The Access DelegationEnables you to grant others in your organization access to your account. With Access Delegation, your assigned delegate (i.e., the person to whom you have granted access) can send and sign documents on your behalf. option enables a user to delegate access to their OneSpan Sign transactions to one or more other users on their account. Specifically, delegates can sign documents on behalf of the delegator, and they can access the delegator's inbox, drafts, layouts, and templates. All transactions performed by the delegate nonetheless continue to be owned by the delegator.

This feature addresses use cases like the following:

  • A manager must manage transactions, monitor transaction progress, and retrieve completed documents for employees who have sent transaction emails, but who are unavailable at the moment (perhaps they're on vacation, they've left the company, etc.).
  • A group of users is responsible for distributing transactions. While one member of the group is away, another member must access the absent member's OneSpan Sign folders to: (1) see if a transaction was sent or completed; (2) retrieve any completed documents.

This rest of this section discusses:

Designating a Delegate

Prerequisites

  • The delegation feature has been activated for your account.

Action

To designate a delegate for yourself:

  1. From the My Account page, click Access Delegation. The Access Delegation page displays: (1) an Add Delegate section that contains a Search field; (2) a list of your current delegates, which has its own Search field.
  2. Click the first Search drop-down menu to see a list of senders on your account (this list will not include you or any delegate already added for you).
  3. From that list, select the sender you want to add as your delegate.
  4. Click Save.

The above procedure describes how to designate a delegate from the My Account page. Using a different workflow, you can also designate a delegate from the Senders page.

Managing Your Role as a Delegate

Prerequisites

  • The delegation feature has been activated for your account.
  • You have been designated as someone's delegate.

Action

To manage your role as a delegate:

  1. Click the Manage Delegation icon in the top menu. The Manage Delegation dialog box displays the following:
    • Currently delegating for Sender: The placeholder in angle brackets stands for one of the following:
      • If you are currently acting as a delegate for another sender, the placeholder stands for that sender's name and email address.
      • If you are not currently acting as a delegate for another sender, the placeholder says No Sender.
    • A list of all senders for whom you're permitted to act a delegate.
  2. If you want to start acting as a delegate for a sender in that list, select that person from the list. Then click Start Managing.

    The Start Managing button is visible only if you are not currently acting as a delegate for another sender.

  3. If you want to stop acting as a delegate for a sender, and click Stop Managing.

    The Stop Managing button is visible only if you are currently acting as a delegate for another user.

  4. If you want to stop acting as a delegate for one sender, and start acting as a delegate for another sender, select the new sender from the above list, and click Start Managing.

Video Tutorial

How to Delegate Signing Authority in OneSpan Sign

The Delegate Access feature enables the delegation of access to a user's OneSpan Sign transactions to one or more other users on the same account. A delegate can: (1) access the delegator's inbox, drafts, layouts, and templates; (2) sign documents on behalf of the delegator. Nonetheless, all transactions performed by the delegate are owned by the delegator.

Delegate Access is an optional configuration setting at the account level. To enable this feature, please contact your administrator.

This feature addresses use cases like the following:

  • A manager wants to administer transactions, monitor transaction progress, and retrieve completed documents for employees who have sent transaction emails, but who are presently unavailable (e.g., they may be on vacation, or may have left the company).
  • A group of users is responsible for distributing transactions. When one member of the group is away, another member wants to access the absent member's OneSpan Sign folders to: (1) see if a transaction was sent or completed; (2) retrieve any completed documents.

The rest of this section discusses:

Configuring Member Delegation

One way of configuring Delegate Access to enable Member Delegation for a Signer Group. When this is done, every member of the group can act as a delegate for every other member of the group.

The following procedure creates a group, but you could also enable Member Delegation for an existing group. To begin editing an existing group, click the group's name.

Prerequisite

  • The delegation feature has been activated for your account.
  • You are a manager in the account.
  • This procedure's senders must be in the same account as yourself.

Action

To create a group that supports Member Delegation:

  1. On the OneSpan Signmenu, click Groups.
  2. Click Create Group. The Create Group dialog box appears.
  3. Type a Group name.
  4. Select the Member Delegation box.
  5. Click Save.
  6. For each user you want to add to the group, enter their email address in the Add as Member field, and click Add as Member. Every group member will be able to act as a delegate for every other group member.

Configuring One-Way Delegation

The Member Delegation described in the previous section permits bi-directional delegation — i.e., two group members can each act as a delegate for the other.

The Delegate Access feature also supports one-way delegation. In this case, access to Sender 1's transactions is delegated to Sender 2, but access to Sender 2's transactions is not delegated to Sender 1.

There are two ways of configuring one-way delegation:

Designating Delegates for a Sender

Prerequisites

  • The delegation feature has been activated for your account.
  • You are a manager in the account.
  • This procedure's senders must be in the same account as yourself.

Action

To designate delegates for a sender:

  1. On the OneSpan Signmenu, click Account.
  2. Click the Senders tab. The Senders page lists all senders on your account.
  3. For the sender whose access you want to delegate, click the icon View/Assign Delegates for this Sender. The Delegation dialog box appears.
  4. Select the delegates you want from the Add delegate drop-down list.
  5. Click Save. On the Senders page, the following message in red font appears for any sender who has a delegate: This sender has delegates.

Designating Delegates for Yourself

Prerequisites

  • The delegation feature has been activated for your account.
  • This procedure's senders must be in the same account as yourself.

Action

To designate delegates for yourself:

  1. On the OneSpan Signmenu, click Identity. The Identity page opens.
  2. In the Delegation section, click Delegation. The Delegation dialog box appears.
  3. Select the delegates you want from the Add delegate drop-down list.
  4. Click Save. On the Identity page, the following message in red font appears: You have delegates.

Acting as a Delegate

To act as a delegate for another sender:

  1. Log in to OneSpan Sign as yourself.
  2. At the top of your screen, click Delegate.
  3. The Select Delegate drop-down menu lists all senders for whom you may act as a delegate.

  4. From that list, select the sender for whom you want to act as a delegate. You are now acting as that person's delegate. While you are acting as a delegate, the global navigation bar is underscored with a red line.
  5. When you want to stop acting as a delegate for this sender, click Stop Managing .
  6. As a delegate: (1) you can act on behalf of only one delegator at a time; (2) you cannot act on behalf of the delegator in the role of an e-notary.