Back Office Handbook

Back Office Handbook

Login

Data collection

Home Page

New sending

Sent list

My templates

What does the signatory receive?

What does the company receive?

Documents

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Contents

Back Office Handbook

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Login to Click & Sign back office with your user and password

Login

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Data collection

When entering for the first time to the Back Office, the data collection window is displayed:

· Company details· Company or contact name· Company VAT number

· Languages· Language of the sending

Spanish, Catalan, English, French, Portuguese.

· Language of the documentary evidence (the language of the PDF document with all technical details and communications of Click & Sign process):

Spanish, Catalan, English, French, Portuguese.

· Senders:· Name or mobile number of SMS sender: mobile phone number or

SMSs sender name.· Sender of the emails: email address.

Customise the look and feel of the site where signatories will sign

· Company Logo: drag or upload the logo · Text colour· Background colour· Text colour of the Click to sign button· Button background colour

· Preview to the right of the window.

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Home Page

You can see:Available templates: click on the template you prefer to use

By default there are 3:ClickAndSign: click to signClickAndSign HW OTP: for combining handwritten signature and signature with OTP (One Time Password)ClickAndSign OTP: sign with OTP

Language of the platform: Spanish, Catalan, English, French, Portuguese.

UsernameSupport: link to support websiteLog out

New template: you can create new templates with the settings of your choice. Purchase credits

Credits

Side menu:- New sending- Sent list- My templates

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New sending

1- Select template

By default there are 3:ClickAndSign: click to signClickAndSign HW OTP: for combining handwritten signature and signature with OTP (One Time Password)ClickAndSign OTP: sign with OTP

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New sending

Add PDF documents to be signed.

The name of the PDF fileis displayed in the screen

2. Add documents

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New sending

You can request the upload of documentation to the signer prior to signature work flow This step is optional

The signatory may be asked to upload the ID card, the driving license, the last payroll, etc.

Just click on Add

Up to 5 documents may be requested, they shall be compulsory or not and you are given the choice to send them certified.

3- Signatory documentation

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New sending

Write in the enabled box the type of document you want the signatory to upload before accessing the document and sign it.

- They may be compulsory or not

- There is the option to certify them

- The maximum size of all documents is 25 MB.

3- Signatory documentation

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New sending

4- Signatory data

· One signer: only one signature is required.

· Parallel signing: documents are sent at once and signed in any order.

· Hierarchical signature: documents are signed in the sequential signing, the document will only be forwarded to the next party if the previous party has fully completed the document. Add, for each level of signature, as many signatories as necessary.

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New sending

ONE SIGNER

Add name and surname of signatory or signatories. Thus, you customise the name of both emails and SMS.

Enter email and mobile phone number of the signatory.

The signatory receives a Registered email with the document previously attached in the “add documents” section.

The type of signature will depend on the selected template.

In the field (optional) Add access code (click on the left side of the box), you can define a unique alphanumeric code for each signatory. The signatory must have that code to access the signature document.

4- Signatory data

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New sending

PARALLEL SIGNATURE

Add name and surname of signatory or signatories.

Enter the email and mobile phone number of the 2 signatories. You can add additional signatories.

Add access code to access the signature document (Optional).

Signatories will receive a Registered email with the document annexed in Attach documents.

The type of signature will depend on the previously selected template.

4- Signatory data

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New sending

HIERARCHICAL SIGNATURE

Add name and surname of signatory or signatories.

Enter email and mobile phone number of the signatories of Signing Order 1. You can add additional signatories.

Enter email and mobile phone number of the signatories of Signing Order 2. You can add additional signatories.

Add access code to access the signature document (Optional).

Signatories will receive a Registered email with the document annexed in Attach documents.

The type of signature will depend on the previously selected template.

4- Signatory data

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New sending

Here you can easily modify:

1.- The signature template.

2.- The documents to be signed: if you need to change the PDF, this is the time.

3.- Signatory documentation: those documents you want to request to the signatory before signing.

4.- Signatory data: modify the signatory’s data.

Finally, click on Send.

5- Preview and send

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Sent list

This is the list of all the sendings, their status and details

Search filters• Sending ID number• Templates• Status: All / New / Pending / Signed / Expired / Error

/ Cancelled / Maximum attempts / Multiple signature• Date: allows searching by range of hours

within the chosen dates.

Details of the sending• Sending ID number• Signatory data• Date of sending• Expiration date• Type of signature• Documents: The original attached PDF

documents Once signed, the documentary evidence and signed documents will be annexed.

• Actions

Delivery status• Signed• In process• Error or cancelled

EXPORTExport the sent list in CSV format.

Search filtersID Sending | Templates | Status | Date

New sending Export

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My templates

You can take ACTIONS on the existing templates, and create “New template”

Template name: the name you give to the template.Type of signature: Click to sign Signature with OTP Draw your signature Company: name of the sender company.Expiration time: time the user has to sign the document.Language: language of the template (Spanish, English, Catalan, French or Portuguese).Actions: Details Duplicate template New sending Download source code Disable

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My templates

1- Basic data

· Template name: name that would help distinguish one template from another.· Name/ Company· Company VAT number· Language of the sending

- Spanish, Catalan, English, French, Portuguese· Language of the documentary evidence

- Spanish, Catalan, English, French, Portuguese· Name or mobile number of the sender of the SMS: mobile number, sender’s name for the SMS.· Sender of the emails: email address· Expiration remaining time: time until signature expiration

Days/ Hours/ Minutes

Customise the look & feel of the signature page· Company Logo: drag or upload the logo.· Text colour.· Background colour.· Text colour of the Click to sign button.· Button background colour.

