New Application User's Guide - OneSpan Community Platform2.16 Capturing Signatures on Mobile Devices 104 2.17 Changing Signers 106 2.18 Declining to Sign 108 2.19 Completing Signing

NOTE: This PDF is no longer being maintained. For the latest updates, please refer to our Community Portal.

OneSpan Sign New Application User's GuideDate: January 28, 2020

Version: OneSpan Sign 7.2

https://community.onespan.com/documentation/onespan-sign

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Contact us

Phone: 1-855-MYESIGNe-Mail: [email protected] Support: https://www.esignlive.com/customer-supportResource center: https://www.esignlive.com/resource-centerCompany Website: https://www.onespan.com

Date: January 28, 2020

https://www.esignlive.com/customer-support

https://www.esignlive.com/resource-center

https://www.onespan.com/

CONTENTS

1 Introduction 1

1.1 Two User's Guides 1

1.2 Minimum Software Requirements 2

2 Senders 4

2.1 Getting Started as an OneSpan Sign Sender 5

2.2 Managing Transactions and the Transactions Page 21

2.3 Templates and Layouts 56

2.4 Advanced Sending Features 63

2 Our New Signer Experience 84

2.5 QuickStart Guide for Administrators 84

2.6 Welcome! 85

2.7 Feature Availability 87

2.8 What if a Transaction Includes Features not yet Available? 91

2.9 How Can I Access the New Signer Experience? 92

2.10 What Are the Supported Browsers and Devices? 94

2.11 Important Changes That May Affect You 95

2 Using the New Signer Experience 97

2.12 Signing Documents as a Transaction Owner 98

2.13 Signing Documents as a Signer 99

New Application User's Guide

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2.14 Accessible Signing 101

2.15 Signing with a Certificate 102

2.16 Capturing Signatures on Mobile Devices 104

2.17 Changing Signers 106

2.18 Declining to Sign 108

2.19 Completing Signing 109

2.20 Downloading Signed Documents 110

2.21 Reviewing Signed Documents 111

3 Signers 112

4 Administrators 113

4.1 Enterprise Administration 115

4.2 Managing Users 117

4.3 Managing Roles 120

5.1 Groups 123

6.1 Custom Fields 126

7.1 Integration 128

7.2 Customization 131

8.1 Senders 132

9.1 Subscription 134

New Application User's Guide

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1 Introduction

1.1 Two User's GuidesThe OneSpan Sign Application (see Architecture) currently offers two User Exper-iences:

l The Classic User Experience for signers, senders, and administrators. This exper-ience is described in the Classic Application User's Guide.

l The New User Experience for signers, senders, and administrators. This exper-ience is described in this New Application User's Guide. This experience rep-resents an enhancement over the Classic User Experience.

The following topics describe various aspects of the New User Experience:

l Dashboard

l Transactions

l Templates

l Reports

The following sections describe how different users can employ OneSpan Sign to accomplish their tasks:

l Senders

l Signers

l Administrators

1 IntroductionNew Application User's Guide

1

1.2 Minimum Software RequirementsWhat follows is a list of the environments supported by the OneSpan Sign service. Its dependencies are generally on the browser, not on lower-level components.

CAUTION: All of the following requirements are subject to change.

1.2.1 Operating Systems l Microsoft Windows 7, 8, 8.1, 10 (except touch-screen devices)

l Mac OS X

1.2.2 Browsers l Internet Explorer 11

l Edge

l Chrome

l Firefox

l Safari

NOTE: For all browsers, cookies must be enabled.

1.2.3 Mobile Devices l iOS

l Android

l Windows


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TIP: If you experience any issues on your mobile device, please contact our Support Team.

1.2.4 PDF ViewersAcrobat or similar software may be required to view and print PDF files.


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2 Senders

This section discusses the following topics:

l Getting Started as an OneSpan Sign Sender on page 5

l Managing Transactions and the Transactions Page on page 21

l Templates and Layouts on page 56

l Advanced Sending Features on page 63

2 SendersNew Application User's Guide

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2.1 Getting Started as an OneSpan Sign SenderThis section discusses the following topics, which should help you get started using the New User Experience:

l Logging In on page 5

l System Navigation on page 5

l My Account on page 6

l Admin Page on page 6

2.1.1 Logging In To confirm that you have the third-party software required to log in to OneSpan Sign, click Minimum Software Requirements on page 2.

If you don't yet have a OneSpan Sign account, click Signing Up on page 9to sign up for a free trial account.

If you do have a OneSpan Sign account, go to the Login Page on page 7 to log in.

2.1.2 System NavigationOnce you log in, the menu bar across the top of your screen enables you to access the following aspects of the application:

l Dashboard on page 10: Provides a summary of account information, and a quick view of recent transactions.

l Managing Transactions and the Transactions Page on page 21: A transaction is the experience of a OneSpan Sign user as they review, accept, sign, and poten-tially download documents.

l Templates on page 56: Templates enable you to predefine recipients, doc-uments, and signature fields. Reusing templates enables you to automate future transactions. You can also define Layouts on page 59, which enable you to save and reuse prepared documents.


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l Reports on page 19: Reports display the number of transactions for each sender on an account. Reports can be viewed only by the account owner and by OneSpan Sign Admins.

NOTE: You will see the pie chart on the preceding screen only if you are an Admin.

2.1.3 My Account All users can access the My Account on page 14 set of pages, from where they can modify their Personal Information on page 15 and Password on page 16, and can configure a Signature on page 18.

2.1.4 Admin Page The Admin drop-down menu in the New User Experience enables Account Admin-istrators to view and configure system settings. Depending on the account's prior configuration, some or all of the following sections will appear in that menu:


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l User Management:

l Users: Enables an Admin to view and manage any user who can access a OneSpan Sign account managed by the Admin. This option appears only if Roles and Permissions have been enabled (to arrange this, contact our Sup-port Team).

l Senders on page 132: Enables an Admin to view and manage an account's senders. This option appears only if Roles and Permissions have been dis-abled (to arrange this, contact our Support Team).

l Roles: Enables an Admin to view and manage a sender’s roles. The system-defined roles for senders are Admin, Manager, and Sender. The default role of a new sender is Sender. This option appears only if Roles and Per-missions have been enabled (to arrange this, contact our Support Team).

l Groups on page 123: Enables an Admin to view and manage an account's groups.

l Application Settings:

l Security Settings: Enables an Admin to specify a password policy for an account.

l Custom Fields on page 126: Enables an Admin to manage Custom Fields for an account.

l Integration on page 128: Enables an Admin to access an account's API Key, and to configure Event Notifications on page 128.

l Customization on page 131: Enables an Admin to customize for an account the appearance of various elements that appear in the New Signer Exper-ience.

l Journal: Enables an Admin to view and manage an account's e-Notary set-tings.

l Subscription and Billing:

l Subscription on page 134: Displays information about a customer account.

