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:

 

"Recipients" section of a transaction

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:

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 Draft or In Progress status. If the transaction In Progress, the signing process will be paused until the changes are complete.

You may add up to a maximum of 100 recipients per template or transaction.

To add recipients to a transaction:

  1. Locate the Recipients section on your transaction.
  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 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.
  1. Repeat the above steps until you've added all of the relevant recipients.
  2. Optional: Click the elipses beside the appropriate user (...) and click Settings to configure additional settings for each recipient, including recipient authentication. These settings can be updated at any time.
  3.  Click Next to accept the settings and add fields to the transaction's documents.

Undeliverable Email Policy

The following rules are applied to email addresses that fail to receive the 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 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.

To reassign a recipient:

  1. In the Recipients section of the Transaction page, click the ellipsis (...) in the last column, and then click Settings.

  2. Select the Advanced tab.

  3. 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 Recipients section on your transaction.
  2. Click the user's "recipient icon" (). A drop-down menu displays the type options:
  3. Select one of the below recipient types.
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 fields for them to initial or sign on the transaction's documents.

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 then see information on the transaction, such as its current state, and who has or has not signed already.

Changing a Recipient's Name or Email Address

To change the name or email address of an existing recipient:

  1. Locate the Recipients section on your transaction.
  2. Modify the necessary recipient details, such as First Name, Last Name, Email address, Title, and Company name.

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 change the signing order of the recipients:

  1. Locate the Recipients section on your transaction.
  2. Toggle the Set signing order switch 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 screen-reader accessible, a recipient can be moved to their desired location using the up and down arrow keys.

Configuring Other Recipient Settings

In the Recipients section of the Transaction page, click the ellipsis (...) in the last column, and then click Settings.

To change a Recipient's settings, select one of the following tabs:

Tab Settings Notes
Recipient

Its Type field displays the recipient's type, but is read-only. By contrast, you can change 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 has been sent, 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 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.
     

    After completing these configurations, click Save.

    Removing a Recipient from a Transaction

    To remove a recipient from a transaction:

    1. Locate the Recipients section on your transaction.
    2. Select a recipient and click the click the ellipsis (...) in the last column.
    3. Click Settings.
    4. Click Remove beside the recipient to be removed from the transaction. 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

    Once you have sent the transaction to your recipients you can send them additional reminders that they have documents to sign. To do this, go to 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:

    1. 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. Click the recipient's mobile-phone icon. You're prompted to confirm the action.
    2. 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.

    The 11.35 release of OneSpan Sign deprecated the part of the Classic User Experience for Senders and Admins. Thus the features described on this page are no longer available. If you try to access them, you will be redirected to the corresponding part of the New User Experience. Note: The Classic Signing Ceremony — i.e., the part of the Classic User Experience for Signers — is still supported.

    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.