Using the New Signer Experience
This section discusses the following topics:
- Signing Documents as a Transaction Owner
- Signing Documents as a Signer
- Accessible Signing
- Capturing Signatures on Mobile Devices
- Changing Signers
- Declining to Sign
- Completing Signing
- Downloading Signed Documents
- Reviewing Signed Documents
An Administrator can enable the redirection of signers to a customized external page when their session expires. To arrange this, please contact our Support Team.
The Transaction Owner is the first person prompted to sign a transaction's documents, unless a Signer Workflow has been created that specifies a different signing order.
To sign documents as a Transaction Owner:
- Where indicated, click SIGN or INITIAL.
- Click OK to confirm your signature.
- Repeat for each of the document's Signature Boxes that you must sign. A progress bar at the top of the document indicates the number of signatures you have completed, as well as the total number of your signatures required by this document.
- If additional documents in the transaction require your signature, continue to sign each document where indicated.
You will be notified that you have documents to sign via an email message, which states that you have been added as a signer to a OneSpan Sign transaction. That message will include a link to the transaction. The Transaction Owner may have included additional text, which will appear below the link.
To sign documents as a signer:
- In the email message you receive, click Go to Documents.
- Depending on the settings chosen by the Transaction Owner, you will need to verify yourself as a signer for the transaction. One of the following Authentication Methods may be used:
- Authentication by Email is the simplest form of authentication. It simply requires you to click the link in your invitation email.
Authentication by SSO requires you to enter an email address and password. Once successfully authenticated by an Identity Provider, you will be redirected to the Signing Ceremony.
- Authentication by Q&A requires you to answer one or more questions. Correctly answer all questions, and then click Login.
- Authentication by SMS requires you to enter a seven-digit SMS code that you received on your mobile phone. Enter the code, and click Login. This SMS code is sent when you click the link in your invitation email. If you have not received a code, use the Click here link.
- Read and Accept the Electronic Disclosure and Signatures Consent document.
- Sign all your Signature BoxesA rectangular space within an electronic document whose purpose is to receive and display an electronic signature. within the document. If any other signer has already signed the document, their signatures are visible in the document.
- If any unsigned Signature Boxes lie outside your viewing area, a Signatures required notification appears at the top of the screen.
- A progress bar at the top of the document indicates the number of signatures you have completed, as well as the total number of your signatures required by this document.
- To undo a signature, click the undo signature icon.
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.
If you do not want this agreement in your transactions, please contact our Support Team.
- Once you have completed signing a document, a confirmation request will appear. Click Confirm to confirm your signatures on the current document. If there are more documents for you to sign, they will appear. If you need to upload any additional documents to complete the signing process, seeUploading Attachments.
- To verify your signed documents, click Review Documents.
- If you would like to keep copies of the signed documents (recommended), click Download Documents.
- Once you have finished, simply close your browser to end the Signing Ceremony.
At any time, you can download an unsigned, unverifiable version of a transaction's documents. To do so, click the download link on the side of the page. Click Download All to download all documents in the transaction.
During the Signing Ceremony you may be asked to upload additional, supporting documents.
To upload an attachment:
- Click the upload icon.
- In the Uploads tab, select the document that you are being asked to include with your signatures.
- Drag and drop the required documents to the Signing Ceremony. You can also click Browse to search for the documents.
- Repeat for each document you are required to attach.
- By default, the following file types are supported: PDF, DOC, DOCX, RTF, ODT, JPG, JPEG, PNG, BMP, TXT, TIFF, TIF, GIF, XLS, XLSX
- Account owners can define a whitelist of file types that may be uploaded as transaction attachments by signers on the account. This list cannot include file types on the global blacklist (see the next bullet).
- To prevent signers from uploading malicious code, the following file types cannot be uploaded as attachments to a transaction: EXE, DLL, MSI, DMG, SO. This blacklist supersedes all account-level whitelists.
- Attachments added by signers are immediately scanned for malware. If malware is detected, the system will not upload the infected document or attachment.
To sign accessible PDFs within an accessible transaction, signers must first click the Enable accessibility mode button within the Signing Ceremony.
This button is available only if the transaction is accessible.
Accessibility can be enabled in the New Signer Experience in one of the following ways:
- By using the More Actions menu
- By pressing the TAB key. Once pressed, an additional menu will appear which will allow you to tab through the following options:
- Enable/Disable Accessibility: Enables or disables accessibility.
- Skip to document: Brings up the document to be signed.
Once accessibility mode is enabled, the page will refresh and present the transaction's documents in a format that is consumable by screen-reader technology — including navigating all documents and completing the entire signing process.
- The Signing Ceremony of an accessible transaction supports content magnification via the web browser (up to 200% zoom).