2.1.5 Login PageThis section discusses the following aspects of the Login page:


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l Logging In on page 8

l Supported Languages on page 8

l Forgotten Passwords on page 9

l What's New! on page 9

l Signing Up on page 9

l Footer on page 9

Logging In

To log in, type your Account Email Address and Password, then click LOGIN.

Supported Languages

A Language drop-down menu is available at the top of the page. From this menu, you can select the language in which OneSpan Sign will be displayed. Each lan-guage is displayed so as to be recognized by a native speaker.Supported Languages


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Language Value in the Code

English [en]Français (French) [fr]Dansk (Danish) [da]Deutsch (German) [de]Español (Spanish) [es]Ελληνικά (Greek) [el]Italiano (Italian) [it]Nederlands (Dutch) [nl]Português (Portuguese) [pt]Pусский (Russian) [ru]中文简体 (Chinese - Simplified) [zh-cn]中文繁體 (Chinese - Traditional) [zh-tw]日本語 (Japanese) [ja]한국어 (Korean) [ko]

Forgotten Passwords

See Recover a Forgotten Password on page 17 for more information.

What's New!

Click What's new! to view the highlights of the latest release of OneSpan Sign.

Signing Up

If you don't have a OneSpan Sign account, click Sign up under the Don’t have an account yet? message. This will take you to the Free Trial page. There, you can sign up for a free 30-day trial. At any time, you can upgrade from the free trial to a Pro-fessional Edition. To upgrade, call Phone: 1-855-MYESIGN or click Upgrade from the Subscription on page 134 page.

After your free trial has expired, you will still be able to log in to the system, create, modify and delete transactions, and sign documents. However, you will not be able to send transactions.

Footer

The following shortcuts are available at the bottom of the Login page:


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https://www.esignlive.com/products/edition-and-pricing/sign-up-for-e-signlive/free-trial/

l OneSpan Sign Terms and Conditions

l OneSpan Sign Privacy Notice

l OneSpan Sign Trust Center

l OneSpan Sign Developer Community

l OneSpan Sign Online Help and Documentation

2.1.6 DashboardWhen you log in to OneSpan Sign with the New User Experience, by default the Dashboard appears.


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https://www.esignlive.com/landings/terms-and-conditions-service/

https://www.esignlive.com/landings/privacy-notice-ca

https://trust.esignlive.com/

http://developers.esignlive.com.com/

http://docs.esignlive.com/content/home.htm

The following sections describe various aspects of the Dashboard:


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l Navigation Bar on page 12

l New Transaction on page 13

l Account Summary on page 13

l My Transactions on page 13

l Recent Transactions on page 14

l Video Tutorial on page 14

Navigation Bar

The Navigation Bar appears across the top of the Dashboard (and across many other pages in the New User Experience).

From left to right, that bar displays the following controls:

l Dashboard — Clicking this displays the Dashboard on page 10.

l Transactions — Clicking this displays the Transactions page.

l Templates — Clicking this displays the Templates page.

l Reports — Clicking this displays the Account Summary Report page.

l Admin — Use the drop-down menu to access various Administrator functions.

l Accounts Icon — Clicking this allows you to change Accounts. This option is only available if Sub-accounts have been enabled.

l <Icon with 3 people> — Clicking this displays the Manage Delegation page. This option is only available if Manage Delegation has been enabled.

l <Planet Earth icon> — Clicking this displays a drop-down menu from which you can select the language you want the New User Experience to display.

l <Your name> — Clicking this displays the following options:

l My Account — Selecting this displays the My Account page.

l Switch to Classic UI — Selecting this switches to the Classic User Exper-ience. This option is not available if Roles and Permissions have been enabled.


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l Walkthrough — Selecting this displays the first in an interactive sequence of slides that illustrate how to create a transaction, and then distribute it for signing.

l Log out — Clicking this logs you out of the New User Experience.

New Transaction

Clicking the NEW TRANSACTION shortcut enables you to quickly Create a New Transaction.

Account Summary

The Account Summary section's pie chart displays your transactions during the past 30 days, grouped by the following transaction statuses:

l IN PROGRESS: Transactions that have been sent out for signing, but are not yet signed by all recipients.

l COMPLETED: Transactions that have been signed by all recipients, and have been marked as Complete.

l DRAFT: Transactions that are yet to be sent.

l CANCELLED: Includes transactions that have been Opted Out of or Declined.

My Transactions

The My Transactions section of the Dashboard displays more summary information about your transactions. If you are accessing the Dashboard as the delegate of a dif-ferent user, that user’s data is displayed. My Transactions shows only the trans-actions that were created during the past 30 days.

l REQUIRES MY SIGNATURE: Displays the number of transactions that require the user's signature. If you click this link, it will take you to the Transactions Inbox, which will be filtered for transactions that require your signature.

l COMPLETED: Displays the number of transactions that: (1) were created by the user, or on which the user is a recipient; (2) have been marked as completed. If you click this link, it will take you to the Transactions Inbox, which will be filtered for transactions that are marked as completed.


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l EXPIRING SOON: Displays the number of transactions that: (1) were created by the user, or on which the user is a signer; (2) have been sent, and will expire soon. If you click this link, it will take you to the Transactions Inbox, which will be filtered for transactions that will expire soon.

l IN PROGRESS: Displays the number of transactions that: (1) were created by the user, or on which the user is a signer; (2) have not been completed. If you click this link, it will take you to the Transactions Inbox, which will be filtered for transactions that have been sent.

Recent Transactions

The Recent Transactions section of the Dashboard displays the 10 latest trans-actions, based on the last modified date from your Inbox. If you are accessing the Dashboard as the delegate of a different user, that user’s data is displayed. The fol-lowing columns appear:

l Transaction Name: Clicking the name of a transaction does one of the fol-lowing:

l If it is your turn to sign, it opens the Signing Ceremony for the transaction.

l If it is not your turn to sign, it opens the transaction's main page.

l Recipients: Lists the recipients in the transaction. If not all recipients can be dis-played, the number of undisplayed recipients appears. To display the remaining recipients, click and thus expand the row.

l Last Updated: Displays the date on which the transaction was last updated.

l Status: Displays the transaction's status.

l View all: To go to the Transactions Inbox page, click View all.

Video Tutorial

How to Use Dashboards to Manage E-Signature Transactions

2.1.7 My AccountThis section discusses the following aspects of the My Account set of pages:


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https://www.esignlive.com/resource-center/use-dashboards-manage-e-signature-transactions/

https://www.esignlive.com/resource-center/use-dashboards-manage-e-signature-transactions/

l Personal Information on page 15

l Password on page 16

l Signature on page 18

l Switching to the Classic User Interface on page 18

l Feedback Form on page 19

Personal Information

The Personal Information page of My Account enables you to update the following fields:

Required Fields

l First Name, Last Name, Phone Number. There is a 64-character limit for both the First Name and Last Name fields, and a 40-character limit for the Phone Number field.

l Email: Your email address is your unique identifier in OneSpan Sign. It is not editable.