· Preview to the right of the window.

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My templates

How do you want to notify signatories?

By SMS: add recipient’s number and text message text with the available tags.

By email: add recipient's email address and message text with the available tags.

Both options can be sent as certified.

Note: If you want to redirect the signatories from your web page, do not send any notification. When calling to the API, you will receive a URL to redirect the signer

2. How to notify signatories

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My templates

Choose one or more signature types

· Click to sign

· One time password: decide the number of characters of the OTP, number of attempts, and how to send the OTP (by SMS or email). Write your text message with the provided tags.

· Handwritten signature: use both handwritten signature + OTP or just one of them.

3- Types of signature

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My templates

You can request the upload of documentation to the signer prior to signature work flow. This step is optional

The signatory may be asked to upload ID card, driving license, last payroll, etc

Just click on Add.

Up to 5 documents may be requested, they shall be compulsory or not and you are given the choice to send them certified.

4- Signatory documentation

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My templates

Do you want to send notifications and reminders?

My reminders:Both for SMS and Email you must enter the Sender (if left empty the defaultvalue is used) and write the message.

Choose when you want the reminder to be sent.

Click on Save.

5- Notifications and reminders

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My templates

Do you want to send notifications and reminders to the signatories?

My notifications:Notify the signatory/ies (add as many a required) either by SMS or email whenever:

§ a user has signed§ a signature has been cancelled§ a signature has expired§ a signature has generated an error§ the maximum allowed OTP attempts have been reached§ a signing order has been completed successfully§ the signature process has finished successfully§ the signature process has NOT finished successfully

Notify to the signatory/ signatories

Advanced options:

Redirect the user to the URL once signed:

URL of the API to receive the notifications of signature status changes from each of the signatories:

URL of the API to receive information from global signature status changes in multiple signature processes:

5- Notifications and reminders

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My templates

Check all the options and If necessary modify them:

Basic data

Image customisation

How to notify signatories

Type of signature

Notifications

Reminders

Signatory documentation

6- Preview and save

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What does the signatory receive?

The signatory receives a Registered email.Clicks on view documents and he is redirected to the webwhere document/s can be reviewed and signed.

Both the email and the signature web page are customised withthe logo and the colours chosen by the company.

The recipient will sign as set in the template (Step 3 Types of signature)

1- The signatory receives an email with a link to the signature web page

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What does the signatory receive?

2- Signature web page

If Add access code was selected in Step 4 Data of the signatory, the first screen that the signer will see after clicking View documents is the “Access code”.

If you requested the upload of documents before signing in Step 3 Documentation of the signatory, you are going to be asked to provide this documentation, which will be mandatory depending on what was previously set.

Once all documents are uploaded, the signature work flow continues.

There are 3 types of signatures:

A. Click to signB. Sign with OTPC. Hand drawn signature and OTP signature

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What does the signatory receive?

2- Signature web page

A. CLICK to sign

From the signature web page customized withthe logo of the company the document is displayed.

The client after reviewing the document clicks on Sign.

The message “Signed” is displayed.

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What does the signatory receive?

2- Signature web page

B. Sign with OTP

From the signature web page customized with the logo of the company the document is displayed.

The client after reviewing the document clicks on Sign.

Receive vis SMS or email the OTP.

Enter the OTP in the pop up window.

If the OTP is correct, the message Signed is displayed.

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What does the signatory receive?

2- Signature web page

C. Hand drawn signature and OTP signature

From the signature web page customized with the logo of the company the document is displayed.

The client after reviewing the document clicks on Sign.

The client draws his signature in the space provided.

Receive vis SMS or email the OTP.

Enter the OTP in the space provided.

If the OTP is correct, the message Signed is displayed.

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What does the signatory receive?

3- Email with the confirmation of the signature

The signatory (or signatories) receive a second registered email verifying the contract has been signed.

Attached to the email, the documentary evidence and the signed document/s.

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What does the company receive?

The status and details of the sending change when the recipient signs the document

Delivery status

• Signed• In process• Error or cancelled

Documents

Download the documentary evidenceClick the icon “original documents” to display the “documents” pop up to view:

· Original documents· Signed documents· Documentary evidence

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Documents

Sample of the first page of the documents

• Documentary evidence• Signed documents

All documents are stored by Lleida.net for 5 years.

Documentary evidence Signed documents

Parc Científic i TecnològicAgroalimentari de Lleida

PCiTAL | Edifici H1 2a planta, B25003 Lleida (SPAIN)

(+34) 973 282 300info@lleida.net

www.lleida.net/en

90 Long Acre, Covent GardenLondon WC2E 9RZUnited Kingdom

+44 (0) 20 33978568uk@lleida.net

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