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
The Recipients section of the Draft page enables you to view all existing recipients of the transaction's signing invitations, to change various settings for those recipients, and to add other recipients to the transaction.
This rest of this section describes the following procedures:
- Adding Recipients to a Transaction
- Changing a Recipient's Type
- Changing a Recipient's Name or Email Address
- Specifying the Signing Order
- Configuring Other Recipient Settings
- Removing a Recipient from a Transaction
- Sending Transaction Reminders
If you wish, you can also configure Authentication Methods for recipients.
To add recipients to a transaction:
- On the Recipients section of the Drafts tab of the Transaction page, click Add. A new row appears for a new recipient.
- The First Name, Last Name, and Emailof the recipient are the three fields to the right of the "recipient icon" (). Typing in any of those fields invokes a list of matching users from: (1) the recipients’ history; (2) the list of account senders. Complete each field either by typing, or by selecting an option from the recipient list that appears.
The following fields may appear for users in that list:
- First Name: The recipient's first name. This field is displayed only for the Recipient or Myself recipient types. It is a required field when you are defining a recipient who is one of those types.
- Last Name: The recipient's last name. This field is displayed only for the Recipient or Myself recipient types. It is a required field when you are defining a recipient who is one of those types.
- Email: The recipient's email address. This field must have the format of a valid email address. It is displayed only for the Recipient or Myself recipient types. It is a required field when you are defining a recipient who is one of those types.
- Repeat the above steps until you've added all desired recipients.
- Do one of the following:
Please be aware of the following:
- If a recipient's email address bounces more than three times: (1) that address is added to OneSpan Sign's blacklist; (2) the recipient will no longer receive OneSpan Sign emails.
- If a recipient's email becomes blacklisted from one account, it will be blacklisted from all OneSpan Sign accounts.
- If a transaction is sent that contains a blacklisted email address, an email will notify the transaction sender that the address has been blacklisted. A notification is sent each time the blacklisted address is used.
- If the transaction sender wants to remove an email address from the blacklist, they must contact their System Administrator, who must call our Support Team.
Once a recipient has been saved, their "type" can be changed.
To change a recipient's type:
- On the Recipients section of the Drafts tab of the Transaction page, click the user's "recipient icon" (). A drop-down menu displays the following type options:
- Recipient: Use this type to add as a recipient an account sender or an individual user with an email address. This type is selected by default when a new recipient is added to a transaction.
- Group: Use this type to add as a recipient an existing group within the account. This type is not visible if no groups exist in the account, or if Enable notarization is selected for the transaction.
- Myself: Use this type to add yourself as a recipient — i.e., to add the user who is currently logged in. This type is not visible if you are already a recipient on the transaction.
- Placeholder: Use this type to add as a recipient a signer whose identity will be determined later. This can be useful if, for example, you are creating a transaction from a template. However, all such placeholders must be replaced by real signers before a transaction is distributed for signing.
- Select one of the above recipient types.
To change the name or email address of an existing recipient:
- On the Recipients section of the Drafts tab of the Transaction page, make whatever changes you want to the First Name, Last Name, and Email address of the recipient.
Typing in the First Name, Last Name, and Email field of an existing recipient invokes a list of matching users from: (1) the recipients’ history; (2) the list of account senders. For more on leveraging this functionality, see Adding Recipients to a Transaction.
By default, the Set signing order toggle switch in the Recipients section is OFF.
To change the order in which a transaction's recipients must sign:
- Toggle the Set signing order switch ON.
- Drag each recipient's drag handle (orange dots to the left of their recipient icon) up or down the Recipients list to their desired location. The number next to a recipient represents their place in the signing order.
If the transaction is accessible, a recipient can be moved to their desired location using the up and down arrow keys.
On the Recipients section of the Drafts tab of the Transaction page, hovering your mouse over the row of a particular recipient replaces the ellipsis (...) in the last column with a gear icon (); and an X icon.
To change any of the following settings, click the gear icon:
- Recipient: The Recipient dialog box appears immediately after you click the gear icon. Its Type field displays the recipient's type, but is read-only. By contrast, you can change following settings for the recipient: First Name, Last Name, Email, Title, Company, and Language.
