Sending Documents for Signing

This section describes:

Step 1: Uploading Documents or Folders to Box

Uploading 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.

To upload documents to your Box account:

  1. To upload a file, click Upload > Upload Files .
  2. To upload a folder and all its contents, click Upload > Upload Folders .

Deleting Documents or Folders

To delete documents from your Box account:

  1. Select the check boxes next to the files or folders you want to delete.
  2. Click Delete.

Step 2: Sending Files for Signing with OneSpan Sign

Sending a Single Document for Signing

To distribute for signing a document from your Box account:

  1. Right-click the relevant file, and click More Actions > Send with OneSpan Sign.
  2. You can also click More Options > More Actions > Send with OneSpan Sign if your Box documents are displayed in List View.

  3. Your document will open in the OneSpan Sign Designer, where you can add signers and Signature Blocks. To add signers, proceed to the section Step 3: Managing Signers below.

Sending Multiple Documents for Signing

To distribute for signing multiple documents from your Box account:

  1. Ensure that all the documents are in a single folder on your Box account.
  2. Right-click that folder, and select More Actions > Send with OneSpan Sign.
  3. All documents to be distributed for signing must be at the top level within the right-clicked folder. They cannot be in sub-directories of that folder, since those sub-directories will be ignored.

    Alternatively, you can click More Options > More Actions > Send with OneSpan Sign if your Box documents are displayed in List View.

  4. Your documents will open in the OneSpan Sign Designer where you can add signers and Signature Blocks.

Step 3: Managing Signers

This section discusses the following topics:

The OneSpan Sign Interface

If you are new to OneSpan Sign, you may want to familiarize yourself with its navigation components, its toolbars, and the four folders it uses to organize your document packages. To view an introduction to the OneSpan Sign Interface, click here.

Adding Signers

After you create a document package, you will want add to it the individuals who will be required to sign its documents. Signers are added one at a time, as the following procedure illustrates. Signers for the current package are displayed in the Signers list. By default, the package owner is listed as a signer.

To add a signer to a document package:

  1. From the OneSpan Sign Designer, click Add Signer. The Add Signer dialog box appears.
  2. From the drop-down menuThis Signer will be, select Someone I invite.
  3. Enter the Email, First Name, and Last Name of the signer.
  4. Optional: Enter the signer's Title and Company Name.
  5. Click the Authentication tab to choose an Authentication Method. Choose between Email (the default), Q&A, and SMS.
  6. Click the Advanced tab to toggle any of the Advanced Signer Options:
    • Personal Email Message Option
    • Document Delivery Option
    • Change Signer Option
  7. Click Save to add the signer to the package.
  8. To add other signers, repeat Steps 1-7 for each.

Defining a Signer Workflow

By default, signers can sign in any order. If more than one document is included in a package, each signer must sign the documents in the order listed in the Documents list.

If you want to obtain signatures from signers in a specific order, you can configure a signer workflow. When a such a workflow is defined, signatures are obtained in the order the signers appear in the Signers list.

Example: The following screen indicates that Paul Barnes must sign first. Joe Smith will receive the package only after Paul Barnes has signed.

To define a signer workflow:

  1. From the Signers and Documents page, click the Define a role workflow option box.
  2. To change the order of the signers, drag the handlebar left of the signer's name to its desired location in the Signers list.

Authentication of Signers

Before OneSpan Sign provides access to a document package, each signer must be authenticated as a person for whom the package is intended. The package owner chooses an Authentication Method for each signer when adding the signer to the package. You can use different methods for different signers.

Three basic Authentication Methods are available:

  • Email: This is the default Authentication Method. The identity of a signer is verified by their ability to access the email message sent by OneSpan Sign. Since this method depends on the security of the email system, the Q&A and SMS methods provide enhanced security.
  • Q&A: This method requires the package owner to define one or two questions and answers that the signer must answer correctly. If the signer can do so, they are verified as the intended package recipient. If you choose to mask the answer provided by the signer, each character will be appear to them as an asterisk (*).
  • SMS: When a package owner selects this method, they must provide the number of the signer's mobile phone. OneSpan Sign will send a code to this number once the package is sent. The signer's identity will be verified by their ability to provide this code when they try to access the package.

Advanced Signer Options

Personal Email Message Option: A personal message can be specified for each signer in a document package. A personal email message overrides the package email message.