Optional Fields

l Title, Company

l Address, City, State / Province, Zip Code / Postal Code, Country

l Timezone

When you are finished editing your personal information, click Save to save your changes.


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Password

The Password page of My Account enables you to change your account's password, as follows.

l Current Password: Type your current password in this field.

l New Password: Type your new password in this field. The password's strength is validated as you type. You are notified if your new password is not strong enough.

l Confirm New Password: Re-type your new password in this field. You are noti-fied if this field and the New Password field don't match.

l Submit: Once you have typed the previous fields correctly, click Submit to


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change your account's password.

Minimum Password Requirements

Your account password is case-sensitive.

It must be at least 8 characters long, and satisfy at least three of the following con-ditions:

l Includes at least one uppercase character

l Includes at least one lowercase character

l Includes at least one special character (~ ! @ # $ % ^ & *)

l Includes at least one digit

Recover a Forgotten Password

Click Forgot your password? to go to the Recover Password page. You will receive an email to reset your password.

If you want to change your password, enter the email address of your OneSpan Sign account, and click Submit. You will receive an email that contains a link that you can use to change your password. The following confirmation message will be dis-played: An email has been sent with password reset instructions.

Once you receive the email with those instructions, a link within the email will take you to the Reset Password page. There you can reset your password. Upon a


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successful reset, you will automatically be logged in to the OneSpan Sign applic-ation.

Signature

The Signature page of My Account enables you to create a handwritten signature that can be used to sign documents.

l Create / Edit: If no handwritten signature exists, click Create to create one. If a handwritten signature already exists and you want to redo it, click Edit to edit it. This will clear the existing signature.

l Handwritten Signature Field: Use the space provided to capture your hand-written signature.

l Clear: Clears the existing signature. This button is visible only when the sig-nature is in Edit mode.

l Save: Saves your captured signature.

l Cancel: Click this button to exit Edit mode. Any unsaved changes will be lost.

Video Tutorial

How to Create and Save a Handwritten Signature

Switching to the Classic User Interface

By default, users who are upgrading from an older version of OneSpan Sign will remain on the Classic User Interface. However, those users can toggle between the Classic User Interface and New User Interface from the user drop-down menu.


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https://www.esignlive.com/resource-center/create-save-handwritten-signature-esignlive/

https://www.esignlive.com/resource-center/create-save-handwritten-signature-esignlive/

New users cannot switch to the Classic User Interface.

Feedback Form

The Feedback Form enables users to offer comments on various subjects, and to rate their OneSpan Sign experience. We value your feedback, since it can help us improve the OneSpan Sign experience for all users.

2.1.8 ReportsThis section discusses the following aspects of the Reports button on the Dash-board:

l Account Summary Report on page 19

l Documents on page 20

l Recipients on page 20

Account Summary Report

Clicking the Reports button opens the Account Summary Report page. It displays, for each sender on the account, the number of associated transactions, grouped by status. This menu option is visible only to the account owner and to OneSpan Sign Admins.

You can filter a report by specifying a range of dates. The default date range is the current month.

Click Status to view the transactions with a given status. Each transaction is listed by its name. Also displayed are the numbers of the transaction's documents and recipients. Click the Status again to reset the filter, and collapse the Transaction Details section.

For Completed or Archived transactions, clicking Evidence Summary downloads the transaction's Evidence Summary.

NOTE: Evidence Summary documents are highly customizable. You can: (1) customize the logo image; (2) customize the text of every label (title, footer, section titles, and fields); (3) customize the Evidence Summary’s filename; (4) hide/show any of the following ele-


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ments: logo, title, footer; (5) hide/show any of the following sections: Transaction, Sender, Document, Recipients, Audit Trail. To learn more, contact our Support Team.

Documents

The Documents section displays the transaction's documents. Together with the Document Name, it displays the following information:

l Completed: A check mark is displayed if all signatures on the document are completed.

l First Signed: Displays the date on which the first signature was applied to the document.

l Last Signed: Displays the date on which the last signature was applied to the document.

Recipients

The Recipients section displays the transaction's recipients, including the following information about them:

l Name and Email address

l Completed: A check mark is displayed once all signatures have been com-pleted by the recipient.

l First Signature: Displays the date on which the recipient first applied their sig-nature to the transaction.

l Last Signature: Displays the date on which the recipient last applied their sig-nature to the transaction.


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2.2 Managing Transactions and the Transactions Page

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 per-forms the procedures in the following sections:

l Creating a Transaction on page 25


l Adding Recipients on page 31

l Configuring Recipients on page 33

l Adding Fields to a Document on page 48

l Managing Transaction Reminders on page 54

NOTE: Before a transaction can be sent to recipients, all procedures except for Con-figuring Recipients on page 33 are required. If a sender doesn't configure a transaction's recipients, OneSpan Sign will use a default recipient configuration.

This section discusses the following elements of the Transactions page:

l Transaction List on page 22

l Transaction Folders on page 23

l Find Transactions on page 23

l Transaction Actions on page 24

TIP: To learn how to create a transaction, see Creating a Transaction on page 25.


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2.2.1 Transaction List The list of transactions has the following columns:

l Transaction Name: Displays a transaction's name. Clicking the name of a trans-action does one of the following:

l If it is your turn to sign, it opens the Signing Ceremony for the transaction.

l If it is not your turn to sign, it opens the transaction's main page.

l Recipients: Displays a transaction's recipients. If a transaction has imposed a signing order, its recipients are listed in that order.

l Status: Displays a transaction's status. Here are the possible statuses:

l Draft: The transaction has not yet been sent.

l In progress: The transaction has been distributed for signatures, but has not yet been completed.

l Completed: The transaction has been signed by all recipients.

l Opted out: The transaction has at least one recipient who has opted out of signing the transaction electronically.

l Declined: The transaction has at least one recipient who has declined to sign the transaction.


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l Expired: The transaction has expired (i.e., its expiry date is in the past).

l Archived: The transaction has been archived.

l Expiry Date: Displays a transaction's expiry date.

l Last Updated: Displays the date when a transaction was last updated.

2.2.2 Transaction FoldersEach of your transactions is automatically placed in one of the following folders:

l Inbox: Contains transactions that you have created and sent, as well as trans-actions created by others that you have signed. The number next to this head-ing is the number of such transactions that currently have the status In progress.

l Drafts: Contains all your draft transactions. The number next to this heading is the total number of such transactions that currently have the status Draft, Expired, Declined or Opted out.

l Archived: Contains all your archived transactions.

l Trashed: Contains all your trashed transactions.

