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 :

If you are creating transactions in a European environment, configuring an authentication method for a transaction (e.g., SMS, Q&A, SSO, KBA) automatically turns a recipient’s signature into an Advanced Electronic Signature that complies with European Union regulations. For more on those regulations, click here.

Creating a Transaction

To create a new transaction:

  1. On the Dashboard, click New Transaction. The Create New Transaction page appears.
  2. Type a Name for the transaction. This field is required.
  3. Optional: Type a Description for the transaction.
  4. Optional: Send a Message to all recipients. This message 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.
  5. If you want to create the transaction from a template, choose a template from the Select a template drop-down list. This list displays: (1) all templates created by the user; (2) all templates created by other users that are marked as shared. A special icon is visible next to each shared template.
  6. Use the drop-down list to define what type of transaction this will be:
    • eSigning: Creates a regular transaction.
    • In-Person Signing: Enables the transaction to be signed in-person by all signers on the same device.
    • Virtual Room: Enables the creation of a virtual meeting room for a transaction. In that room, a host and signers from different locations can: (1) collaborate through a video conference call; (2) sign the transaction's documents within a co-browsing session. For more information, click here.
    • In-Person Electronic Notarization Ceremony: Configures the transaction for notarization. Notarization is used in various circumstances (e.g., transferring land, transferring vehicles, insurance settlements, liens, trusts).
    • Remote Online Notarization: Allows for notarization to be done remotely.
  7. Optional: Use the Settings button to specify any of the additional settings listed below:
    8. Setting Usage
    Language

    The language in which the transaction will appear.

    When creating or editing a transaction or a template, the Language drop-down will display only the list of supported languages.

    By default, the language will be set to the Default Signing Language (whereas without this feature, it is set to the logged user's language). This can be changed by the user.

    Trying to create a transaction or template with an unsupported language will throw an error that reads "The language defined for the transaction/template is no longer supported by your administrator. Please select a different language."
    Timezone The time zone used to display all dates on the transaction's signed documents
    Enforce document accessibility Enabling this option will automatically extract fields
       
    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.
    Ad-hoc Cobrowsing Allows you to create a co-browsing session between Signer and Sender.
    Signer Cobrowsing Allows the Signer to create Help requests for a co-browsing session between Signer and Sender.
    Email Reminders Configures email reminders that will be sent automatically to all the recipients of a transaction who have not yet signed. For more information, see Managing Transaction Reminders.
    Expiration

    Specifies when the transaction 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 calendar 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.

    If you do not want this transaction to expire, select the Unlimited Expiration checkbox.
    Uploads The maximum number of files per attachment
    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).
    Automated Workflows Use the automated workflows drop-down to designate where a transaction's documents (signed documents, evidence summary) should be sent once the transaction has completed. For example, to Salesforce or SharePoint. To use this feature, you must have enabled and configured a OneSpan Integration Platform. For more information, contact our Support Team.

    For all the above settings except Email Reminders, the value that initially appears is automatically set to the default value that has been specified for the sender's account. That default value can be changed only by contacting our Support Team.

After creating a transaction, you can begin adding documents to it. See Adding Documents to a Transaction.

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.

The following steps are required to obtain secure e-signatures:

  1. Create a package for your documents.
  2. Add one or more signers.
  3. Prepare the documents for signing
  4. Send the package for signing.

This chapter describes the following subjects:

Creating a Document Package

This section describes the following topics:

Creating Document Packages

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:

  1. Click Send New Package.
  2. Give the package a Name, preferably one that identifies its contents (e.g., Mortgage Renewal Documents).
  3. Optional: Give the package a Description that explains its purpose.
  4. Optional: Click Advanced Options. For a description of the available options, see Editing a Package's Details.
  5. Click Create.

Editing a Package's Details

To edit a document package's details:

  1. From the Signers and Documents page, above the Signers list click Edit Details.
  2. On the Details tab, you can change the package's Name or Description.
  3. 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 Signer Experience, 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.
  4. Click Save.

Preparing Documents with Group Signatures

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.

Advanced Signer Options

The Advanced tab of the Add Signer dialog box offers options that pertain to the following topics:

Personal Email Message

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.

Document Delivery

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.

Change Signer

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.

Document Reviewers

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:

  1. Add them as a signer to the package.
  2. 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.

Sending a OneSpan Sign Package

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:

  1. In the Preview page, click Send.
  2. 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.

Editing a Sent Package

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.

Note that:

  • 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:

  1. From your Inbox, click the package's name.
  2. 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.
  3. Click OK. The package is moved to the Drafts folder.
  4. In the Drafts folder, click the package's name. You can now:
    • Add new signers
    • Add new documents
  5. Click Prepare to add Signature Boxes or other fields to the package's documents.
  6. Click Send to make the revised package available to all relevant signers.