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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 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 .
After you have:
,
,
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:
,
,
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:
,
,
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.
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 () 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 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):
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.
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.
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.
Click on the attachment 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.
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:
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.
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.
Click on the initials signature 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.
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.
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.
SigningHub allows you to add two different types of signatures in a template, i.e. Electronic and Digital. Adding digital signatures for a recipient/ placeholder will consume digital signatures quota of your (document owner's) account, after being signed by the recipient. You can also add multiples signature fields against a signer. However, when you add the second signature field, then the first signature field will be converted into a simple hand signature field, and the second field will become the actual digital signature field. Similarly, when you add the third digital signature field, then the previous two fields will become the simple hand signature fields, and the third field will be the actual digital signature field and so on.
After you have:
,
"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.
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.
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 folder 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".
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.
Configured special privileges for each recipient/ placeholder as required in your template:
Select the document from the right panel -> pages tab of the 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 the 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 in the required location on the document. By default, upon dropping the "Signature" field, the edit dialogue 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 document package.
To add multiple signature fields, repeat the above steps.
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 . Level of assurance options for a signature field is subject to your assigned enterprise user role and can be changed under .
The terms for a level of assurance are as per the eIDAS Standards. For details of these terms . Possible values are:
Simple Electronic Signature (SES)
Electronic Seal (eSeal)
Visible
For a signature, this field will be available when you are allowed () to add invisible signatures on a document. When available:
Enable the "Visible" 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 .
Disable the "Visible" 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 Visible property is not available in case the Level of Assurance of the Signature field is set to "Electronic Signature".
Click on the signature field in the document to delete, and select "Remove" option.
The signature field will be removed from the document.
To prevent bloating of a document with multiple Digital Signatures, if more than one Digital Signature field is 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 a 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.
If any of the following authentication methods, "One-Time Password (OTP)" and "Time-based One-Time Password (TOTP)," are disabled in the service plan, they will not be displayed in the "Authenticate signer" options.
If there is an unprocessed signature/in-person signature field with the "Authenticate signer" option configured, the user will not be able to "Bulk Sign" and "Bulk Sign and Share" the document.
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.
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:
,
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.
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).
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" 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
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 the 'Eye' icon to view the complete number.
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 currently 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 "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 prompted with a 'Configure Two Factor Authentication' dialogue to set up and 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 'Configure Two-Factor Authentication' dialogue shown to the user will contain:
QR Code
Manual Key
Recovery Codes
To set up two-factor authentication (2FA), the user can either scan the QR code or manually enter the Manual Key into an authenticator app. After successful registration, the user must provide the Time-based One-Time Password (TOTP) generated by the app to proceed in SigningHub. A set of recovery codes is also provided in the configuration dialogue, which can be used in place of a TOTP to regain access if the user loses access to their mobile device. Each recovery code is valid for one-time use only, and it is strongly recommended to store them in a secure location. Users can regenerate a new set of recovery codes anytime from the . If an enterprise user loses access to both their mobile device and recovery codes, or has used all of them, they can contact their enterprise administrator to for their account.
In case a recipient is changed and the "Authenticate signer" option is configured, the system will require the mobile number of the new recipient.
The following Authentication preference will be followed while signing, in case of configuration of field-level Authentication, Document Signing Authentication, and Secondary Authentication against the Signing Server:
You can only edit the on-screen dimensions, but not the PDF dimensions.
A signature field's level of assurance, once set as eSeal, QESeal, and AdESeal, is generated by using a certificate which is a public signing certificate as configured under the certification profile.
The availability of OTP security features is subject to your subscribed service plan. If you cannot find this option in your account, upgrade your service plan.
The OTP length is based on your subscribed service plan. SigningHub currently supports 4, 6, and 9-digit OTP.
An invisible signature doesn't have any visible appearance on a document. However, it entails all other verifiable characteristics of signing, i.e., Time Stamping, Certificate Chain, Certificate Status, etc.
You can also add a signature field on a previously signed document if the document is not certified or locked.
The document owner (and the shared folder 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 the document owner is an enterprise user, they can set any level of assurance as allowed in the Enterprise Role.
In case the document owner is an individual user, they can set any level of assurance as allowed in the Service Plan.
In the properties dialogue box, 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".
Authenticate signer
Enable this option to apply additional authentication at the field level when the recipient attempts to sign the document. This option is available in Draft, In-Progress, and Pending states. When enabled, the following authentication methods are available:
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 tries to sign this document, an OTP will be sent to the recipient's email, mobile number, or both, depending on 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.
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 tries 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, they will be prompted with a 'Configure Two Factor Authentication' dialogue to set up and provide a Time-based One-Time Password. The document will be signed only upon providing the correct Time-based One-Time Password.
Identity Verification
Requires the recipient to complete identity verification before signing the document. The verification is performed using the configured Identity Verification Profile at the enterprise level. If verification fails, signing is blocked. This option is only available if Identity Verification is enabled in the service plan and configured for the enterprise.
Do not show this dialog automatically when a signature field is added
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.
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.
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.
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.
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.
If the "Restrict users from editing fields" option is selected in the document owner's role settings, the job title and/or company form fields assigned to the document owner or logged-in user will be disabled in draft mode, according to the role configuration.
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.
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:
,
and,
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.
Click on the field in the document to delete, and select "Remove" option. The field will be removed from the document.
To add multiple attachment fields, repeat the above steps.
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.
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:
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.
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.
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.
If the "Restrict user from editing fields" option is enabled in the user's role and the user is auto provisioned through Microsoft Active Directory, any mismatch between their job title and or company in Microsoft Active Directory and SigningHub's Personal Configurations will result in the values from Microsoft Active Directory being mapped onto SigningHub, except when the values in Microsoft Active Directory are empty or null.