2.2.3 Find TransactionsUse any of the following methods to help you find a specific transaction:

l Search: You can search by any of the following: (1) the transaction's name; (2) the transaction's description; (3) a recipient's first name; (4) a recipient's last name; (5) a recipient's email address; (6) a date range within which transactions were updated.

l Sort: By default, the Transaction List is sorted in descending order of the last updated date. However, you can re-sort the list by name, by last updated date, by status, or by expiry date — and make any one of these orders ascending or descending.

l Refine: You can filter the Transaction List based on transaction status. The statuses available to serve as filters are All, Completed, Expiring soon, In pro-gress, and Requires my signature.


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2.2.4 Transaction ActionsSelect one or more transactions to perform any of the following actions on them:

l Archive: Move the selected transactions from your Inbox to the Archived folder. This action is available only for completed transactions in your Inbox.

l Restore: Restore the selected transactions to their previous state. This action is available only for transactions in the Archived or Trashed folder.

l Download: Download all documents in the selected transactions as a zip file. This action is available only for the transaction owner, and only if the cor-responding option is enabled on their account.

l Evidence Summary: Download as a PDF the Evidence Summary for the selec-ted transactions. This action is available only for completed transactions, and only if the corresponding option is enabled on your account.

NOTE: Evidence Summary documents are highly customizable. You can: (1) customize the logo image; (2) customize the text of every label (title, footer, sec-tion titles, and fields); (3) customize the Evidence Summary’s filename; (4) hide/show any of the following elements: logo, title, footer; (5) hide/show any of the following sections: Transaction, Sender, Document, Recipients, Audit Trail. To learn more, contact our Support Team.

l Trash: Move the selected transactions to the Trashed folder. This action is avail-able for all transactions except those that are already in the Trashed folder.

l Delete: Permanently delete the selected transactions. This action is available only for transactions in the Trashed folder. You cannot restore transactions that have been deleted.

By default, the Electronic Disclosures and Signatures Consent document is included in every new transaction. However, this functionality can be turned off at the account level. Also, a transaction creator can manually remove this document from a transaction.


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2.2.5 Creating a TransactionA transaction is the experience of a OneSpan Sign user as they review, accept, sign, and potentially download documents. The sender of a transaction generally per-forms the procedures in the following sections:







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 is a required field. Optionally, you can type a Description for the transaction.

3. 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 spe-cial icon is visible next to each shared template.

4. Optional: Use the Settings button to specify these additional settings:

l Expiry Date — Specifies when the transction or template will expire. Once it has expired, it will no longer be available for sign-ing. 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


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configured at the account level.

l Enable in-person signing — Enables the transaction to be signed in person by all signers on the same device.

l Enable notarization — Configures the transaction for not-arization. Notarization is used in various circumstances (e.g., transferring land, transferring vehicles, insurance settlements, liens, trusts). For more information, see e-Notary on page 75.

l Time Zone — The time zone used to display all dates on the transaction's signed documents.

l Language — The language in which the transaction will appear.

l Review before completion — Enables you to review the trans-action and all its signed documents after all signers have signed, but before you complete the transaction.

l 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.

l 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 on page 54.

l Field Formatting — The Font Size option specifies the font size that will be used for the text in a field when the parent doc-ument is printed. The options are: (1) a specific font size; (2) Auto-fit (which will scale the text to fill its input box).

l 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 pop-ulated from the template.


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NOTE: 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.

5. Click Create.

TIP: Once you've created a transaction, you can begin adding documents to it. See Documents on page 27.

2.2.6 DocumentsThis section discusses the following aspects of managing documents:

l Adding Documents to a Transaction

l Working with Added Documents

l Document Formats

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 per-forms the procedures in the following sections:








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NOTE: OneSpan Sign supports the following types of documents:

l Adobe's Portable Document Format (*.pdf)

l Microsoft Word (*.doc or *.docx)

l Open Office (*.odt)

l Text (.txt)

l Rich Text Format (.rtf)

CAUTION: Please be aware of the following:

l The maximum size of a single document is 16 MB. The only exceptions concern our Salesforce and Microsoft SharePoint connectors, whose maximum is 5 MB per doc-ument. Smaller documents yield better performance — we recommend under 5 MB per document.

l If you enable email delivery while configuring a recipient, documents that are lar-ger than 5 MB will not be added as attachments to the email.

l OneSpan will not provide Technical Support for a transaction or transaction tem-plate that has more than 10 documents.

l Document file names should not contain any of the following comma-separated characters: *, /, \, :, <, >, |, ?, ".

l A document's name cannot contain the string esigned.

l Uploading password-protected or corrupted documents will trigger an error.

l PDFs added to a transaction must not have syntax errors. We strongly recommend that you scan a PDF for syntax errors before you add it to a transaction (e.g., by using Adobe's Preflight tool).

l PDFs with the NeedAppearances flag set to true are not currently supported.


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NOTE: 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. Click Add . Browse to where your document resides, and select it. You can select multiple files.

TIP: You can also drag the document from its location to the trans-action.

2. Click Open.

3. 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.

NOTE: The signing order for documents is the order in which multiple doc-uments must be signed by a participant. This order can be changed by drag-ging 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 loc-ation). During the Signing Ceremony, 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.

TIP: Once you've added documents to a transaction, you can begin adding recip-ients to it.

Working With Added Documents

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


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performed on the document.

l 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.

l Edit: Enables you to edit the document's name.

l Remove: Removes the document from the transaction.

l Move up or Move down: Moves the document up or down within the list of added documents.

Document Formats

OneSpan Sign supports the following "regular document" formats (the associated file extensions are in brackets):

l Adobe Portable Document (*.pdf)

l Microsoft Word (*.doc or *.docx)

l Open Office (*.odt)

l Rich Text Format (*.rtf)

l Plain Text (*.txt)


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2.2.7 Adding RecipientsA transaction is the experience of a OneSpan Sign user as they review, accept, sign, and potentially download documents. The sender of a transaction generally per-forms the procedures in the following sections:







The Recipients section allows you to view all existing recipients of the transaction's signing invitations, to change various settings for those recipients, and to add other recipients to the transaction.

To add recipients to a transaction:

1. On the Recipients section of the Drafts tab of the Transaction page, click Add. A new row appears for a new recipient.

2. The First Name, Last Name, and Email of the recipient are the three fields to

the right of the "recipient icon" ( ). Typing in any of those fields invokes a list of matching users from: (1) the recipients’ history; (2) the list of account senders. Complete each field either by typing, or by selecting an option from the recip-ient list that appears.


