Last modified: 2022-07-04

Managing Documents

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.

This section discusses the following aspects of managing documents for transactions and templates:

Document Restrictions

OneSpan Sign supports the following types of documents:

  • Adobe's Portable Document Format (*.pdf)
  • 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. For example, Microsoft Word, Microsoft Excel, or 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

  • 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 to Transactions and Templates

To add Salesforce documents to a transaction or template:

  1. Open or create a Transaction or Template.
  2. In the Documents section of a Transaction or Template, click Add Document.
  3. The Select Documents from Salesforce dialog box appears.

    Steps 3-10 below describe alternative ways of adding files to the dialog box.

  4. If you want to add documents from your local machine:
    1. Click Upload local files.
    2. Browse for the files you want, and add them to the Selected Files pane.
  5. If you want to add documents by dragging and dropping them from your local machine:
    1. Click-and-drag the relevant files to the dialog box.
    2. Drop the documents into the Selected Files pane.
  6. If you want to add documents via a search:
    1. In the Search all files box, type the name of the file you want.
    2. Click Search. The search results appear in the middle pane.
    3. Click Add next to the desired documents to add them to the Selected Files pane.
  7. If you want to add documents from a Related Object or Related Object Feed attachment:
    1. Click Related Object Attachment or Related Object Feed Attachment. The middle pane lists all such documents.
    2. Click Add next to the desired documents to add them to the Selected Files pane.

    In the preceding step, the Related Object Attachment can be either a Salesforce attachment or a Salesforce file. For more information about how to use Salesforce files, click here.

  8. If you want to add documents from a Related Object feed attachment:
    1. Click Attachment or Feed Attachment. The middle pane lists all such documents.
    2. Click Add next to the desired documents to add them to the Selected Files pane.
  9. If you want to add documents that you recently accessed:
    1. Under Contents, click Recent. The middle pane lists documents you recently touched.
    2. Click Add next to the desired documents to add them to the Selected Files pane.
  10. If you want to add documents that are owned by you:
    1. Under Contents, click Owned by me. The middle pane lists documents owned by you.
    2. Click Add next to the desired documents to add them to the Selected Files pane.
  11. If you want to add documents by browsing an existing directory:
    1. Under Documents in the left pane, click the folder you want to browse. The middle pane lists all documents in that folder.
    2. Click Add next to the desired documents to add them to the Selected Files pane.
  12. Verify that all desired documents are in the Selected Files pane, and click Add selected documents.

Adding Documents to Salesforce

These procedures describe standard Salesforce capabilities, which are available only when using the Classic UI.

To add documents to Salesforce:

  1. Click the + sign in the Salesforce menu. The All Tabs page opens.
  2. Click Documents.
  3. In the Recent Documents section, click New. The Upload New Document page opens.
  4. Enter details about the document, including the Document Name and Description, as well as the Folder that will contain the document.
  5. Select the File by choosing the file from your computer, or by providing a path/URL reference to the file.
  6. Click Save.

Adding Document Folders to Salesforce

These procedures describe standard Salesforce capabilities, which are available only when using the Classic UI.

You can use Document Folders to create sub-directories of your Salesforce documents.

To create a Document Folder:

  1. Click the + sign in the Salesforce menu. The All Tabs page appears.
  2. Click Documents. The Documents Home page opens.
  3. In the Document Folders section, click Create New Folder. The New Document Folder page appears.
  4. Type a Document Folder Label, and select a Public Folder Access option.
  5. Select one of the options that specifies the folder's accessibility.
  6. Click Save.

Modifying the Signing Order of Documents

Documents are signed in the order in which they appear in a transaction's Documents section.

To change the order in which documents will be signed:

  • Under the Action column, click the crossed arrows one at a time, and drag each document up or down the list until it occupies the desired place in the document order.

Deleting Documents from a Transaction

To delete a document from a transaction:

  • Under the Action column, click X next to the name of the document.
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