Document Delivery Option: When this option is selected, OneSpan Sign will deliver signed documents as an email attachment. The package will remain available to all signers for manual download until the package owner archives or deletes it.

Change Signer Option: If you use this option, you are permitting a signer identified by you to assign someone else to sign the document package in their place. The signer will be asked to enter the email address and full name of their delegate, along with an optional email message to the delegate. You are notified when signers have been changed.

Step 4: Preparing Documents

After you have created a document package, and have added at least one document and one signer to it, you are ready to prepare its documents for signing

To prepare a document for signing:

  1. Add Signature Blocks
  2. Optionally Add Fields
  3. Click Prepare from the Signers and Documents page.

Add Signature Blocks

Signature Blocks specify where each signer must sign inside a document. You can place multiple Signature Blocks in a document for a given signer.

To add Signature Blocks to a document for a signer, use the Designer to:

  1. Select the signer from the Signers list.
  2. Click Add Signature.
  3. Drag the Signature Block to where you want it to appear in the document.
  4. To change the Signature Block type, or to add a field, click the gear icon to open the Signature Block menu.
  5. Repeat Steps 3 to 6 for each Signature Block you want to add for the signer.
  6. If the OneSpan Sign package includes more than one document, click the right arrow to proceed to the next document. Then repeat the above steps to add other Signature Blocks.

For related information, see Obtaining Secure e-Signatures.

Optionally Add Fields

Fields contain information about a specific signer, and are optional. The section Field Types below describes the types of fields that can be added to a document.

You can add any number of fields for each type. If the signer has a OneSpan Sign account, fields such as the signer's name and title will be automatically completed, even if that information is not provided by the sender.

Fields are not displayed when documents are presented to other signers. For example, if you include Signer Name, Date, and Checkbox fields for a specific signer, those fields will not appear in documents presented to the package owner for signing.

To add fields to a document, use the Designer to:

  1. Hover your mouse over a relevant Signature Block, and click Edit. Then click Add Field.
  2. Choose the Field Types you want to add.
  3. Drag the field to where you want it to appear in the document.
  4. Repeat Steps 1 to 3 for each field you want to include in the document.
  5. If the OneSpan Sign package includes more than one document, click the navigation arrow in the preview window toolbar to open the next document. Then repeat the above steps to add other fields.

For related information, see Obtaining Secure e-Signatures.

Field Types

There are several field types to choose from:

  • Signing Date: This field is automatically completed with the date when the document is signed.
  • Signer Name: This field is automatically completed with the signer's first and last name. Those names are provided when the signer is added to the package.
  • Signer Title: This field contains the signer's title, which is provided when the signer is added to the package. If the signer's title is not provided, the field remains blank, and is not visible on the document.
  • Signer Company: This field contains the signer's company, which is provided when the signer is added to the package. If the signer's company is not provided, the field remains blank, and is not visible on the document.
  • Text Field: This is a box where the signer can enter additional information. Text Fields are useful when you want to allow the signer to provide additional information at the time of signing.
  • Checkbox: This is an option that the signer can click to display a checkmark (clicking again removes the mark). A checkbox is useful to indicate that the signer has completed an action. For example, a document may include text such as: Have you applied for a mortgage with another financial institution?", with accompanying text Yes or No. You can place one checkbox beside Yes, and another beside No.
  • Dropdown List: A drop-down list specifies pre-defined options from which the signer can choose one. Once a value is selected, only it is displayed. This minimizes the amount of space that this UI element occupies on the screen.
  • Radio Button: Radio buttons enable the selection of one of multiple options. Multiple buttons can be grouped together by associating each with a common group name. If the Required field is enabled, at least one button in the group must be selected. Identifying one button in the group as the default ensures that the corresponding option is pre-selected.
  • Text Area: This is similar to the Text Field type, in that it provides an area where free-form text can be entered by signers. It differs from the Text Field type by providing: (1) a 4000-character limit; (2) automatic wraparound.

Step 5: Sending a Document Package

Once you have prepared the documents in a document package by adding Signature Blocks and possibly other fields, you are ready to send the package to signers.

To distribute a document package for signing:

  1. In the Designer, click Send.
  2. Click OK to confirm that you want to distribute the package. The documents are sent to be signed.
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