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The following fields may appear for users in that list:

l First Name: The recipient's first name. This field is displayed only for the Recipient or Myself recipient types. It is a required field when you are defin-ing a recipient who is one of those types.

l Last Name: The recipient's last name. This field is displayed only for the Recipient or Myself recipient types. It is a required field when you are defin-ing a recipient who is one of those types.

l Email: The recipient's email address. This field must have the format of a valid email address. It is displayed only for the Recipient or Myself recipient types. It is a required field when you are defining a recipient who is one of those types.

3. Repeat the above steps until you've added all desired recipients.

4. Do one of the following:

l If you wish, configure additional options for each recipient, including recipient authentication settings. These settings can be changed at any time.

l If you want to accept the default settings for recipients, click Next to start adding fields to the transaction's documents.

Caution: Please be aware of the following:

l If a recipient's email address bounces more than three times: (1) that address is added to OneSpan Sign's blacklist; (2) the recipient will no longer receive OneSpan Sign emails.

l If a recipient's email becomes blacklisted from one account, it will be black-listed from all OneSpan Sign accounts.

l If a transaction is sent that contains a blacklisted email address, an email will notify the transaction sender that the address has been blacklisted. A notification is sent each time the blacklisted address is used.


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l If the transaction sender wants to remove an email address from the black-list, they must contact their System Administrator, who must call our Sup-port Team.

2.2.8 Configuring RecipientsA transaction is the experience of a OneSpan Sign user as they review, accept, sign, and potentially download documents. The sender of a transaction generally per-forms the procedures in the following sections:







The Recipients section of the Draft page enables you to view all existing recipients of the transaction's signing invitations, to change various settings for those recip-ients, and to add other recipients to the transaction.

This rest of this section describes the following procedures:

l Changing a Recipient's Type on page 34

l Changing a Recipient's Name or Email Address on page 35


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l Specifying the Signing Order on page 35

l Configuring Other Recipient Settings on page 35

l Removing a Recipient from a Transaction on page 37

l Sending Transaction Reminders on page 37

TIP: If you wish, you can also configure Authentication Methods for recipients.

Changing a Recipient's Type

Once a recipient has been saved, their "type" can be changed.

To change a recipient's type:

1. On the Recipients section of the Drafts tab of the Transaction page, click the

user's "recipient icon" ( ). A drop-down menu displays the following type options:

l Recipient: Use this type to add as a recipient an account sender or an indi-vidual user with an email address. This type is selected by default when a new recipient is added to a transaction.

l Group: Use this type to add as a recipient an existing group within the account. This type is not visible if no groups exist in the account, or if Enable notarization is selected for the transaction.

l Myself: Use this type to add yourself as a recipient — i.e., to add the user who is currently logged in. This type is not visible if you are already a recip-ient on the transaction.

l Placeholder: Use this type to add as a recipient a signer whose identity will be determined later. This can be useful if, for example, you are creating a transaction from a template. However, all such placeholders must be replaced by real signers before a transaction is distributed for signing.

2. Select one of the above recipient types.


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Changing a Recipient's Name or Email Address

To change the name or email address of an existing recipient:

l On the Recipients section of the Drafts tab of the Transaction page, make whatever changes you want to the First Name, Last Name, and Email address of the recipient.

TIP: Typing in the First Name, Last Name, and Email field of an existing recip-ient invokes a list of matching users from: (1) the recipients’ history; (2) the list of account senders. For more on leveraging this functionality, see Adding Recip-ients on page 31.

Specifying the Signing Order

By default, the Set signing order toggle switch in the Recipients section is OFF.

To change the order in which a transaction's recipients must sign:

1. Toggle the Set signing order switch ON.

2. Drag each recipient's drag handle (orange dots to the left of their recipient icon) up or down the Recipients list to their desired location. The number next to a recipient represents their place in the signing order.

NOTE: If the transaction is accessible, a recipient can be moved to their desired location using the up and down arrow keys.

Configuring Other Recipient Settings

On the Recipients section of the Drafts tab of the Transaction page, hovering your mouse over the row of a particular recipient replaces the ellipsis (...) in the last

column with a gear icon ( ); and an X icon.


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To change any of the following settings, click the gear icon:

l Recipient: The Recipient dialog box appears immediately after you click the gear icon. Its Type field displays the recipient's type, but is read-only. By con-trast, you can change following settings for the recipient: First Name, Last Name, Email, Title, Company, and Language.

NOTE: The Language field will be: (1) hidden for recipients of type Myself, Placeholder or Group; (2) disabled for recipients who are account senders (for them, the system will display the language assigned to their account).

l Authentication: Selecting this opens the Authentication dialog box. That box enables you to specify the Authentication Method that will be used to verify the recipient's identity. This action is available only for the Recipient recipient type. For more information, see Configuring Recipient Authentication on page 38.

l Signing Method: Selecting this opens the Signing Method dialog box. That box enables you to specify the Signing Method to be used by the recipient (e.g., signing with a Personal Certificate). This action requires that Certificate Sign-ing or External Signing be enabled for the sender's account. This action is not available for Group or Placeholder recipients. The Signing Method can be con-figured independently for each recipient of the transaction.

l Attachments: Selecting this opens the Attachments dialog box. That box enables you to specify one or more supporting documents (e.g., a driver's license) that the recipient must upload before the transaction is completed. This action is not available for the Myself recipient type. Once the transaction has been sent, the transaction owner can review, comment on, download, or reject the attachments uploaded by recipients.

l Advanced: Selecting this opens the Advanced dialog box, which offers the fol-lowing options:

l Personal Message: This field enables you to type a personal message for the recipient. That message will override the default transaction message. This action is available only for the Recipient and Group recipient types.

l Change Signer: By default this switch is OFF. If you toggle it ON, during the Signing Ceremony the recipient will be able to delegate their role in


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the transaction to another recipient. This action is available only for the Recipient and Group recipient types.

l Email Delivery: By default this switch is OFF. If you toggle it ON, the recip-ient will receive the transaction's signed documents as an email attach-ment. This action is available only for the Recipient and Group recipient types.

NOTE: These Advanced options became available for placeholder recip-ients in OneSpan Sign 11.28.

After you've finished configuring the above options, click Save.

Removing a Recipient from a Transaction

To remove a recipient from a transaction:

1. Click the recipient's X icon. You're prompted to confirm the action.

2. Click Yes. A message confirms that the recipient has been removed.

NOTE: This action is available for all recipient types.

Sending Transaction Reminders

On the Recipients section of the Inbox tab of the Transaction page, the row for each recipient displays an envelope icon. A row may also display a mobile-phone icon.