- Authentication: Selecting this opens the Authentication dialog box. That box enables you to specify the Authentication Method that will be used to verify the recipient's identity. This action is available only for the Recipient recipient type. For more information, see New.
- Signing Method: Selecting this opens the Signing Method dialog box. That box enables you to specify the Signing Method to be used by the recipient (e.g., signing with a Personal Certificate). This action requires that Certificate Signing or External Signing be enabled for the sender's account. This action is not available for Group or Placeholder recipients. The Signing Method can be configured independently for each recipient of the transaction.
- Attachments: Selecting this opens the Attachments dialog box. That box enables you to specify one or more supporting documents (e.g., a driver's license) that the recipient must upload before the transaction is completed. This action is not available for the Myself recipient type. Once the transaction has been sent, the transaction owner can review, comment on, download, or reject the attachments uploaded by recipients.
- Advanced: Selecting this opens the Advanced dialog box, which offers the following options:
- Personal Message: This field enables you to type a personal message for the recipient. That message will override the default transaction message. This action is available only for the Recipient and Group recipient types.
- Change Signer: By default this switch is OFF. If you toggle it ON, during the Signing Ceremony the recipient will be able to delegate their role in the transaction to another recipient. This action is available only for the Recipient and Group recipient types.
- Email Delivery: By default this switch is OFF. If you toggle it ON, the recipient will receive the transaction's signed documents as an email attachment. This action is available only for the Recipient and Group recipient types.
These Advanced options became available for placeholder recipients in OneSpan Sign 11.28.
The Language field will be: (1) hidden for recipients of type Myself, Placeholder or Group; (2) disabled for recipients who are account senders (for them, the system will display the language assigned to their account).
After you've finished configuring the above options, click Save.
To remove a recipient from a transaction:
- Click the recipient's X icon. You're prompted to confirm the action.
- Click Yes. A message confirms that the recipient has been removed.
This action is available for all recipient types.
On the Recipients section of the Inbox tab of the Transaction page, the row for each recipient displays an envelope icon. A row may also display a mobile-phone icon.
To resend an invitation email to a recipient:
- Click the recipient's envelope icon. A message confirms that an email reminder has been sent.
To send another SMS code to a recipient:
- Click the recipient's mobile-phone icon. You're prompted to confirm the action.
- Click Yes. A message confirms that an SMS code has been sent.
This action is available only for a recipient who: (1) is a Recipient recipient type; (2) has SMS Authentication as their specified Authentication Method.
This section discusses the following topics:
- Adding Signers
- Defining a Signer Workflow
- Adding a Signer Group
- Configuring Recipient Authentication
Signers are added to a document package one at a time. By default, you are listed as a signer because you are the package owner. All signers for the current package are displayed in the Signers list.
To add signers to a package:
- From the Signers and Documents page, click Add Signer.
- Enter the Email, First Name, and Last Name of the signer.
- Optional: Enter the signer's Title and Company Name.
- Click Authentication to choose one of the following Authentication Methods: Email (default), Q&A, or SMS.
- Click Advanced to act on any of the following options:
- Personal Email Message Option
- Document Delivery Option
- Change Signer Option
- Click Save.
A signer that has already been added to a package can be added to another package using the following procedure.
To add a previously added signer to another package:
- In the Signers search box, type any consecutive alphanumeric characters of the name of the desired signer. A list of matching signers will appear.
- Select the desired signer.
By default, a package's signers can sign in any order. If a package contains multiple documents, each signer must sign the documents in the order in which they appear in the Documents list.
If it is important that signatures be obtained in a specific order, a Signer Workflow can be defined. When such a workflow is defined, signatures are obtained from signers in the order in which the signers appear in the Signers list.
For example, in the following screen: (1) Paul must sign first; (2) Joe will receive the package only after Paul has signed.
To define a Signer Workflow:
- From the Signers and Documents page, select the box Define a role workflow.
- To change the order of signers, drag the handlebar left of each signer's name to its desired position in the Signers list. The cursor will change to a crossbar.
To add an existing group in your account to a package:
- From the package's Designer page, click Add Signer. The Add Signer dialog box appears.
- For Signer Type, select This Signer will be: A Group defined in my account.
- Select the Signer Group you want to add.
- Click Save.