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:
- Creating a Transaction
- Adding Documents to a Transaction
- Adding Recipients to a Transaction
- Configuring Recipient Authentication
- Adding Fields to a Document
- Managing Transaction Reminders
Fields enable the placement of additional data in a document at the time of signing. Like signature fields, non-signature fields can be placed anywhere inside a document. Nonetheless, each field is linked to a particular signature. Only the signer of that signature can assign or change the field's value. Once the signature is signed, however, the value of the field cannot be changed by anyone.
You cannot add fields to: (1) documents that are Accept Only; (2) the Electronic Consent form; (3) documents in an accessible transaction.
To add fields to an active document:
- Click the <Name of Recipient> from the RECIPIENTS section of the Prepare Transaction page.
- Drag and drop the desired fields (e.g., Signature) from the FIELDS section onto the document. The available fields are described below.
- Repeat Steps 1 and 2 for all other relevant recipients.
- Click Send To Sign.
You can duplicate a field by clicking it, and selecting Duplicate from the Field Settings pane. The new field will duplicate the original field's properties (Is required, Is optional, default value, list values, max characters), but its Field Name will be reset to empty.
You can collectively align multiple fields to the top, bottom, left, or right.
After you click Send To Sign, an email or SMS notification will be sent to all recipients when it is their turn to sign.
For more information:
The FIELDS section of the Prepare page contains every field that can be added to a document for a given recipient. Those fields are:
- Signature: This field contains the signer’s signature. Once it has been added to a document, the recipient's name and signature are displayed in this field. The following signature types are available (click the Gear icon on the signature field to select the signature type):
- Click to Sign: The signer's name is stamped on the signature field at the time of signing. This is the default signature type.
- Capture Signature: The signer draws their signature using their mouse or another input device. The signer can also choose to sign on a mobile device such as a smart phone if the sender has Mobile Capture enabled on their account. The drawing of the signature is stamped on the signature field at the time of signing.
- Mobile Signature: The signer receives a link via email that redirects them to open the document on their mobile phone. The signer is then required to draw their signature using their finger or a stylus. The drawing of the signature is then stamped on the box. However, Mobile Capture must first be enabled on your account.
- Optional Signature: Signatures can be specified as "optional" for any of the above three signature types, or for the Signer Initials described in the next bullet. If this flag is set, a signer is not obliged to sign all of their signatures inside a transaction's documents before completing the transaction. However, Optional Signature must first be enabled on your account.
- An autofield associated with an optional signature will appear only if the latter is signed.
A Form Field associated with an optional signature will be retained on a transaction even if the signature is not signed.
A signer must "confirm" a transaction before the system will retain the signer's optional signatures or Form Fields within the transaction's documents.
Senders on mobile applications (iOS or Android) cannot create optional signatures.
Consent documents cannot be optional.
- If a document contains only unsigned optional signatures (and no other signatures), its header says: Review & optionally sign this document. If a document contains only signed optional signatures: (1) its header says Ready to confirm; (2) its footer says Please Confirm to complete signing. If a document contains only optional signatures AND they are not all signed, its footer says Click Continue to proceed without signing.
To watch a video on how to create Optional Signatures, click here.
- Signer Initials: At the time of signing, the signer's initials are stamped on the signature field.
- Signing Date: Displays the date and time when the signature field was signed.
- Signer Name: Displays the signer's name.
- Signer Title: If supplied, this field displays the signer's title.
- Signer Company: If supplied, this field displays the signer's company.
The fields below are collapsed by default. To toggle the list, click Show /Hide.
- Text Field: This field accepts any text entered by the signer prior to signing.
- You can specify a Name, a Default Value, and the Maximum Length of the field. You can also enable Is Required to ensure that the signer fills out this field.
- Text Area: This is a multiline area that accepts any text entered by the signer prior to signing.
- You can specify a Name, a Default Value, and the Maximum Length of the area. You can also enable Is Required to ensure that the signer fills out this field.
- Checkbox: This is a simple check box that the signer can either select or clear.
- You can specify a Name and a Default Value. You can also enable Is Required to ensure the signer selects the box.
- Radio: Radio buttons enable signers to select one of many predefined options.
- You can specify a Name and a Default Value. You can also enable Is Required to ensure the signer selects a radio button. Radio buttons can be grouped by associating them with a Radio Group, and you can identify one button in the group as the Default (ensuring that it will be pre-selected).
- List: This is a drop-down list that offers multiple predefined options. The signer can choose one option from the list. Once that option is selected, only that option is displayed, thus minimizing the amount of space this element occupies on the screen.
- You can specify a Name and a Default Value. You can also specify the options that appear in the list, and enable Is Required to ensure the signer selects one item from the list.
- Label: This is a READ-ONLY label that will be stamped on the PDF.
- You can specify a Name and Default Value for this field.
- Custom Fields: These fields are populated at the time of signing with data that is specific to the signer. Custom Fields are created for an entire account, and an account can have any number of Custom Fields. However, each field must be identified by a unique ID. Also, each field should be assigned a default value, which will be used by account members who have not yet set their value for the field.
For all the above fields except Capture Signature, Mobile Signature, Radio and Checkbox, the Field Settings pane has a Field Formatting section that specifies a font size for the field (i.e., the font size that will be used for text in the field when the parent document is printed). The options are: (1) a specific font size; (2) Auto-fit (which will scale the text to fill its input box); (3) Inherit from parent (this is the default, and will use the font size defined at the transaction/template level).
