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Managing Transactions & Templates

Last modified: 2024-11-01

Managing Transactions and Templates

A transaction is an e-signature process within OneSpan Sign. A transaction usually contains: (1) up to ten documents; (2) one or more recipients. The sender of a transaction therefore generally performs the following procedures: Creates a Transaction > Adds Documents > Adds Recipients > Prepares the Documents for Signing.

Transaction templates are a convenient way to save transactions for reuse.

This section describes the following topics, which are relevant to managing transactions and templates:

Once a transaction or template has been created, you can add documents, add recipients, and prepare documents before distributing the documents to recipients.

When creating or editing a transaction you should save your changes before refreshing or moving away from the page you are on. Your changes may be lost if you do not save.

Creating Transactions

To create a document transaction:

  1. On the OneSpan Sign Embedded Integration for Salesforce menu, click Transactions > New Transaction . A New Transaction dialog box appears.

    2. If you do not see the New Transaction dialog box, verify that it has not been blocked by a pop-up blocker on your browser. Sometimes the pop-up blocked icon can be hard to see, or accidentally dismissed.

  2. Select one of the following ways of creating a transaction and click Next:

    These options only appear if there are active templates in the system. If there are no active templates then you will taken directly to the Transaction Edit page.

Ad Hoc Creation

To complete the process of ad hoc creation:

  1. On the Details tab, type a Transaction Name.
  2. Optional: Select an object type from the Related object type list. This list contains both Standard Objects (e.g., Accounts, Leads, Opportunities) and Custom Objects. Select the appropriate object in the subsequent search field.
  3. Optional: If you need to set any of the following options, click the Advanced Options tab:

    4. Option

    		 Description
    Expiry Date Use this to specify a date after which the transaction can no longer be signed.
    eSignLive Convention Select a Convention if you want to automatically inject Signature Blocks and other fields into the transaction's documents. Note that you will need to assign Recipient Labels to recipients.
    Email Message Use this to write a message that will appear in the invitation email sent to the transaction's recipients.
    Auto-prepare with Text Tags Select this option if you want your selected Convention to use Text Tags to position OneSpan Sign fields in the transaction's documents. This option is disabled by default.
    Language Use the drop-down box to select the language that will be used in the transaction email sent to recipients.
    Insert Salesforce Values When this option is enabled, defined Field Mappings insert Salesforce field values into the transaction's documents once the transaction is prepared. This option is disabled by default, but it is automatically enabled when a Convention is selected.
    In-Person Signing Enable this if you want the transaction to be signed in-person by all recipients on a single device.
    Write Back to Salesforce Fields When this option is enabled, defined Field Mappings write information entered by recipients during the Signer Experience back into Salesforce fields. This writeback is performed once the transaction is completed. This option is disabled by default, but is automatically enabled when a Convention is selected.The Writeback feature cannot operate unless the Insert option is enabled.
    Review Before Completing Allows you to review this transaction and its documents after all signatures have been collected but before marking it as complete. Transactions with attachments require your review.
    Enable Chatter Updates Enables you to update the Chatter Feed with activity related to this transaction.
    Managing Transaction Reminders Use these parameters to create a Reminder Schedule that will remind recipients to sign their documents.
    Days Before Sending the First Reminder Specify when the first reminder will be sent — i.e., the number of days after the initial email invitation is sent.
    Days Between Reminders Specify the number of days between successive reminders.
    Numbers of Reminders to Send Specify the total number of reminders to be sent.
  4. The next step is to add documents, add recipients, and prepare documents with signature fields before distributing the documents to recipients.

Editing transactions

In general, transactions (and templates) can be edited in three ways:

Editing Transactions from Transaction Details

To edit a transaction from the Transaction Detail page:

  1. Click Transactions in the OneSpan Sign Embedded Integration for Salesforce menu. The Transactions Home page appears.
  2. Under Recent Transactions, click the Transaction Name of the relevant transaction. The Transaction Edit page appears.
  3. Edit the transaction.
  4. Click Save to save the transaction, or if the transaction status allows for it, click Send to distribute it to recipients.

Editing Transactions from a Related List

To edit a transaction from a Related List:

  1. Click Opportunities. The Opportunities Home page appears.

    This example shows how to edit a transaction related to a record in the Opportunities object. To edit a transaction related to any other object, click the object tab to which your transaction is related.

