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 following procedures :

 

"Recipients" section of a transaction

The Recipients section of the Draft page enables you to: (1) view all existing recipients of the transaction's signing invitations; (2) change various settings for those recipients; (3) add other recipients to the transaction.

This rest of this page describes the following procedures:

If you wish, you can also configure Authentication Methods for recipients.

Adding Recipients to a Transaction

Recipients can be added to a transaction that is in the state Draft or In Progress. If the transaction is In Progress, the signing process will be paused until changes are complete.

You may add up to a maximum of 100 recipients per template or transaction. However, for maximum performance we recommend that you limit the number of recipients to 20.

To add recipients to a transaction:

  1. Locate the transaction's Recipients section.
  2. Click Add Recipient. A new row appears for a new recipient.
  3. Type the First Name, Last Name, or Email of the recipient.

    These three fields are 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.
  1. Repeat the above steps until you've added all desired recipients.
  2. Optional: To configure additional settings for a recipient (including recipient authentication), click the ellipsis beside the recipient (...), and then click Settings . These settings can be updated any time.
  3.  Click Next to accept your settings. You can then add fields to the transaction's documents.

Undeliverable Email Policy

The following rules are applied to email addresses that fail to receive system notifications:

  • If delivery to a recipient's email address fails 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.

Reassigning Recipients

By default this feature is OFF. If you toggle it ON, during the Signer Experience the recipient will be able to delegate their role in a transaction to another recipient. This action is available only for the Recipient and Group recipient types.

To reassign a recipient:

  1. Locate the transaction's Recipients section.
  2. Select the recipient, and click the ellipsis (...) in the last column.
  3. Click Settings.

  4. Select the Advanced tab.

  5. Toggle ON the Change Signer option.

Changing a Recipient's Type

Once a recipient has been saved, their "type" can be changed.

To change a recipient's type:

  1. Locate the relevant transaction's Recipients section.
  2. Click the user's "recipient icon" (). A drop-down menu displays the type options:
  3. Select one of the recipient types in the following table.
Recipient Type Usage Notes
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. There will be nothing for this person to do unless you add to the transaction's documents fields for them to initial or sign.

Group Use this type to add as a recipient an existing group within the account. This type is not visible if groups are not configured 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 placeholders must be replaced by real signers before a transaction is distributed for signing.

To add a recipient as a Reviewer, simply add them to the transaction, but do not assign any signatures to them. A Reviewer can view information within the transaction (e.g., the transaction's current state; who has already signed; who has not yet signed).

Changing a Recipient's Personal Details

To change an existing recipient's personal details:

  1. Locate the transaction's Recipients section.
  2. Edit the recipient's details (e.g., First Name, Last Name, Email, Title, Company).

Typing the First Name, Last Name, or Email 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.

Specifying the Signing Order

By default, the Set signing order toggle switch in the Recipients section is OFF.

To specify a Signing Order for a transaction's recipients:

  1. Locate the transaction's Recipients section.
  2. Toggle the Set signing order switch to ON. A number will appear beside each recipient in the list.
  3. Drag each recipient's drag handle (orange dots to the left of their recipient icon) up or down the Recipients list to their appropriate location. The number beside the recipient name will update based on the new signing order.
  4. If the transaction is accessible to Screen Readers, a recipient can be moved to their desired location using the keys "up-arrow" and "down-arrow".

Configuring Other Recipient Settings

To change a recipient's settings:

  1. Locate the transaction's Recipients section.
  2. Select the recipient, and click the ellipsis (...) in the last column.
  1. Click Settings.

  2. Select any of the following tabs, and configure its settings:

Tab Settings Notes
Recipient

The Type field displays the recipient's type, but is read-only. By contrast, you can change the following settings for the recipient:

  • Role
  • First Name
  • Last Name
  • Email
  • Title, Company
  • Language
  • 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).
    Authentication

    Selecting this opens the Authentication tab. This 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.

    Attachments

    This 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 is complete, the Transaction Owner can review, comment on, download, or reject the attachments uploaded by recipients.

     
    Advanced

    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 Signer Experience 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.
     
    1. After you've completed the above configurations, click Save.

    Removing a Recipient from a Transaction

    To remove a recipient from a transaction:

    1. Locate the transaction's Recipients section.
    2. Select the relevant recipient, and click the ellipsis (...) in the last column.
    3. Click Settings.
    4. Click Remove. You are prompted to confirm the action.
    5. Click Yes. A message confirms that the recipient has been removed.

    This action is available for all recipient types.

    Sending Transaction Reminders

    After you have sent a transaction to its recipients, you can send them reminders that they have documents to sign.

    To resend an invitation email to a recipient:

    1. Locate the transaction's Recipients section.
    2. Click the recipient's envelope icon. A message confirms that an email reminder has been sent.

    To send another SMS code to a recipient:

    1. Locate the transaction's Recipients section.
    2. Click the recipient's mobile-phone icon. You're prompted to confirm the action.
    3. Click Yes. A message confirms that an SMS code has been sent.

    This action is available only for recipients whose recipient type is Recipient, and whose Authentication Method is SMS Authentication.

    Starting with the 11.42 release of OneSpan Sign, the Classic User Experience is no longer supported for SaaS customers. This section is thus only intended for on-premises customers who have not yet migrated to our Container deployment.

    This section describes the following topics:

    Adding Signers

    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:

    1. From the Signers and Documents page, click Add Signer.
    2. Enter the Email, First Name, and Last Name of the signer.
    3. Optional: Enter the signer's Title and Company Name.
    4. Click Authentication to choose one of the following Authentication Methods: Email (default), Q&A, or SMS.
    5. Click Advanced to act on any of the following options:
      • Personal Email Message Option
      • Document Delivery Option
      • Change Signer Option
    6. Click Save.

    Adding Previously Added Signers

    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:

    1. In the Signers search box, type any consecutive alphanumeric characters of the name of the desired signer. A list of matching signers will appear.
    2. Select the desired signer.

    Defining a Signer Workflow

    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:

    1. From the Signers and Documents page, select the box Define a role workflow.
    2. 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.

    Adding a Signer Group

    To add an existing group in your account to a package:

    1. From the package's Designer page, click Add Signer. The Add Signer dialog box appears.
    2. For Signer Type, select This Signer will be: A Group defined in my account.
    3. Select the Signer Group you want to add.
    4. Click Save.