Adding Documents

Managing Documents

A OneSpan Sign document package is a container for related documents that need to be signed. In general, such packages contain one or more documents (up to ten) and one or more signers. The sender of a package generally performs the following procedures:

• Creating a Package
• Adding and Managing Documents
• Managing Signers
• Preparing and Sending Packages

You can add documents to a package in the following ways:

• Adding Documents from an Entity in OneSpan Sign Embedded Integration for CRM
• Adding Documents from a Local Repository
• Adding Documents from SharePoint

A package must be saved before documents can be added to it.

The following procedures can also be used to manage a package's documents:

• Changing the Document Order
• Deleting Documents

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).

The list of supported document types can be customized using the OneSpan Sign Account page.

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.

Adding Documents from an Entity in OneSpan Sign Embedded Integration for CRM

To add documents to a package from an entity in OneSpan Sign Embedded Integration for CRM:

1. From the Documents section of your saved package, click "+." The following dialog box appears.



2. From the Document Type list, select one of the following:
   • All Documents (the default) — This lists all documents in all entities in OneSpan Sign Embedded Integration for CRM.
   • Select Related Entity Documents — This lists all documents in CRM entities of type Related Entity of the Package. This option appears only if a related entity is available in the package.
   • Other Entities Documents — This lists all documents in CRM entities of type Unrelated Entity of the Package.
   • Select SharePoint Documents — This option appears in the drop-down list if in the OneSpan Sign Account SharePoint Integration is set to Yes. If that setting is No, this option won't appear.
3. From the list on the left, select the boxes next to the documents you want to add. Then click the right-facing arrow to move them to the Selected Documents list on the right. For example:



Optionally, you can search for documents by typing a name in the provided search field, and clicking the Search icon (a magnifying glass).

4. If you want to move a document out of the Selected Documents list, select its box and click the left-facing arrow.
5. When you have all the documents you want in the Selected Documents list, select the boxes associated with them, and click Add Documents.
6. Click OK. The selected documents are added to the package.

Adding Documents from a Local Repository

To add documents to a package from a local repository:

1. From the Documents section of your saved package, click "+". The New OneSpan Sign Document page appears.
2. From the Document Type list, select Upload Local Files.



3. Click Choose Files.
4. Select one or more document files from a local repository, and click Open.



5. Select the boxes next to the documents you want to add, and click Add Documents.
6. Click OK. Your selected documents are added to the package.

Adding Documents from SharePoint

To add documents to a transaction from a Microsoft SharePoint library:

1. Select the transaction.
2. In the Documents section of your transaction, click Select Document. The Document Library appears.
3. Select the location of the documents you want to add.
4. Select the documents you want to add.
5. Click OK. The selected documents are added to the transaction.

Changing the Document Order

To change the order of documents in a package:

1. In the Documents section of the package, click the top rightmost icon ().
2. Select a document whose order you want to change.
3. From the ribbon, click Move Up or Move Down until the document is in the desired position.
4. Repeat the previous two steps for each document whose order you want to change.

Deleting a Document

To remove a document from a package:

1. Navigate to the Documents section of the package.
2. Select the relevant document, and click Trash. A Confirm Deletion dialog box appears.
3. Click OK. The document is removed from the package.