  2. Under Recent Opportunities, click the opportunity name that is related to the relevant transaction. The Opportunities Detail page appears.
  3. Scroll down to the transactions related list.
  4. Click Edit beside the relevant transaction.
  5. Edit the transaction.
  6. Click Save to save the transaction, or if the transaction status allows for it, click Send to distribute it to recipients.

Editing Transactions from the Transaction List

To edit a transaction from a transaction list:

  1. Click Transactions in the OneSpan Sign Embedded Integration for Salesforce menu. The Transactions Home page appears.
  2. Click Go. The Transaction List page appears.
  3. From the transaction list, click Edit next to the relevant transaction. The Transaction Edit page appears.
  4. Edit the transaction.
  5. Click Save to save the transaction, or if the transaction status allows for it, click Send to distribute it to recipients.

Editing Transactions with a Status other than Draft

The following procedures can be used to edit a transaction that has a status other than Draft:

Editing Sent Transactions

To edit a sent transaction:

  1. If you try to edit a transaction with a status of Sent, a message will inform you that the transaction has already been sent, and that editing the transaction will make it unavailable to recipients until it is sent again.
  2. Click Continue. The transaction status is updated from Sent to Prepared. You can now perform all actions that can normally be performed on a transaction with the status Prepared — that is:
    • Documents can be edited, added, deleted, or reordered. However, a document that has been signed cannot be edited — it can only be deleted (and perhaps re-added as an unsigned document if necessary).
    • Recipients can be added, deleted, or reordered. However, recipients who have Signature Blocks in documents cannot be deleted until their Signature Blocks are removed from all documents.
    • Click Advanced Options to change any advanced option (e.g., to configure a Reminder Schedule).

Editing Expired Transactions

If a transaction was sent with an expiry date, and a recipient failed to sign the transaction before then, the transaction sender can edit the transaction and re-send it.

To edit an expired transaction:

  1. Click Transactions in the OneSpan Sign Embedded Integration for Salesforce menu. The Transactions Home page appears.
  2. Under Recent Transactions, click the transaction Name of the expired transaction. An error message states that This transaction has expired. The Transaction Edit page appears.
  3. Under Advanced Options, update the expiry date to a future date, and click Prepare.
  4. Edit any other aspects of the transaction you want to change.
  5. Click Save to save the transaction, or click Send to distribute it to recipients.

Editing Opted-Out or Declined Transactions

One or more recipients may have opted out of a transaction, or declined to sign one or more of the transaction's documents.

To edit a transaction that one or more recipients has opted out of signing or has declined to sign:

  1. Click Transactions in the OneSpan Sign Embedded Integration for Salesforce menu. The Transactions Home page appears.
  2. Under Recent Transactions, click the Transaction Name of the relevant transaction. The Send button is hidden, and an error message states that one or more recipients has opted out or declined to sign. The Transaction Edit page appears.
  3. Click Prepare. The transaction status changes from opted-out or declined to prepared. The Send button becomes visible.
  4. Edit any other aspects of the transaction you want to change.
  5. Click Save to save the transaction, or click Send to send distribute it to recipients.

Deleting Transactions

Deleting transactions or transaction templates sends them to the Recycle Bin. They can be recovered until that bin is emptied.

In general, transactions and templates can be deleted in three ways:

The following options are also available:

Deleting a Transaction from the "Transaction Edit" Page

To delete a transaction from the Transaction Edit page:

  1. Click Transactions in the OneSpan Sign Embedded Integration for Salesforce menu. The Transactions Home page appears.
  2. Under Recent Transactions, click the transaction's Transaction Name. The Transaction Edit page appears.
  3. Click Delete.
  4. A dialog box warns that the transaction will be sent to the Recycle Bin, and describes how to recover the transaction from that bin. To confirm deletion of the transaction, click Continue .

    5. Transactions with a status of Completed cannot be deleted. If you need to delete a completed transaction, consult your Salesforce administrator.

Deleting a Transaction from a Related List

To delete a transaction from a Related List:

  1. Click Opportunities. The Opportunities Home page appears.

    This procedure describes how to delete a transaction related to a record in the Opportunities object. To delete a transaction related to another type of object, click the object tab to which your transaction is related.