To resend an invitation email to a recipient:

1. Click the recipient's envelope icon. A message confirms that an email reminder has been sent.

To send another SMS code to a recipient:

1. Click the recipient's mobile-phone icon. You're prompted to confirm the action.

2. Click Yes. A message confirms that an SMS code has been sent.


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NOTE: This action is available only for a recipient who: (1) is a Recipient recipient type; (2) has SMS Authentication as their specified Authentication Method.

2.2.9 Configuring Recipient AuthenticationA transaction is the experience of a OneSpan Sign user as they review, accept, sign, and potentially download documents. The sender of a transaction generally per-forms the procedures in the following sections:







To add an extra layer of security to your online transactions, OneSpan Sign offers robust and flexible recipient-authentication options. Specifically, you can select vari-ous ways of validating the identity of the recipient of an invitation to a transaction before they are permitted to access the transaction's documents.

The rest of this section describes how to configure the following types of authen-tication:

l General Authentication on page 38

l KBA Authentication on page 40

General Authentication

TIP: If you wish, you can require an Authentication Method for all recipients of all transactions created in your account. To arrange this, contact our Support Team.


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Prerequisites

l SMS and/or Q&A and/or Signer SSO has been enabled on your account. If this has not been done, you will not see the General type on the screen displayed after Step 2 below.

l if you want to assign Single Sign-On Authentication (SSO) to a recipient who is a sender on your account, Signer SSO must be enabled on your account.

Action

To specify a General authentication method for a transaction recipient:

1. On the Recipients section of the Drafts tab of the Transaction page, hover your mouse over the row of the recipient. The ellipsis (...) in the last column is

replaced by a gear icon ( ) and an X icon.

2. Click the gear icon, and then click Authentication. A new dialog box appears. Unless you have already configured KBA Authentication, the displayed authen-tication Type is General.

3. If necessary, select General as the Type.

4. Select one of the following General authentication methods, and then follow any prompts that appear:

l Email: This is the default authentication type. The recipient's identity is verified by their secure name and password when they log in to their email


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account.

l SMS: The recipient's identity is verified by a secure SMS code sent to their cellphone number. The recipient must enter that code to open the trans-action.

NOTE: The SMS code can only be used once, and by default expires 5 minutes after being sent. The maximum expiry time is 90 minutes (1.5 hours). To change the expiry time, please contact our Support Team.

l Q&A: The recipient's identity is verified using a secure question & answer defined by the sender. At least one question & answer is required.

l SSO: The recipient's identity is verified through an Identity Provider (IdP).

NOTE: SSO authentication cannot be configured via connectors or mobile applications.

5. Click Save. A green dot next to the Authentication option indicates that an authentication method has been set.

Video Tutorial

How to Authenticate Signers in OneSpan Sign

KBA Authentication

Knowledge Based Authentication1 (KBA) relies on a third-party KBA provider to per-form the authentication. That provider is either Equifax US or Equifax Canada.

KBA questions are generated dynamically, based on information in a signer's per-sonal credit report.

1Knowledge Based Authentication (KBA) allows you to present challenge questions to your recip-ient. If the recipient provides the correct answers, they are verified as the correct recipient of the transaction.


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https://www.esignlive.com/resource-center/authenticate-signers-esignlive/

NOTE: KBA authentication can be used in conjunction with any one of the General authentication methods above.

Prerequisite

l Equifax US and/or Equifax Canada has been enabled on your account. If this has not been done, you will not see a KBA tab in the following procedure.

Action

To specify a KBA authentication method for a transaction recipient:

1. On the Recipients section of the Drafts tab of the Transaction page, hover your mouse over the row of the recipient. The ellipsis (...) in the last column is

replaced by a gear icon ( ) and an X icon.

2. Click the gear icon, and then click Authentication. A new dialog box appears. Unless you have already configured KBA Authentication, the displayed authen-tication Type is General.

3. If necessary, select KBA as the Type.


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4. As KBA Provider, select one of the following:

l Equifax - CA

l Equifax - US

NOTE: If you want to disable KBA authentication, select None.

5. Enter information about the recipient (fields marked with an asterisk are required).

6. Click Save. A green dot next to the Authentication option indicates that an authentication method has been set.


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NOTE: By default, a signer is locked out of signing if they fail multiple KBA authen-tication attempts. However, such signers can be automatically unlocked once they're locked out. If you want to arrange this, contact our Support Team.

2.2.10 Preparing TransactionsThis section discusses the following aspects of the Prepare Transaction page:

l Options at the Top on page 43

l Designer on page 44

l Recipients on page 44

l Accept Only on page 44

l Fields on page 44



CAUTION: If a transaction is accessible, the Prepare Transaction page will be read-only. That is, no one can: (1) add, modify or remove signatures or fields; (2) specify the doc-uments as Accept Only; (3) apply layouts to the documents.

Options at the Top

The following options are available next to the transaction name at the top of the Prepare Transaction page:

l Save Layout: Opens the Save Current Document Layout dialog box. This enables you to save the current document layout for later reuse. Multiple lay-outs can be saved for each document.

l Apply Layout: Opens the Apply Layout dialog box. This enables you to apply an existing layout to the current document.


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l Send to Sign: Sends the transaction to all its recipients so they can begin the Signers on page 112. This button is disabled if no signature fields exist on the document.

Designer

The Designer on page 46 section of the Prepare Transaction page displays a pre-view of a transaction's documents, and enables you to add, modify, or remove sig-nature fields in each document.

For information on how to use this section of the Prepare Transaction page, see Designer. For information on working with signature fields, see Adding Fields.

To add a signature field to a document, click the name of the recipient for whom you want to add the field.

Recipients

The Adding Recipients on page 31 section of the Prepare Transaction page enables you to: (1) view the existing recipients in the current transaction or template; (2) add new recipients; (3) select a recipient for whom you want to add signature fields.

To add a recipient to the transaction, click the + sign next to RECIPIENTS. This opens the Add Recipient dialog box, which has four tabs: General, Authentication, Advanced, and Attachments.

Accept Only

The Accept Only option opens the Acceptors for <Document> dialog box, which enables you to specify recipients who must "accept" this document during the Sign-ing Ceremony. Configuring a document as Accept Only removes all the signature fields it contains.

Fields

The Adding Fields to a Document on page 48 section of the Prepare Transaction page displays a list of fields that can be added to a document. The most commonly used fields are always visible, while others are hidden in a collapsible list. To view the hidden fields, click Show. To hide them again, click Collapse.

Documents

The Documents on page 27 section of the Prepare Transaction page enables you to: (1) view the documents in the current transaction or template; (2) add new


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documents; (3) select a document for the addition of signature fields. To view your documents as thumbnails, click the Grid View icon. To view them as a list, click the List View icon.

