Adding Documents to a Transaction

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 :

OneSpan Sign supports the following document types:

  • Adobe's Portable Document Format (*.pdf) — PDFs on which OneSpan Sign can act generally have at least these permissions enabled: (1) Changing the Document; (2) Signing; (3) Filling of form fields.
  • Microsoft Word (*.doc or *.docx)
  • Open Office (*.odt)
  • Text (*.txt)
  • Rich Text Format (*.rtf)

In addition, the OneSpan Sign Print Driver supports any document that can be printed from a Windows-based application (e.g., Microsoft Word, Microsoft Excel, Microsoft PowerPoint).

File Size Constraints

  • The maximum size of a single document is 16 MB. Smaller documents yield better performance — we recommend under 5 MB per document.
  • If your organization uses Salesforce or Microsoft SharePoint connectors, the file size maximum is 5 MB per document.
  • If your organization uses Salesforce connectors, the maximum number of documents that can be added to a transaction is ten (10).
  • If you enable email delivery while configuring a recipient, attachments larger than 5 MB are not supported.

File Name Constraints

  • Document file names should not contain any of the following comma-separated characters: *, /, \, :, <, >, |, ?, ".
  • A document's name cannot contain the string esigned.

General File Constraints

  • We recommend that you do not use PDF documents that make use of XML Forms Architecture. For more information, see XFA Support.
  • Do not upload password-protected or corrupted documents. These will generate an error.
  • OneSpan strongly recommends that you scan a PDF for syntax errors (e.g., by using Adobe's Preflight tool), and resolve any errors before you add the document to a transaction.
  • PDFs with the NeedAppearances flag set to true are not currently supported.

OneSpan Sign automatically includes an Electronic Disclosures and Signatures Consent document in all packages. All signers must accept the terms of this agreement before they can access the other documents in a package.

To add documents to a transaction:

  1. Open the appropriate transaction and locate the Documents section.

  2. Click Add Document.
  3. Browse to select your document and click Open. You can select multiple files using the keyboard Ctrl button.

    4. You can also drag the document from its location to the transaction.

  4. Optional: To change the order of multiple documents, drag the handlebar (orange dots to the left of the document name) to the preferred order in the Documents list. The number beside the document indicates the signing order. The Electronic Disclosures and Signature Consent document can never be moved from the #1 position.

    The signing order for documents is the order in which multiple documents must be signed by a participant. This order can be changed by dragging and dropping documents up or down (if the transaction is accessible, you can use the up and down arrow keys to move a document to its desired location). During the Signer Experience, a signer is first presented with the unsigned document that has the lowest signing order. Once that document is signed, the signer is presented with the unsigned document of the next lowest order. And so on. In general, a document of a given order can be viewed by a signer only after all documents of lower orders have been processed.

Once you've added documents to a transaction, you can begin adding recipients to it.

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.

In the list of added documents, clicking the three dots to the right of a document's name expands an "action icon". That icon displays all available actions that can be performed on the document.

  • Preview : Opens a preview of the document's contents. The screen is displayed as an overlay on the page. Also visible are any signature fields or tags that have been added to the document.
  • Edit: Enables you to edit the document's name.
  • Remove: Removes the document from the transaction.
  • Move up or Move down: Moves the document up or down within the list of added documents.

Document Formats

OneSpan Sign supports the following document types:

  • Adobe's Portable Document Format (*.pdf) — PDFs on which OneSpan Sign can act generally have at least these permissions enabled: (1) Changing the Document; (2) Signing; (3) Filling of form fields.
  • Microsoft Word (*.doc or *.docx)
  • Open Office (*.odt)
  • Text (*.txt)
  • Rich Text Format (*.rtf)

In addition, the OneSpan Sign Print Driver supports any document that can be printed from a Windows-based application (e.g., Microsoft Word, Microsoft Excel, Microsoft PowerPoint).

File Size Constraints

  • The maximum size of a single document is 16 MB. Smaller documents yield better performance — we recommend under 5 MB per document.
  • If your organization uses Salesforce or Microsoft SharePoint connectors, the file size maximum is 5 MB per document.
  • If your organization uses Salesforce connectors, the maximum number of documents that can be added to a transaction is ten (10).
  • If you enable email delivery while configuring a recipient, attachments larger than 5 MB are not supported.

File Name Constraints

  • Document file names should not contain any of the following comma-separated characters: *, /, \, :, <, >, |, ?, ".
  • A document's name cannot contain the string esigned.

General File Constraints

  • We recommend that you do not use PDF documents that make use of XML Forms Architecture. For more information, see XFA Support.
  • Do not upload password-protected or corrupted documents. These will generate an error.
  • OneSpan strongly recommends that you scan a PDF for syntax errors (e.g., by using Adobe's Preflight tool), and resolve any errors before you add the document to a transaction.
  • PDFs with the NeedAppearances flag set to true are not currently supported.

Uploading New Documents

After a package has been created, documents can then be added to it.

To upload new documents to a package:

  1. From the Signers and Documents page, click Add Document. Browse and select the appropriate document.
  2. Click Open.

    3. The documents are added to the Documents list, along with an Electronic Disclosure and Signature Consent document.

  3. Optional: To add documents from other locations, repeat Steps 1 and 2.
  4. Optional: To change the order of multiple documents, drag the handlebar left of a document to its preferred location in the Documents list. The cursor will change to a crossbar.

Your uploaded documents are added to the Signers and Documents page. That page's Documents list shows all documents in the current package.

Adding Previously Added Documents

A document that has already been added to a package can be added to another package using the following procedure.

To add a previously uploaded document to another package:

  1. In the Documents search box, type any consecutive alphanumeric characters of the name of the desired document. A list of matching documents will appear.
  2. Select the desired document.

Electronic Disclosure and Signature Consent

OneSpan Sign automatically includes an Electronic Disclosures and Signatures Consent document in all packages. All signers must accept the terms of this agreement before they can access the other documents in a package.