  2. Under Recent Opportunities, click the name of the opportunity related to the transaction. The Opportunities Detail page appears.
  3. Scroll down to the Transactions related list.
  4. Click Del beside the transaction you want to delete. An Are you sure? dialog box appears.
  5. Click OK to confirm the deletion.

Deleting a Transaction from the Transaction List

To delete a transaction from a Transaction List:

  1. On the OneSpan Sign Embedded Integration for Salesforce menu, click Transactions. The Transactions Home page appears.
  2. Click Go. The Transaction List page appears.
  3. Click Del next to the transaction you want to delete. An Are you sure? dialog box appears.
  4. Click OK to confirm the deletion.

Recovering a Deleted Transaction

To recover a deleted transaction:

  1. Open the App Launcher.
  2. Click the Recycle Bin.
  3. Click the Action option box next to the transaction you want to recover.
  4. Click Restore.

If you want to permanently delete everything in your Recycle Bin, click Empty your recycle bin. If you want to permanently delete everything in the Recycle Bin for everyone in your organization, click Empty your organization's recycle bin.

Controlling the Ability to Delete Completed Transactions

To enable or disable the ability to delete completed transactions:

  1. Click the Setup icon and the Setup.
  2. Under Custom Code, click Custom Settings. The Custom Settings page appears.
  3. On the custom setting with the label OneSpan Sign Configuration, click Manage. The OneSpan Sign Configuration page appears.
  4. Click Edit next to the Default configuration. The OneSpan Sign Configuration Edit page appears.
  5. Check or clear the box Allow deleting completed transactions.
  6. Click Save.

Managing Transaction Reminders

Reminders can be configured to remind transaction recipients via email that they have transactions to sign.

This section describes:

Configuring Default Reminder Values

Note that:

  • You must have Admin privileges to modify default reminder values.
  • Any change to the default reminder values is organization-wide.
  • If an Admin modifies the default reminder values, existing transactions will not be updated with the new configuration.

To configure default reminder values:

  1. In the Salesforce menu, click Admin. A new window appears.
  2. In the Transaction Settings section of the Configuration tab, configure the following options:
    • Show Reminders: Check this box if you want reminders to be visible organization-wide. If the box is checked, the transaction Creator (or Template Creator) can modify the reminder settings, even after the transaction is sent.
    • Enabled Reminders by default: If this box is checked, the recipients of a new transaction will by default receive email reminders to sign the transaction.
    • Days Before Sending the First Reminder: Type the number of days after the transaction is sent when the first reminder will be sent.
    • Days Between Reminders: Type the number of days between successive reminders.
    • Number of Reminders to Send: Type the total number of reminders to send.
  3. Click Save.

Modifying Reminders for a Transaction

If Show Reminders is enabled, the Transaction Creator can modify the Reminder Schedule for each of their transactions.

To modify the reminder settings for a transaction:

  1. In the OneSpan Sign Embedded Integration for Salesforce menu, click Transactions to view your recent transactions.
  2. Click the Transaction Name of the relevant transaction.
  3. Click the Advanced Options tab.
  4. Edit the parameters in the Transaction Reminders Settings section.
  5. Click Save.

Synchronizing Salesforce Transaction Status with OneSpan Sign

To perform the following procedure, you must be a Salesforce System Administrator.

To update the status of transactions in Salesforce with their status in OneSpan Sign:

  1. In OneSpan Sign Embedded Integration for Salesforce, go to the Admin page.
  2. Click the Transaction Sync tab. A new screen displays all transactions that have the status Sent.
  3. Select the transactions you want to synchronize by clicking the check box next to each one.
  4. If you need to view additional pages, navigate to the next page by clicking Next.
  5. When you have selected all relevant transactions, click Sync with e-Sign Server. The system will start synchronizing transactions. If it finishes successfully, the message Transaction Synchronization is Completed! appears. If the system encountered a problem, a relevant email will be sent to your email address.

Viewing a Completed Transaction's Evidence Summary

Once a transaction is complete, the Transaction Owner can view the transaction's Electronic Evidence Summary, including an Audit Trail. The Audit Trail is embedded directly in the transaction, and can be viewed any time.

