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Creating a Transaction

Last modified: 2024-11-15

Managing Transactions and the Transactions Page

A transaction is the experience of a OneSpan Sign user as they review, accept, sign, and potentially download documents. The sender of a transaction generally performs the following procedures :

Before a transaction can be sent to recipients, all the above procedures are required except Configuring Recipient Authentication. If a sender doesn't configure recipient authentication, OneSpan Sign will use a default authentication configuration.

This section discusses the following elements of the Transactions page:

To learn how to create a transaction, see Creating a Transaction.

Transaction List

The list of transactions has the following columns:

Column Name Description
Transaction Name

Displays a transaction's name. Clicking the name of a transaction does one of the following:

  • If it is your turn to sign, it opens the Signer Experience for the transaction.
  • If it is not your turn to sign, it opens the transaction's main page.
Recipients Displays a transaction's recipients. If a transaction has imposed a signing order, its recipients are listed in that order.
Created Date Displays the date when a transaction was created.
Last Activity Displays the date when a transaction was last updated.
Status

Displays a transaction's status. Possible statuses include:

  • Draft: The transaction has not yet been sent.
  • In progress: The transaction has been distributed for signatures, but has not yet been completed.
  • Completed: The transaction has been signed by all recipients.
  • Opted out: The transaction has at least one recipient who has opted out of signing the transaction electronically.
  • Declined: The transaction has at least one recipient who has declined to sign the transaction.
  • Expired: The transaction has expired (i.e., its expiry date is in the past).
  • Archived: The transaction has been archived.
  • Expiry Date: Displays a transaction's expiry date.
Expiry Date Display the date the transaction is set to expire. If no expiry date has been set then the field will be empty.

Transaction Folders

Each of your transactions is automatically placed in one of the following folders:

Column Name Description
Inbox Contains transactions that you have created and sent, as well as transactions created by others that you have signed. The number next to this heading is the number of such transactions that currently have the status In progress.
Drafts Contains all your draft transactions. The number next to this heading is the total number of transactions that currently have the status Draft, Expired, Declined or Opted out.
Archived Contains all your archived transactions.
Trashed Contains all your trashed transactions.

Finding Transactions

To find a specific transaction, you can use any of the following methods:

Column Name Description
Search You can search by any of the following: (1) the transaction's name; (2) the transaction's description; (3) a recipient's first name; (4) a recipient's last name; (5) a recipient's email address;
Date Range By default, all of your transactions from start of your account activation are displayed. You can restrict the list to a certain time period by selecting a date range using the From and To date pickers.
Sort By default, the Transaction List is sorted in descending order of the last updated date. However, you can re-sort the list by name, by created date, last activity date, by status, or by expiry date — and make any one of these orders ascending or descending.
Refine You can filter the Transaction List based on transaction status. The statuses available to serve as filters are All, Completed, Expiring soon, In progress, Requires my signature, and To Be Purged.

Transaction Actions

You can perform any of the following actions on one or more transactions after you have selected them. You can click the icons above the list or click the ellipses in line with the transaction.

Column Name Description
Archive Move the selected transactions from your Inbox to the Archived folder. This action is available only for completed transactions in your Inbox.
Restore Restore the selected transactions to their previous state. This action is available only for transactions in the Archived or Trashed folder.
Download

Choosing the Download option opens a dialog box that generally displays the following checkboxes:

  • All — This downloads the transaction’s Evidence Summary and all its documents as a zip file.

  • Summary — This downloads the transaction’s Evidence Summary as a PDF.

  • Documents — This downloads all the transaction’s documents as a zip file.

This option: (1) is available only for the Transaction Owner, and only if the corresponding option is enabled on their account; (2) can be performed on only one transaction at a time; (3) is available only by clicking the ellipses in line with the transaction.

NOTE: If a potential email attachment with the above documentation exceeds 10 MB, the sender will instead receive an email with a download link that will direct them to the relevant Transaction Details page. There, they can download the transaction’s Evidence Summary and documents in the usual way.
Trash Move the selected transactions to the Trashed folder. This action is available for all transactions except those that are already in the Trashed folder.
Permanently Delete Permanently deletes the selected transaction from the Trashed folder. This action is not reversible.
Evidence Summary

Download as a PDF the Evidence Summary for the selected transactions. This action is available only for completed transactions, and only if the corresponding option is enabled on your account. Note: Evidence Summaries record all significant actions taken within a transaction (e.g., Access in person signing; In person hand off to,; Done signing in person; Exit in person signing).

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.

By default, the Electronic Disclosures and Signatures Consent document is included in every new transaction. However: (1) this functionality can be turned off at the account level; (2) a transaction creator can manually remove this document from a transaction.

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