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
To create a new transaction:
- On the Dashboard, click New Transaction. The Create New Transaction page appears.
- Type a Name for the transaction. This is a required field. Optionally, you can type a Description for the transaction.
- If you want to create the transaction from a template, choose one from the Select a template drop-down list. This list displays all templates created by the user, and all templates created by other users that are marked as shared. A special icon is visible next to each shared template.
- Optional: Use the Settings button to specify these additional settings:
- Expiry Date — Specifies when the transction or template will expire. Once it has expired, it will no longer be available for signing. The expiration time can be specified either as a future date (e.g., 01/18/2020) or as a time interval (e.g., 20 days after the transaction or template was created). If a user specifies that the transaction is to expire after a certain number of days the date the transaction will expire is displayed to the user. Whether the default format is "date-based" or "time-based" is configured at the account level.
- Enable in-person signing — Enables the transaction to be signed in person by all signers on the same device.
- Enable notarization — Configures the transaction for notarization. Notarization is used in various circumstances (e.g., transferring land, transferring vehicles, insurance settlements, liens, trusts). For more information, see e-Notary.
- Time Zone — The time zone used to display all dates on the transaction's signed documents.
- Language — The language in which the transaction will appear.
- Review before completion — Enables you to review the transaction and all its signed documents after all signers have signed, but before you complete the transaction.
- Enable accessibility — Enables blind and visually impaired users to review and click-to-sign PDF documents that are presented with a supported browser and accessibility tools.
- Email Reminders — Configures reminders that will be sent automatically to all recipients of a transaction who have not yet signed. For more, see Managing Transaction Reminders.
- Field Formatting — The Font Size option specifies the font size that will be used for the text in a 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).
- Message to all recipients — Enables you to send a message that will be viewed by all recipients as part of the transaction's invitation email. If a template is selected, this field will be populated from the template.
The value that initially appears for all of the above settings except Email Reminders is automatically set to the default value specified for the sender's account. That default value can be changed only by contacting our Support Team.
Once you've created a transaction, you can begin adding documents to it. See Adding Documents to a Transaction.
The following steps are required to obtain secure e-signatures:
- Create a package for your documents.
- Add one or more signers.
- Prepare the documents for signing
- Send the package for signing.
This chapter discusses the following subjects:
- Creating a Document Package
- Adding Signers
- Document Formats
- Sending a OneSpan Sign Package
- Editing a Sent Package
This section discusses the following topics:
- Creating Document Packages
- Document Formats
- Adding Documents to a Transaction
- Electronic Disclosure and Signature Consent
- Editing a Package's Details
A document package contains documents to be signed. You must create a package using the following procedure before you can add documents to it.
To create a document package:
- Click Send New Package.
- Give the package a Name, preferably one that identifies its contents (e.g., Mortgage Renewal Documents).
- Optional: Give the package a Description that explains its purpose.
- Optional: Click Advanced Options. For a description of the available options, see Editing a Package's Details.
- Click Create.
To edit a document package's details:
- From the Signers and Documents page, above the Signers list click Edit Details.
- On the Details tab, you can change the package's Name or Description.
- Click Advanced Options to change any of the following options:
- Expiry Date: If you specify an expiry date, all documents must be signed by that date. After the package has expired, it will no longer be available for signing.
- Email Message: You can include a message in the email that notifies signers that documents are available for signing. This message appears after the link that provides access to the documents. When a signer is added, a message can be sent to them which will override the package's email message.
- In-Person Signing: For convenience, documents in a package can be signed by the package owner and all other signers on the same device. For example, a life insurance agent may visit clients in their homes. Using a mobile device such as a tablet, the agent can prepare the insurance package while meeting with the clients, and both the agent and clients can sign all documents during their meeting. By default, after each signer has completed their Signing Ceremony, the next signer must: (1) accept an affidavit that confirms the signer's identity; (2) read and accept the Sending a OneSpan Sign Package form. That form can be disabled by contacting our Support Team.
- Notarization: Notarization is used in a wide variety of circumstances that are related to documents that involve transferring land and vehicles, insurance settlements, liens, trusts, etc. The notarization process always involves an in-person meeting between the signers and a notary.
- Auto-Completion of the Package: By default, after all signers have signed their documents, the document package is marked as complete. A completed package cannot be changed without breaking its tamper-evident seal. However, you may want to review a package and its signed documents before completing it. You can change the default setting so the package remains open until you explicitly choose to complete it manually.
- Click Save.
To prepare a document with signatures for a group of signers:
- Using the Designer, place signatures for the group as you would signatures for an individual signer. Any signer who belongs to the group will be able to sign on its behalf.
The Advanced tab of the Add Signer dialog box offers options that pertain to the following topics:
This option enables you to write a personal message that will be emailed to each signer of the document package. A personal email message overrides the package email message.
All package documents are available for manual download by all signers until the package owner archives or deletes the package.
If you select the box Also deliver signed documents as an email attachment, OneSpan Sign will also deliver all signed documents as an email attachment.
If you select the box Allow to change signer, you are permitting the signer to assign someone else to sign the document package on their behalf.
The original signer will be asked to provide the email address and full name of their delegate, and they can optionally write a message to be emailed to their delegate.
You are notified when signers are changed.
A "reviewer" is someone who is given access to a sender's document package, so they can review that package's contents. A package can have multiple reviewers.
To add a reviewer to a document package:
- Add them as a signer to the package.
- Do not add any Signature Blocks for them.
Reviewers can see the package, but they aren't required to participate in the signing process. When a reviewer views a document in the package, the following message appears:
When a reviewer is ready to navigate to the next document, they should click the right-facing arrow.
Once you have prepared the documents in a package, you are ready to send the package to signers.
To send a OneSpan Sign package to signers:
- In the Preview page, click Send.
- Click OK to confirm that you want to send the package for signing.
If a signer's email address bounces more than three times, that address is added to OneSpan Sign's blacklist. For details, see the warning box in the procedure Adding Signers.
You may sometimes want to change a package after it has been sent for signing. For example, you may want to add other signers or documents to the package. If so, you can make the desired changes by editing the package.
When you edit a sent package, OneSpan Sign moves it from the Inbox to the Drafts folder. As a result, signers become unable to access the package. If a signer clicks a link in an invitation email to access a sent package that is being edited, OneSpan Sign displays a message which indicates that the package is not available. A similar message appears if a signer is currently signing a document in a sent package you have begun to edit.
- You cannot modify any document in which one or more signatures have already been applied. For example, if you add a signer, you cannot add a Signature Box for that signer to any such document.
- You can add new documents to any sent package. You can then prepare the package, and send it anew for signing by all relevant signers (including any new ones you've added).
To edit a sent package:
- From your Inbox, click the package's name.
- In the toolbar, click Edit. A message states that the package has already been sent, and will become unavailable to signers if you choose to edit it.
- Click OK. The package is moved to the Drafts folder.
- In the Drafts folder, click the package's name. You can now:
- Add new signers
- Add new documents
- Click Prepare to add Signature Boxes or other fields to the package's documents.
- Click Send to make the revised package available to all relevant signers.