Last modified: 2024-04-12

Managing Groups

To see and manage groups, you must have either an Admin or Manager role.

Sometimes it's convenient to share requests for signatures among the members of a group. For example, it might be convenient to treat the pharmacists in a particular pharmacy as a group, so that any available member of the group can sign the paperwork for a patient's prescriptions.

In OneSpan Sign, a Signer Group is a set of OneSpan Sign users who can act as a single signer from the perspective of a transaction's creator. Users who can become group members must already be members of the associated OneSpan Sign account.

OneSpan Sign group members receive an email invitation to sign a transaction. Among those members, signing is on a "First Come, First Serve" basis. When one member is signing, all other members are locked out.

Any member who signs does so on behalf of the group, but their name will be stamped on the documents they sign. Anyone verifying a document through the Audit Trail will see the individual member's signature information and identity.

All group members can monitor the progress of the group's transactions, which helps to ensure that those transactions are completed on time.

The GroupsClosed A set of users who can act as a single signer from the perspective of a transaction's creator. page lets you manage the groups in an account. It has the following columns:

  • Name: Click the group name to open the Members for <Group Name> page. That page lists all members who belong to the group, and lets you invite new members to the group.
  • Email: The group's email address, which is a single email address to contact all of the members simultaneously.
  • Number of Members: Displays the number of users who are part of the group.

The following actions are available for each group:

  • Edit: Opens the Edit Group dialog box, from where you can edit the group's settings.
  • Delete: Deletes the group from the Groups list.

Before signing, a group signer must always log in to the sender part of the New User Experience (regardless of how their account is configured for Single Sign-On Authentication).

If someone signs a transaction as a group signer, they will no longer be able to see the transaction in their transaction list if either of the following subsequently occurs: (1) the group is deleted; (2) the signer is removed from the group.

This rest of this section describes:

Creating a New Group

To create a new group:

  1. Click Admin > Groups to access the Groups page.
  2. Click New Group.
  3. Provide a Group Name and Email address.
  4. When creating a Group, the email you enter must exist on your side. OneSpan Sign does not create any distribution lists.

  5. Optionally, you can enable the following settings :
    1. Send emails to the members of the group instead of the specified group email. This option is unchecked by default (i.e., the system will use the group's email address).
    2. Allow group members to act as delegates for each other. This option is unchecked by default (i.e., group member cannot act as delegates for each other).
  6. Click Save.

Inviting People to Join a Group

To invite one or more people to join a group:

  1. Click the group name. The Members for <Group Name> page opens.
  2. Type the person's email address in the Invite by email field.
  3. Click the envelope icon to send the invitation. If the invitee does not already have a OneSpan Sign account, they will receive an account-registration invitation.
  4. Repeat these steps for each person you want to invite.
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