Suppose you’ve added one of the following types of fields to a document: Text Field, Text Area, Checkbox, Radio, List. If you click that field to highlight it, the Field Settings pane will display a section called Conditional Logic. You then have the option of expanding that section, and adding conditional logic to that field. Example 1: You can specify that if a highlighted Text Field is not empty, a particular Signature Field will be enabled — i.e., the signer must add text to the Text Field before they can sign the Signature Field. Example 2: You can specify that if a highlighted Text Area is not empty, a particular Checkbox will be enabled — i.e., the signer must add text to the Text Area before they can interact with the Checkbox.
Once you have created a package and added at least one document to it, you can prepare all of its documents for signing. This is done using the New.
If a package is accessible, the Designer page will be read-only. That is, no one can: (1) add, modify or remove signatures or fields; (2) specify the documents as Accept Only; (3) apply layouts to the documents.
To prepare a package for signing:
- Perform the procedure Adding Signature Blocks to Documents.
- Optional: Perform the procedure Adding Fields to Documents.
- From the Signers and Documents page, click Prepare.
This section also discusses Creating and Using Templates, which is related to preparing documents for signing.
Signature Blocks define: (1) where each signer must sign a document; (2) fields that contain information about the signer.
In a given document, you can insert multiple Signature Blocks for a given signer.
However, you are not obliged to add a Signature Block for a signer. For example, a package may include several documents, one of which requires signatures from only two of three signers.
To add Signature Blocks to the documents in a package:
- Click Prepare to Sign in the document toolbar. The Preview window appears for the package' first document.
- Using the drop-down arrow in the Signers list, select the signer whose signature you want to add.
- Click Add Signature.
- Drag the Signature Block to where you want it to appear in the document.
- If you want to change certain settings: (1) hover your cursor over the Signature Block; (2) click the gear icon.
- For each Signature Block you want to add to the document, repeat Steps 2 to 5.
- If the package has multiple documents: (1) open the next document by clicking the navigation arrow in the Preview window's toolbar; (2) repeat Steps 2 to 6 to add Signature Blocks to that document.
Fields are associated with a specific signer, and are optional. You can include any number of each type of field. If the signer has a OneSpan Sign account, fields such as the signer's name and title will be filled in automatically, even if that information is not provided by the sender.
A field does not appear if the document that contains it is displayed to a signer other than the user for whom the field was created. For example, if you add Signer Name, Date, and Checkbox fields for a specific signer, those fields will never appear to the package owner.
You can add any of the following field types:
- Signing Date: At the time of signing, the system automatically populates this field with the current date.
- Signer Name: At the time of signing, the system automatically populates this field with the signer's first and last names. These names are provided when the signer is added to the package.
- Signer Title: If the signer's title is available, the system automatically populates this field with that title at the time of signing. Otherwise, the field is left blank. The signer's title is usually provided when the signer is added. However, if the signer is a Contact, Lead, or User in Salesforce, this field is automatically populated with the information stored in Salesforce.
- Signer Company: If the name of the signer's company is available, the system automatically populates this field with that name at the time of signing. Otherwise, the field is left blank. The company name is usually provided when the signer is added. However, if the signer is a Contact, Lead, or User in Salesforce, this field is automatically populated with the information stored in Salesforce.
- Date: This field enables the signer to add a date of their own choosing. The Name, Format, Is Required, and Type values can all be specified in the field's settings.
- Text Field: This field provides a box where the signer can enter additional information at the time of signing.
- 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. However, unlike Text Fields, it provides automatic wraparound. Each Text Area can accept up to 4000 characters. The Name, Default Value, whether the text area Is Required, and the Maximum Length of the text area can all be specified in the field's settings.
- Checkbox: Prior to signing, the signer can either select or clear this simple check box. It can be useful to indicate that the signer has completed a particular action. The Name, Default Value, and whether the box Is Required can all be specified in the field's settings.
- Radio: Radio buttons provide the ability to select one of many options. Multiple radio buttons can be grouped together by associating each with a common Group Name. The Required field, if enabled, indicates that at least one button in the group must be selected. Identifying one button in the group as the Default will pre-select that option. The Name, Default Value, whether the radio button Is Required, and the Radio Group can all be specified in the field's settings.
- List: A drop-down menu list also provides the ability to select one of many options. Once an option has been selected, only that value is displayed (this reduces the amount of space taken by this UI element on the screen). The Name, Default Value, and List Items can all be specified in the field's settings.
- Label: The package sender can add a label field to embed text in a document. This is a read-only field with a value that will be simply stamped on the PDF. During the Signing Ceremony, the label is displayed as non-editable text.
If you don't see some of the above field types when you perform the next procedure, it's because they have been disabled for your account. For help, see your System Administrator.
To add a field to a document:
- Hover your mouse over a relevant Signature Block, click the Gear icon, and then click Add Field.
- Choose the field type you want to add (see Field Types).
- Drag the field to where you want it to appear in the document.
- Repeat Steps 1-3 for each field you want to add.
- If your package has multiple documents, and you want to add fields to other documents, use the navigation arrows to open the next relevant document, and repeat Steps 1-4.
Application Administrators can configure default values for the field-type settings Is Required and Format. These settings can be edited by users.