CAUTION: Please be aware of the following:

l The maximum size of a single document is 16 MB. The only exceptions concern our Salesforce and Microsoft SharePoint connectors, whose maximum is 5 MB per doc-ument. Smaller documents yield better performance — we recommend under 5 MB per document.

l If you enable email delivery while configuring a recipient, documents that are lar-ger than 5 MB will not be added as attachments to the email.

l OneSpan will not provide Technical Support for a transaction or transaction tem-plate that has more than 10 documents.

l Document file names should not contain any of the following comma-separated characters: *, /, \, :, <, >, |, ?, ".

l A document's name cannot contain the string esigned.

l Uploading password-protected or corrupted documents will trigger an error.

l PDFs added to a transaction must not have syntax errors. We strongly recommend that you scan a PDF for syntax errors before you add it to a transaction (e.g., by using Adobe's Preflight tool).

l PDFs with the NeedAppearances flag set to true are not currently supported.

Selecting a document will activate and highlight it. You can select only one doc-ument at a time. Once a document is selected, you can click Edit to edit the doc-ument's name, or click Delete to delete the document from the transaction.

To add a document to the current transaction, click the + sign next to DOCUMENTS. This opens your Operating System's file browser. Use that browser to select the doc-ument you want to add.


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Video Tutorial

How to Send and Sign an E-Signature Transaction in OneSpan Sign

2.2.11 DesignerThe Designer section of the Prepare page allows you to view each document, to add signatures and other fields to it, and to assign visibility permissions to the doc-uments.

This section includes:

l Preparing a Document on page 46

l Configuring Document Visibility on page 47

Preparing a Document

CAUTION: If a transaction is accessible, the Prepare Transaction page will be read-only. That is, no one can: (1) add, modify or remove signatures or fields; (2) specify the doc-uments as Accept Only; (3) apply layouts to the documents.

To prepare a document for signing:

1. Make the document "active" by doing any of the following:

l Click its <Document Name> in the DOCUMENTS section.

l Scroll through its pages.

l Click anywhere on it in the Designer section.

2. If you want to perform any of the following preliminary actions, display their icons by hovering your mouse over the document in the Designer section. Then click the icon you want to use.


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l Zoom in or Zoom out of the document.

l Go to Page: Enables you to go to the next or previous page, or to a specific page number.

l Clear All: Removes all fields from the active document.

3. To add a field to the document (e.g., a signature field), drag and drop it onto the document from the FIELDS section. Note that:

l Fields can be dropped onto multiple pages of the active document, but cannot be dropped onto a different document. Dropped fields can also be re-sized.

l Clicking a field will open the Field Settings pane, which displays the field's modifiable properties.

l If you wish, you can collectively align multiple fields to the top, bottom, left, or right.

Configuring Document Visibility

By default, during a Signing Ceremony all recipients can view all documents in a transaction.

The Document Visibility feature provides greater flexibility by enabling senders to control which recipients can view specific documents in a transaction during a Sign-ing Ceremony.

This can save recipients from having to process documents they don’t need to see, and it can ensure that documents with sensitive information are viewed only by their intended recipients.

NOTE: l If a recipient has a signature on a document, that document cannot be hid-

den from the recipient.

l If there is a signature on a document for a recipient, the Electronic Dis-closures and Signatures Consent page cannot be hidden.

l Documents cannot be hidden for group recipients or for notary recipients.


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To specify the documents that recipients can view:

1. From the upper menu of the Transaction page, click the Document Visibility

icon ( ). The Document Visibility page displays the transaction's documents in columns and its recipients in rows.

2. For each recipient, select the checkbox for each document you want them to view.

3. Click Save.

Video Tutorial

How to Use Document Visibility in OneSpan Sign

2.2.12 Adding Fields to a DocumentA transaction is the experience of a OneSpan Sign user as they review, accept, sign, and potentially download documents. The sender of a transaction generally per-forms the procedures in the following sections:





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https://www.esignlive.com/resource-center/use-document-visibility-esignlive/




Fields enable the placement of additional data in a document at the time of sign-ing. Like signature fields, non-signature fields can be placed anywhere inside a doc-ument. Nonetheless, each field is linked to a particular signature. Only the signer of that signature can assign or change the field's value. Once the signature is signed, however, the value of the field cannot be changed by anyone.

NOTE: You cannot add fields to: (1) documents that are Accept Only; (2) the Electronic Consent form; (3) documents in an accessible transaction.

To add fields to an active document:

1. Click the <Name of Recipient> from the RECIPIENTS section of the Prepare Transaction page.


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2. Drag and drop the desired fields (e.g., Signature) from the FIELDS section onto the document. The available fields are described below.

TIP: You can duplicate a field by clicking it, and selecting Duplic-ate from the Field Settings pane. The new field will duplicate the original field's properties (Is required, Is optional, default value, list values, max characters), but its Field Name will be reset to empty.

TIP: You can collectively align multiple fields to the top, bottom, left, or right.

3. Repeat Steps 1 and 2 for all other relevant recipients.

4. Click Send To Sign.

After you click Send To Sign, an email or SMS notification will be sent to all recipients when it is their turn to sign.

TIP: For more information:

l About signing a sent document, see Signers on page 112.

l On working with the Prepare Transaction page, see Preparing Transactions and Designer on page 46.


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Available Fields

The FIELDS section of the Prepare page contains every field that can be added to a document for a given recipient. Those fields are:

l Signature: This field contains the signer’s signature. Once it has been added to a document, the recipient's name and signature are displayed in this field. The following signature types are available (click the Gear icon on the signature field to select the signature type):

l Click to Sign: The signer's name is stamped on the signature field at the time of signing. This is the default signature type.

l Capture Signature: The signer draws their signature using their mouse or another input device. The signer can also choose to sign on a mobile device such as a smart phone if the sender has Mobile Capture enabled on their account. The drawing of the signature is stamped on the signature field at the time of signing.

l Mobile Signature: The signer receives a link via email that redirects them to open the document on their mobile phone. The signer is then required to draw their signature using their finger or a stylus. The drawing of the sig-nature is then stamped on the box. However, Mobile Capture must first be enabled on your account.

l Optional Signature: Signatures can be specified as "optional" for any of the above three signature types, or for the Signer Initials described in the next bullet. If this flag is set, a signer is not obliged to sign all of their signatures inside a transaction's documents before completing the transaction. However, Optional Signature must first be enabled on your account.

NOTE: l An autofield associated with an optional signature will appear only

if the latter is signed.

l A Form Field associated with an optional signature will be retained on a transaction even if the signature is not signed.

l A signer must "confirm" a transaction before the system will retain the signer's optional signatures or Form Fields within the trans-action's documents.


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l Senders on mobile applications (iOS or Android) cannot create optional signatures.

l Consent documents cannot be optional.

l If a document contains only unsigned optional signatures (and no other signatures), its header says: Review & optionally sign this doc-ument. If a document contains only signed optional signatures: (1) its header says Ready to confirm; (2) its footer says Please Confirm to complete signing. If a document contains only optional sig-natures AND they are not all signed, its footer says Click Continue to proceed without signing.

