Using OneSpan Sign for SharePoint Online to Create a Transaction

A Transaction is an e-signature process within OneSpan Sign for SharePoint Online. To create a transaction and then distribute its documents for signing, perform the following procedures:

• Creating a Transaction
• Adding Documents
• Managing Recipients
• Preparing Documents
• Sending a Transaction

Creating a Transaction

To create a transaction:

1. Log into OneSpan Sign for SharePoint Online as a user who has permission to create a transaction.
2. Select a document to include in a transaction. You must first select a document to enable the actions in the ribbon bar.
3. On the ribbon, click New Transaction. The New Transaction page appears.
4. Type a Name for the transaction. Optionally, you can type a Description for the transaction.
5. If you want to create the transaction from a template, choose one from the Select a template drop-down list. This list displays all templates created by you, and all templates created by other users that are marked as shared. A special icon is visible next to each shared template.
6. Optional: Use the Advanced tab to specify these additional settings:

• Expiry Date— Specify a date by which all documents must be signed. Once the transaction has expired, it will no longer be available for signing. You cannot choose as the expiry date the current date or a date in the past.
• Language — The language in which the transaction will appear.
• Email Message — Use to send a message that will be viewed by all recipients as part of the transaction's invitation email. If a template is selected, this field will be populated from the template.
• In-person signing — Allows the transaction to be signed, in person, by all signers on the same device.

6. Click Create.

Your transaction is created, and now appears in the Drafts tab. You are now ready to add some documents.

Transactions that are created in OneSpan Sign for SharePoint Online can also be seen in OneSpan Sign. Conversely, any transaction created in OneSpan Sign can also be seen in OneSpan Sign for SharePoint Online.

Adding Documents

This section discusses the following topics of relevance to adding documents to a transaction:

• General Considerations
• Adding Documents from Microsoft SharePoint Libraries
• Uploading Documents from a Local Repository
• Deleting Documents

General Considerations

OneSpan Sign supports the following document types:

• Adobe's Portable Document Format (*.pdf) — PDFs on which OneSpan Sign can act generally have at least these permissions enabled: (1) Changing the Document; (2) Signing; (3) Filling of form fields.
• Microsoft Word (*.doc or *.docx)
• Open Office (*.odt)
• Text (*.txt)
• Rich Text Format (*.rtf)

In addition, the OneSpan Sign Print Driver supports any document that can be printed from a Windows-based application (e.g., Microsoft Word, Microsoft Excel, Microsoft PowerPoint).

File Size Constraints

• The maximum size of a single document is 16 MB. Smaller documents yield better performance — we recommend under 5 MB per document.
• If your organization uses Salesforce or Microsoft SharePoint connectors, the file size maximum is 5 MB per document.
• If your organization uses Salesforce connectors, the maximum number of documents that can be added to a transaction is ten (10).
• If you enable email delivery while configuring a recipient, attachments larger than 5 MB are not supported.

File Name Constraints

• Document file names should not contain any of the following comma-separated characters: *, /, \, :, <, >, |, ?, ".
• A document's name cannot contain the string esigned.

General File Constraints

• We recommend that you do not use PDF documents that make use of XML Forms Architecture. For more information, see XFA Support.
• Do not upload password-protected or corrupted documents. These will generate an error.
• OneSpan strongly recommends that you scan a PDF for syntax errors (e.g., by using Adobe's Preflight tool), and resolve any errors before you add the document to a transaction.
• PDFs with the NeedAppearances flag set to true are not currently supported.

Adding Documents from Microsoft SharePoint Libraries

To add documents to a transaction from a Microsoft SharePoint library:

1. Select the transaction.
2. In the Documents section of your transaction, click Select Document. The Document Library appears.
3. Select the location of the documents you want to add.
4. Select the documents you want to add.
5. Click OK. The selected documents are added to the transaction.

Uploading Documents from a Local Repository

To add documents to a transaction from a local repository:

1. Select the transaction.
2. Click Upload. A dialog box appears.
3. Browse to your documents' location, and select the documents you want to add.
4. Click Open. The selected documents are added to the transaction.

