing.
Company
It is a text field that is used to get a recipient's company name in your document. SigningHub automatically picks the assigned recipient's company name from their profile and populates in this field in editable mode, when they process your shared document. If marked mandatory, SigningHub will enforce the recipient to fill in this field before processing.
Text Field
It is a text field that is used to get any single line information from a recipient in your document. This field is shown blank to the assigned recipient, when they process your shared document. If marked mandatory, SigningHub will enforce the recipient to fill in this field before processing.
Text Area
It is a text area that is used to get some additional description (multi-line) from a recipient in your document. This field is shown blank to the assigned recipient, when they process your shared document. If marked mandatory, SigningHub will enforce the recipient to fill in this field before processing.
Date
It is a date field that is used to get any particular date from a recipient in your document. By default SigningHub displays current date in this field to the assigned recipient, which they can edit while processing your shared document. If marked mandatory, SigningHub will enforce the recipient to fill in this field before processing.
Radio Button
A radio button is used in situations where a recipient can only select one option from a list of options in your document. If marked mandatory, SigningHub will enforce the assigned recipient to select one option before processing.
Checkbox
A checkbox is used in situations where a recipient can select multiple options from a list of options. They can also be used when you want a recipient to accept/ agree to any statement in your document. If marked mandatory, SigningHub will enforce the assigned recipient to select the checkbox before processing.
Add Text
Save and Cancel buttons
Click the "Save" button to save the configurations, or click the "Cancel" button to close this dialog.
Recipient
A read-only field to display the signer's name along with the email and/or the mobile number, based on the selected delivery method, for whom this signature field is being configured.
Level of Assurance
A mandatory field to be selected to perform signing for a user. Levels of assurance will be available as allowed in the role assigned to you. Level of assurance will be set for a signature field by default as per the configured default level of assurance under Personal Settings>Signature Settings. Level of assurance options for a signature field is subject to your assigned enterprise user role and can be changed under Role>Document Settings.
The terms for a level of assurance are as per the eIDAS Standards. For details of these terms click here. Possible values are:
Simple Electronic Signature (SES)
Electronic Seal (eSeal)
Advanced Electronic Seal (AdESeal)
Qualified Electronic Seal (QESeal)
Advanced Electronic Signature (AES)
High Trust Advanced (AATL)
Qualified Electronic Signature (QES)
In case the Document Owner tries to add a higher Level of Assurance in combination with Simple Electronic Signature (SES), then Simple Electronic Signature (SES) will be removed. For a smoother workflow, while adding more multiple signature fields on the document, the system will simply use the level(s) of assurance of the last field for the latest one instead of asking for every signature field. You can always modify the level of assurance for each field manually.
Display
For a signature, this field will be available when you are allowed (in your user role) to add invisible signatures on a document. When available:
Enable the "Display" option, if you require a visible signature from the signer in this field. This signature will have a proper appearance on the document as configured in the signer's Signature Appearance settings.
​This display property is not available in case the Level of Assurance of the Signature field is set to "Electronic Signature".
Authenticate signer via OTP
Enable this toggle to enable field level authentication through OTP process when attempting to sign the document. By default, this option is unselected. This option will be available for the document owner in Draft, In-Progress, and Pending modes. On enabling the "Authenticate signer via OTP" toggle, the following options will be displayed:
One-Time Password (SMS and Email)
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.
Do not show this dialog automatically when a signature field is dropped
Enable to automatically apply the "Level of Assurance" of the current signature field to the ones that you will drop afterwards. This option is helpful when you need to drop several signature fields on the document without making an extra effort to manually set the same Level of Assurance for each of the signature fields separately.
Details Tab
Field Name
An auto-generated (unique) field name which is used when you need to sign this form field through the API calls. You can change the name as required, but make sure the uniqueness of a field name is not compromised i.e., two or more fields in a document cannot have the same field name. This field is only available when the status of a document is Draft.
Dimensions
Use this section to relatively set the on-screen and PDF coordinates/position (Left, Top, Width and Height) of the signature field. However, you can also manually move the field to the desired position in a document using drag and drop and these coordinates will be updated accordingly. These coordinates are only available when the status of a document is Draft.
Save and Cancel buttons
Click the "Save" button to save the configurations, or click the "Cancel" button to close this dialog.
SigningHub enables you to maintain a contacts list of your . The individual and enterprise users can manage (Add, Edit, and Delete) their personal contacts, while the enterprise users can also view the enterprise contacts, as maintained by their enterprise admin. These contacts are available for selection when you need to and/or in a document workflow. You can also of these contacts as required.
Click "Configuration" then click "Contacts" under People options in Personal Configuration section.
Enterprise contacts will be listed in "Enterprise Contacts" section.
Click "Configuration" then click "Contacts" under People options in Personal Configuration section.
Personal contacts will be listed in "Personal Contacts" section.
Click "Configuration" then click "Contacts" under People options in Personal Configuration section.
Click "Add a contact" button.
Specify the contact's name, email, and mobile number in the respective fields. The specified contact name will be displayed on your Home screen when a document is received from this contact ID.
Click "Submit".
Click "Configuration" then click "Contacts" under People options in Personal Configuration section.
Select the desired contact and click "Edit" button in the right panel.
Edit the contact's name and mobile number, as required.
Click "Submit".
Click "Configuration" then click "Contacts" under People options in Personal Configuration section.
Select the desired contact and click "Delete" button in the right panel.
Click "Delete" in confirmation dialogue.
An enterprise user cannot edit or delete the enterprise contact(s).
When you delete a (personal) contact that is being used in a group, then the contact will be deleted from your contacts list, but not from the group.
The mobile number field against a contact is an optional field.
Disable the "Display" option, if you require an invisible witness in-person signature from the signer on this field. An invisible signature entails all the characteristics of an electronic signature and is duly verifiable like a visible signature. However, it does not have any appearance on the document. When an in-person signature field is marked as invisible, an eye icon is placed on the field as shown with the red arrow:
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.
This option will enable you to add some additional text in your PDF document before sharing it with recipients. Specify the text in the field as required and click . Once saved, the text cannot be deleted from the document.
Disable the "Display" option, if you require an invisible signature from the signer in this field. An invisible signature entails all the characteristics of a signature and is duly verifiable like a visible signature. However, it does not have any appearance on the document. When a signature field is marked as invisible, an eye icon is placed in the signature field (as shown with the red arrow):
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.