- The Signing Ceremony of an accessible transaction supports the navigation of fields via the keyboard's TAB key.
- Signers of an accessible HTML document use both the keyboard and mouse. Accessible HTML provides them with audio notifications via a screen reader.
- Some known limitations for signers are described here.
- You have met the conditions described in the section Prerequisites.
To capture signatures on your mobile device:
- You have received an email, inviting you to sign a transaction's documents. On your desktop, laptop or tablet, click that email's Go to Documents link.
- One of the following two scenarios occurs, depending on the account-level signing method chosen by the transaction sender:
- Signature Capture: After reviewing the documents on your desktop, laptop or tablet, you are given the choice of capturing your signature in either of the following ways: (1) draw your signature in the space provided on the following screen, and then click OK; (2) use your mobile device, starting by clicking Sign with your mobile device on the following screen.
- Mobile Capture: This method forces you to sign using a mobile device. Thus after reviewing the documents on your desktop, laptop or tablet, you attempt to click-to-sign a document, but are notified that your signature must be captured on a mobile device. Click Sign with Mobile Device.
- If you've chosen to sign on a mobile device:
- Instructions on how to proceed appear, and an email containing a link is sent to your mobile device. Click Continue.
- Open the email on your mobile device, and click Go to Documents.
- A blank signature line appears. Use it to draw your signature with your fingertip or a stylus.
- When you've finished drawing your signature, click Done .
- After you've finished signing on your mobile device, you can return to your desktop, laptop or tablet to review the documents you signed.
For a related discussion of OneSpan Sign for Mobile Web Applications, see Mobile Signing Ceremony.
The Transaction Owner may permit a signer to delegate their signing responsibilities to another person. If an original signer does this, their delegate can sign on their behalf.
The rest of this section describes:
An original signer can sign any Signature Boxes they want before they delegate their remaining Signature Boxes to a new signer.
To delegate your signing responsibilities to a new signer:
- In the page's top-right corner, click Change Signer.
- In the dialog box that appears, enter your delegate's Email, First Name, Last Name, Title and Company.
- Optional: Type a Message for your delegate. Though not required, a message can be useful to tell your delegate what you would like them to do.
- Click OK.
OneSpan Sign sends a new signer an email that: (1) identifies the person who has delegated their signing responsibilities to them; (2) states that documents are available for signing. The email also includes a link to those documents.
To sign documents as a new signer:
- Perform the procedure Signing Documents as a Signer.
As a new signer, you will not be required to provide any authentication information.
After a new signer has signed, their signature will appear in all the Signature Boxes they signed.
After a signer has been authenticated, they can decline to sign a transaction.
To decline to sign a transaction:
- From the More Actions drop-down list, click Decline To Sign.
- Specify your reason for declining.
- Click Decline. The transaction sender will be notified of your action, and you will no longer be able to view any document in the transaction.
By contacting our Support Team, account owners can: (1) customize the list of reasons that appear in the Decline dialog box; (2) disable that box's Other button.
When you have signed all your Signature Boxes in a transaction's document, a Confirm button appears. Click this button to continue.
After all signers have signed a transaction's documents, OneSpan Sign flags the transaction as Complete. A completed transaction is one that has been securely signed, and digitally sealed with a tamper-evident seal. Any attempt to tamper with the documents in the transaction or their signatures will break the seal. If that happens, the signatures will stop being legally binding.
OneSpan Sign sends an email to all signers to notify them that signing is complete. That email includes a link that signers can click to download the transaction with its securely signed documents. The email may also include the documents as attachments, depending on the options selected by the Transaction Owner when they created the transaction.
If Document Visibility was configured for the transaction, each person can download only those documents that the configuration permits them to view.
Signers are not required to download documents. They remain available for download until the Transaction Owner archives or deletes the transaction. It's nonetheless a good idea to download, so signers will have a copy of the documents for their records.
Signed documents are provided as PDFs. Each PDF includes visual indicators and messages that signers can use when they are Reviewing Signed Documents.
To download signed documents:
- In the email message you receive, click Download Completed Documents.
- In the page that appears click Download Documents.
After you download a transaction, you can review its documents. Each document is a PDF that contains your signatures and the signatures of all other signers. If you view a downloaded PDF using Adobe Reader, you can verify if its signatures are valid. One way of doing so is to click each signature — a popup states if the signature is valid, and provides further details about the signature's status.
You can also review signed documents by clicking the Download Completed Documents link in the email message that you received, and then clicking Review Documents.
Signature validation is largely a standard process across PDF viewers. However, occasionally a PDF viewer may give results that differ from those of Adobe Reader. When that occurs, OneSpan considers the Adobe Reader results to be more definitive.