Deleting Documents

To delete a document from a transaction:

• Next to the document name, click X.

Managing Recipients

This section discusses:

• Adding Recipients
• Deleting Recipients

Adding Recipients

You should add as "recipients" everyone whom you want to sign one or more of a transaction's documents . Recipients are added one at a time. By default, you are listed as a recipient because you are the transaction owner. All recipients for the current transaction are displayed in the Recipient list.

To add recipients to a transaction:

1. In the Recipients section of your transaction, click Add recipient.
2. If you are adding an existing Microsoft SharePoint user, click Select SharePoint recipient. Otherwise, from the Type drop- down list, select the type of recipient you want to add. You can select either yourself or another person. If you select yourself, you need only click Add to continue. If you select another person, you must enter values in the following fields:
   • Email: The recipient's email address. This field must have the format of a valid email address.
   • First Name: The recipient's first name.
   • Last Name: The recipient's last name.
3. Click Add.
4. Repeat the above steps for each recipient you want to add.
5. If you want to change the order in which the recipients must sign, toggle the Set signing order switch ON. Then drag each recipient's drag handle (dots to the left of their recipient icon) up or down the Recipients list to their desired location. The number next to a recipient represents their place in the signing order.

Deleting Recipients

To delete a recipient from a transaction:

• Click X next to the recipient's name.

Preparing Documents

Once you have added the documents and recipients to the transaction, you are ready to start adding Signature Boxes and fields to each document. Signature Boxes define where each signer must sign a document, and fields contain associated information about the signer. On a given document, you can include more than one Signature Box for the same signer.

The rest of this section describes:

• Adding Signature Boxes and Fields
• Field Types

Adding Signature Boxes and Fields

To add Signature Boxes and fields to a document:

1. Click Prepare to send to open the Designer view.
2. On the Electronic Disclosure & Signature Consent, click the right arrow to take you to your first document.
3. Using the drop-down arrow in the Recipients list, select the signer whose signature you want to add.

   You can also add additional recipients at this point.

4. Select the type of Signature Box you would like to add to the document. For example, a signature, or the signer's initials.
5. Drag the Signature Box to where you want it to appear in the document.
6. To change the Signature Box type, or to add a field, click the gear icon.
7. Repeat these steps for each Signature Box you want to add.

Repeat these steps for each additional document in the transaction. Additional documents appear on the right-hand side of the page.

Field Types

You can add any of the following types of fields:

• Signing Date: This field is automatically filled with the date when the document is signed.
• Signer Name: This field is automatically filled with the signer's first and last names, which are provided when the signer is added to the transaction.
• Signer Title: This field displays the signer's title, which is provided when the signer is added to the transaction. If the signer's title is not provided, this field remains blank, and is not visible on the document.
• Signer Company: This field displays the signer's company, which is provided when the signer is added to the transaction. If the signer's company is not provided, this field remains blank, and is not visible on the document.
• Text Field: This field provides a box in which the signer can enter additional information at the time of signing.
• Checkbox: A checkbox is an option that the signer can click to display a check mark (clicking again removes the mark). A checkbox is useful to indicate that the signer has completed an action. For example, a document may include the question Have you applied for a mortgage with another financial institution?, with accompanying answers Yes or No. You can place one checkbox beside Yes, and another beside No.

OneSpan Sign automatically includes the Electronic Disclosures and Signatures Consent agreement in all its transactions. All signers must accept the terms of this agreement before they can access transaction documents.

Currently, OneSpan Sign provides Electronic Disclosures and Signatures Consent agreements in English and French. If you would like to provide an Electronic Disclosures and Signatures Consent agreement in different language, or if you do not want this agreement in your transactions, please contact our Support Team.

Sending a Transaction

After you have prepared a transaction's documents, you are ready to distribute the transaction to its recipients.

To send a transaction to its recipients:

1. In the Designer, click Send to sign.
2. Click OK to confirm that you want to send the transaction.