Managing Documents

This section describes the following topics, which are relevant to managing documents:

Adding Documents

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)

Please be aware of the following:

  • The maximum size of a single document is 16 MB. The only exceptions concern our Salesforce and Microsoft SharePoint connectors, whose maximum is 5 MB per document. Smaller documents yield better performance — we recommend under 5 MB per document.
  • If you enable email delivery while configuring a recipient, documents that are larger than 5 MB will not be added as attachments to the email.
  • OneSpan will not provide Technical Support for a transaction or transaction template that has more than 10 documents.
  • Document file names should not contain any of the following comma-separated characters: *, /, \, :, <, >, |, ?, ".
  • A document's name cannot contain the string esigned.
  • Uploading password-protected or corrupted documents will trigger an error.
  • PDFs added to a transaction must not have syntax errors. We strongly recommend that you scan a PDF for syntax errors before you add it to a transaction (e.g., by using Adobe's Preflight tool).
  • PDFs with the NeedAppearances flag set to true are not currently supported.

You must save a package before you can add a document to it.

To add a document to a package from a local repository:

  1. Go to the Documents section of the page for the package.
  2. Click the plus sign (+) near the page's right-hand side. The following page appears.
  3. Click Choose File, and select a document from a local repository.
  4. Optional: Enter a Description of the document.
  5. Click Upload.

Changing the Document Order

To change the order in which documents will be presented to signers:

  1. From the Documents section, under Document Order, select the box next to a document whose position in the Documents list you want to change.
  2. In the ribbon, click Move Up or Move Down until the document is in the desired position.
  3. Repeat Steps 1 and 2 for other documents until all documents are in the desired order.

Deleting Documents

To delete a document from a package:

  1. Select the box next to the document name, and click Delete.
  2. A Confirm Deletion dialog box appears. Click OK.

Managing Documents

A OneSpan Sign document package is a container for related documents that need to be signed. In general, such packages contain one or more documents (up to ten) and one or more signers. The sender of a package generally performs the following procedures:

You can add documents to a package in the following ways:

A package must be saved before documents can be added to it.

You can also manage the document content of a package using the following procedures:

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)

The list of supported document types can be customized using the OneSpan Sign Account page.

Please be aware of the following:

  • The maximum size of a single document is 16 MB. The only exceptions concern our Salesforce and Microsoft SharePoint connectors, whose maximum is 5 MB per document. Smaller documents yield better performance — we recommend under 5 MB per document.
  • If you enable email delivery while configuring a recipient, documents that are larger than 5 MB will not be added as attachments to the email.
  • OneSpan will not provide Technical Support for a transaction or transaction template that has more than 10 documents.
  • Document file names should not contain any of the following comma-separated characters: *, /, \, :, <, >, |, ?, ".
  • A document's name cannot contain the string esigned.
  • Uploading password-protected or corrupted documents will trigger an error.
  • PDFs added to a transaction must not have syntax errors. We strongly recommend that you scan a PDF for syntax errors before you add it to a transaction (e.g., by using Adobe's Preflight tool).
  • PDFs with the NeedAppearances flag set to true are not currently supported.

Adding Documents from an Entity in eSignLive for Microsoft Dynamics CRM

To add documents to a package from an entity in eSignLive for Microsoft Dynamics CRM:

  1. From the Documents section of your saved package, click "+." The New OneSpan Sign Document page appears.
  2. From the Document Type list, select one of the following:
    • All Documents (the default) — This lists all documents in all entities in eSignLive for Microsoft Dynamics CRM.
    • Select Related Entity Documents — This lists all documents in CRM entities of type Related Entity of the Package. This option appears only if a related entity is available in the package.
    • Other Entities Documents — This lists all documents in CRM entities of type Unrelated Entity of the Package.
    • Select SharePoint Documents — This option appears in the drop-down list if in the OneSpan Sign Account SharePoint Integration is set to Yes. If that setting is No, this option won't appear.
  3. From the list on the left, select the boxes next to the documents you want to add. Then click the right-facing arrow to move them to the Selected Documents list on the right. For example:
  4. Optionally, you can search for documents by typing a name in the provided search field, and clicking the Search icon (a magnifying glass).

  5. To move a document out of the Selected Documents list, select its box and click the left-facing arrow.
  6. When you have all the documents you want in the Selected Documents list, select the boxes associated with them, and click Add Documents.
  7. Click OK. The selected documents are added to the package.

Adding Documents from a Local Repository

To add documents to a package from a local repository:

  1. From the Documents section of your saved package, click "+". The New OneSpan Sign Document page appears.
  2. From the Document Type list, select Upload Local Files.
  3. Click Choose Files.
  4. Select one or more document files from a local repository, and click Open.
  5. Select the boxes next to the documents you want to add, and click Add Documents.
  6. Click OK. Your selected documents are added to the package.

Adding Documents from SharePoint

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

  1. Select the transaction you would like to work with.
  2. In the Documents section of your transaction, click Select Document. The Document Library appears.
  3. Select the location of the files that you would like to include to the transaction.
  4. Select the files to add.
  5. Click OK. The selected documents are added to the transaction.

Changing the Document Order

To change the order of documents in a package:

  1. In the Documents section of the package, click the top rightmost icon ()
  2. Select a document whose order you want to change.
  3. From the ribbon, click Move Up or Move Down until the document is where you want it to be among all the documents.
  4. Repeat the previous two steps for each document whose order you want to change.

Deleting a Document

To remove a document from a package:

  1. Navigate to the Documents section of the package.
  2. Select the relevant document, and click Trash. A Confirm Deletion dialog box appears.
  3. Click OK. The document is removed from the package.