This section discusses the following aspects of managing documents:

Adding Documents to a Transaction

A transaction is the experience of a OneSpan Sign user as they review, accept, sign, and potentially download documents. The sender of a transaction generally performs the procedures in the following sections:

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.

OneSpan Sign automatically includes an Electronic Disclosures and Signatures Consent document in all packages. All signers must accept the terms of this agreement before they can access the other documents in a package.

To add documents to a transaction:

  1. Click Add . Browse to where your document resides, and select it. You can select multiple files.
  2. You can also drag the document from its location to the transaction.

  3. Click Open.
  4. Optional: To change the order of multiple documents, drag the handlebar left of a document to its preferred location in the Documents list. The cursor will change to a crossbar.

    The signing order for documents is the order in which multiple documents must be signed by a participant. This order can be changed by dragging and dropping documents up or down (if the transaction is accessible, you can use the up and down arrow keys to move a document to its desired location). During the Signing Ceremony, a signer is first presented with the unsigned document that has the lowest signing order. Once that document is signed, the signer is presented with the unsigned document of the next lowest order. And so on. In general, a document of a given order can be viewed by a signer only after all documents of lower orders have been processed.

Once you've added documents to a transaction, you can begin adding recipients to it.

In the list of added documents, clicking the three dots to the right of a document's name expands an "action icon". That icon displays all available actions that can be performed on the document.

  • Preview : Opens a preview of the document's contents. The screen is displayed as an overlay on the page. Also visible are any signature fields or tags that have been added to the document.
  • Edit: Enables you to edit the document's name.
  • Remove: Removes the document from the transaction.
  • Move up or Move down: Moves the document up or down within the list of added documents.

Document Formats

OneSpan Sign supports the following "regular document" formats (the associated file extensions are in brackets):

  • Adobe Portable Document (*.pdf)
  • Microsoft Word (*.doc or *.docx)
  • Open Office (*.odt)
  • Rich Text Format (*.rtf)
  • Plain Text (*.txt)
  • Uploading New Documents
  • After a package has been created, documents can be added to it.

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 new documents to a package:

  1. From the Signers and Documents page, click Add Document. Browse to where your document resides, and select it. You can select multiple files.
  2. Click Open.
  3. The documents are added to the Documents list, along with an Electronic Disclosure and Signature Consent document.

  4. Optional: To add documents from other locations, repeat Steps 1 and 2.
  5. Optional: To change the order of multiple documents, drag the handlebar left of a document to its preferred location in the Documents list. The cursor will change to a crossbar.

Your uploaded documents are added to the Signers and Documents page. That page's Documents list shows all documents in the current package.

Adding Previously Added Documents

A document that has already been added to a package can be added to another package using the following procedure.

To add a previously uploaded document to another package:

  1. In the Documents search box, type any consecutive alphanumeric characters of the name of the desired document. A list of matching documents will appear.
  2. Select the desired document.

Electronic Disclosure and Signature Consent

OneSpan Sign automatically includes an Electronic Disclosures and Signatures Consent document in all packages. All signers must accept the terms of this agreement before they can access the other documents in a package.