To view the Evidence Summary of a completed transaction:

  1. Navigate to the Documents section of the transaction.
  2. Click Evidence Summary. A summary of Electronic Evidence appears.

Evidence Summary documents are highly customizable. You can: (1) customize the logo image; (2) customize the text of every label (title, footer, section titles, and fields); (3) customize the Evidence Summary’s filename; (4) hide/show any of the following elements: logo, title, footer; (5) hide/show any of the following sections: Transaction, Sender, Document, Recipients, Audit Trail. To learn more, contact our Support Team.

Downloading a Completed Transaction

Once a transaction is complete, the Transaction Owner can usually download the transaction as a zip file. That file contains all signed documents, as well as the Electronic Consent Agreement.

The maximum size of a transaction zip file is 10 MB.

To enable the creation of transaction zip files:

  1. In OneSpan Sign Embedded Integration for Salesforce, go to the Admin page.
  2. Navigate to the Transaction Settings section.
  3. Select the box Enable "Download Signed Documents" Button.
  4. Click Save.

The preceding procedure is a prerequisite for the next procedure.

To download a completed transaction's zip file:

  1. Navigate to the Documents section of the transaction.
  2. Click Download Signed Documents.

Managing Transaction Templates

This section describes:

Creating or Editing a Template

To create a transaction template, you must have the permission set OneSpan Sign Template Admin or the permission set OneSpan Sign Sign Admin enabled on your account and you must have .

To create a transaction template that can be reused to create subsequent transactions:

  1. In OneSpan Sign Embedded Integration for Salesforce, go to the Templates page. The Recently Viewed Templates page appears.
  2. If you are creating a new template, click New. Otherwise, click the template you would like to edit. A Transaction Template Edit page appears.
  3. Enter a Template Name, specify any other fields you want, and click Next. The Transaction Template Edit page appears.

    Special characters are not supported when you assign a template name.

  4. In the Documents section, select one or more documents to attach to the template.
  5. In the Recipients section, identify one or more recipients to attach to the template (e.g., type their email address). If you don't know the identity of the recipient, you can use a recipient placeholder.

    By default, the transaction Creator is added to the transaction as a recipient.

  6. Do one or more of the following:
    • Click Save to save your changes. Note that until you "Activate" your template, it is a draft that cannot be used to create a transaction.
    • Click Prepare to open a page in which you can prepare the layout of Signature Fields in the template's documents. Once you've done this, the template is "prepared".
    • Click Activate to make the template available for the creation of transactions. The Activate button becomes available only after the template has been prepared.

Viewing Templates in Salesforce

Templates created in OneSpan Sign Embedded Integration for Salesforce can be viewed in OneSpan Sign. However, templates created in OneSpan Sign cannot be viewed in OneSpan Sign Embedded Integration for Salesforce.

Creating a Transaction From a Template

To create a transaction from a transaction template:

  1. On the OneSpan Sign Embedded Integration for Salesforce menu, click Transactions > New Transaction.

  2. Select Create From Template.

    The Create from Template option is only available if there are active templates in the system. If there are no active templates then you will taken directly to the Transaction Edit page.

  3. On the Transaction Edit page, under Transaction Creation Type click Create From Template. A list of Available Templates appears.
  4. In the row of the desired template, click Create. A Transaction Edit page opens. The new transaction contains all settings, documents, and recipients that the transaction template contained. You can add, edit, or delete recipients or documents, or modify any of the Advanced Options. You can also select related object types to sort the available templates.
  5. Enter a new Transaction Name, and follow the subsequent steps that appear in the procedure Ad Hoc Creation.

    If the template was created by someone else in your organization, the Transaction Owner will change from the Template Creator to the Account holder of the person who is using the template.

Deleting a Template

To delete a transaction template, you must have the permission set OneSpan Sign Template Admin enabled on your account.

To delete a transaction template:

  1. Click Transaction Templates in the OneSpan Sign Embedded Integration for Salesforce menu. The Transaction Templates Home page appears.
  2. Under Recent Transaction Templates, click the template's Transaction Template Name.
  3. Next to Transaction Template Edit, click Delete.
  4. A dialog box warns that the template will be sent to the Recycle Bin, and describes how to recover the template from that bin. To confirm the deletion of the template, click Continue.

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