If the "Restrict users from editing fields" option is enabled in the user's role and the user is provisioned through Azure Active Directory or via SCIM provisioning through Azure Active Directory, any mismatch between their job title and or company in Azure Active Directory and SigningHub's Personal Configurations will result in the values from Azure Active Directory being mapped onto SigningHub, except when the values in Azure Active Directory are empty or null.
The workflow may get stuck if the role restricts editing of the fields, the recipient is a guest or does not have a job title or company name set in their profile, and the job title or company name fields are marked as mandatory by the document owner in the field settings.
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.
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
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.
Save and Cancel buttons
Click the "Save" button to save the configurations, or click the "Cancel" button to close this dialog.
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.
Validation
From the drop-down, the user can select ' None' or "Mandatory' validation options. When the 'Mandatory' option is selected, SigningHub enforces the recipient to fill this 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.
No
No
No
-
Yes
Yes
Yes
Field-level Authentication
Yes
No
No
Field-level Authentication
Yes
Yes
No
Field-level Authentication
Yes
No
Yes
Field-level Authentication
No
Yes
No
Document Signing Authentication
No
Yes
Yes
Document Signing Authentication
No
No
Yes
Secondary Authentication against the Signing Server
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:
,
,
50: The largest setting, best for QR codes that need to be scanned from a significant distance.
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.
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 document package. By default, upon dropping the "In-Person Signature" field, the edit dialogue is automatically displayed. However, if the user is only allowed one level of assurance, the dialogue will not be automatically displayed.
Click "Save".
To add multiple in-person signature fields, repeat the above steps.
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 .
The terms for a level of assurance are as per the eIDAS Standards. For details of these terms . Possible values are:
Simple Electronic Signature (SES)
Electronic Seal (eSeal)
Display
This field will only appear when you are allowed () 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 settings.
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:
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.
If any of the following authentication methods, "One-Time Password (OTP)" and "Time-based One-Time Password (TOTP)," are disabled in the service plan, they will not be displayed in the "Authenticate signer" options.
If there is an unprocessed signature/in-person signature field with the "Authenticate signer" option configured, the user will not be able to "Bulk Sign" and "Bulk Sign and Share" the document.
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.
The OTP method for "Authenticate signer" 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
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 the 'Eye' icon to view the complete number.
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 currently 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 "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 prompted with a 'Configure Two Factor Authentication' dialogue to set up and 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 'Configure Two-Factor Authentication' dialogue shown to the user will contain:
QR Code
Manual Key
Recovery Codes
To set up two-factor authentication (2FA), the user can either scan the QR code or manually enter the Manual Key into an authenticator app. After successful registration, the user must provide the Time-based One-Time Password (TOTP) generated by the app to proceed in SigningHub. A set of recovery codes is also provided in the configuration dialogue, which can be used in place of a TOTP to regain access if the user loses access to their mobile device. Each recovery code is valid for one-time use only, and it is strongly recommended to store them in a secure location. Users can regenerate a new set of recovery codes anytime from the . If an enterprise user loses access to both their mobile device and recovery codes, or has used all of them, they can contact their enterprise administrator to for their account.
In case a recipient is changed and the "Authenticate signer" option is configured, the system will require the mobile number of the new recipient.
The following Authentication preference will be followed while signing, in case of configuration of field-level Authentication, Document Signing Authentication, and Secondary Authentication against the Signing Server:
You can only edit the on-screen dimensions, but not the PDF dimensions.
A signature field's level of assurance, once set as eSeal, QESeal, and AdESeal, is generated by using a certificate which is a public signing certificate as configured under the certification profile.
The availability of OTP security features is subject to your subscribed service plan. If you cannot find this option in your account, upgrade your service plan.
The OTP length is based on your subscribed service plan. SigningHub currently supports 4, 6, and 9-digit OTP.
An invisible signature doesn't have any visible appearance on a document. However, it entails all other verifiable characteristics of signing, i.e., Time Stamping, Certificate Chain, Certificate Status, etc.
You can also add a signature field on a previously signed document if the document is not certified or locked.
The document owner (and the shared folder 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 the document owner is an enterprise user, they can set any level of assurance as allowed in the Enterprise Role.
In case the document owner is an individual user, they can set any level of assurance as allowed in the Service Plan.
In the properties dialogue box, 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".
Authenticate signer
Enable this option to apply additional authentication at the field level when the recipient attempts to sign the document. This option is available in Draft, In-Progress, and Pending states. When enabled, the following authentication methods are available:
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 tries to sign this document, an OTP will be sent to the recipient's email, mobile number, or both, depending on 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.
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 tries 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, they will be prompted with a 'Configure Two Factor Authentication' dialogue to set up and provide a Time-based One-Time Password. The document will be signed only upon providing the correct Time-based One-Time Password.
Identity Verification
Requires the recipient to complete identity verification before signing the document. The verification is performed using the configured Identity Verification Profile at the enterprise level. If verification fails, signing is blocked. This option is only available if Identity Verification is enabled in the service plan and configured for the enterprise.
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.
No
No
No
-
Yes
Yes
Yes
Field-level Authentication
Yes
No
No
Field-level Authentication
Yes
Yes
No
Field-level Authentication
Yes
No
Yes
Field-level Authentication
No
Yes
No
Document Signing Authentication
No
Yes
Yes
Document Signing Authentication
No
No
Yes
Secondary Authentication against the Signing Server
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),
,
and,
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.
"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.