To watch a video on how to create Optional Signatures, click here.

l Signer Initials: At the time of signing, the signer's initials are stamped on the signature field.

l Signing Date: Displays the date and time when the signature field was signed.

l Signer Name: Displays the signer's name.

l Signer Title: If supplied, this field displays the signer's title.

l Signer Company: If supplied, this field displays the signer's company.

NOTE: The fields below are collapsed by default. To toggle the list, click Show /Hide.

l Text Field: This field accepts any text entered by the signer prior to signing.

l You can specify a Name, a Default Value, and the Maximum Length of the field. You can also enable Is Required to ensure that the signer fills out this field.

l Text Area: This is a multiline area that accepts any text entered by the signer prior to signing.

l You can specify a Name, a Default Value, and the Maximum Length of the area. You can also enable Is Required to ensure that the signer fills out this field.


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https://www.esignlive.com/resource-center/how-use-optional-signatures-onespan-sign

l Checkbox: This is a simple check box that the signer can either select or clear.

l You can specify a Name and a Default Value. You can also enable Is Required to ensure the signer selects the box.

l Radio: Radio buttons enable signers to select one of many predefined options.

l You can specify a Name and a Default Value. You can also enable Is Required to ensure the signer selects a radio button. Radio buttons can be grouped by associating them with a Radio Group, and you can identify one button in the group as the Default (ensuring that it will be pre-selected).

l List: This is a drop-down list that offers multiple predefined options. The signer can choose one option from the list. Once that option is selected, only that option is displayed, thus minimizing the amount of space this element occu-pies on the screen.

l You can specify a Name and a Default Value. You can also specify the options that appear in the list, and enable Is Required to ensure the signer selects one item from the list.

l Label: This is a READ-ONLY label that will be stamped on the PDF.

l You can specify a Name and Default Value for this field.

l Custom Fields: These fields are populated at the time of signing with data that is specific to the signer. Custom Fields are created for an entire account, and an account can have any number of Custom Fields. However, each field must be identified by a unique ID. Also, each field should be assigned a default value, which will be used by account members who have not yet set their value for the field.

NOTE: For all the above fields except Capture Signature, Mobile Signature, Radio and Checkbox, the Field Settings pane has a Field Formatting section that specifies a font size for the field (i.e., the font size that will be used for text in the field when the parent doc-ument is printed). The options are: (1) a specific font size; (2) Auto-fit (which will scale the text to fill its input box); (3) Inherit from parent (this is the default, and will use the font size defined at the transaction/template level).


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2.2.13 Managing Transaction RemindersTransaction owners can: (1) configure a schedule for email reminders that will be sent automatically to all transaction recipients who have not yet signed; (2) change the Reminder Schedule for any of their transactions.

This section describes:

l Configuring Reminders for a New Transaction on page 54

l Changing a Transaction's Reminder Schedule on page 55

NOTE: You must have Admin privileges to configure or change a Reminder Schedule.

TIP: Default settings for email reminders can be specified at the account level. If you want to do this, please contact our Support Team.

Configuring Reminders for a New Transaction

To configure reminders for a transaction that you are creating:

1. On the Create Transaction page, click Settings.

2. In the Email Reminders field, click Configure.

3. Configure the following options:

l Enable Reminders: Select this option to enable reminders to be sent.

l Send reminder in (days): Specify when the first reminder will be sent — i.e., the number of days after the initial email invitation is sent.

l Repeat Reminder: Select this option to send multiple reminders.

l Number of days: Specify the number of days between successive reminders.

l Total Reminders: Specify the total number of reminders to be sent.

4. Click OK.


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Changing a Transaction's Reminder Schedule

To change the Reminder Schedule for a transaction that you created:

1. On the Transactions page, click the transaction's <Transaction name>.

2. Click Settings.

3. Next to the Email Reminders field, click Enabled.

4. Edit the reminder settings.

5. Click OK.

Video Tutorial

How to Use Reminders and Expirations in OneSpan Sign


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2.3 Templates and LayoutsThe following entities can help you automate future transactions:

l Templates on page 56

l Layouts on page 59

2.3.1 TemplatesA template1 enables you to predefine signers, documents, and signature fields for future use. Templates can help you automate future transactions.

The rest of this section discusses:

l Viewing Templates on page 56

l Creating Templates on page 57

l Applying Templates on page 58

l Deleting Templates on page 59


Viewing Templates

To view existing templates:

l Click the Templates menu option. The Templates page displays all templates created by you. This page has the following columns:

l Template Name: Displays the template's name. If you want to view a par-ticular template, click <Name of Template>.

l Documents: Displays a list of the template's documents. This list reflects the order in which the documents are to be signed.

1Templates enable you to predefine recipients, documents, and signature fields. Reusing tem-plates enables you to automate future transactions. You can also define Layouts, which enable you to save and reuse prepared documents.


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l Expiry Date: Specifies when the template will expire. Once the template has expired, it will no longer be available for signing.

l Last Updated: The date on which the template was last modified

Creating Templates

To create a template:

1. Click New Template at the top of the Templates page. The Create New Tem-plate page appears.

2. Configure the following fields on that page:

l Name: Type a unique name for the new template. This is a required field.

l Enter a description: Type an optional description of the new template.

l Use Template: This is a drop-down list of all templates created by you, plus all shared templates created by other users on your account. If you want to use one of those templates as a basis for your new template, select it from this list.

l Share template: This is a toggle switch that determines if your new tem-plate will be available to other users on your account. By default, this switch is off.

l Settings: Clicking this field displays the following optional settings:

l Expiry Date — Specifies when the transction or template will expire. Once it has expired, it will no longer be available for signing. The expir-ation 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 cer-tain 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.

l Enable in-person signing — Enables the transaction to be signed in person by all signers on the same device.


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l 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 on page 75.

l Time Zone — The time zone used to display all dates on the trans-action's signed documents.

l Language — The language in which the transaction will appear.

l 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.

l 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.

l Email Reminders — Configures reminders that will be sent auto-matically to all recipients of a transaction who have not yet signed. For more, see Managing Transaction Reminders on page 54.

l 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 prin-ted. The options are: (1) a specific font size; (2) Auto-fit (which will scale the text to fill its input box).

l 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 tem-plate.

NOTE: 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.

3. Click Create.

Applying Templates

To see how to apply an existing template, see Creating a Transaction on page 25.


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Deleting Templates

To delete one or more templates:

1. Select their check boxes on the Templates page.

2. Click the trash icon on the upper right.

Video Tutorial

How to Create and Use Templates in OneSpan Sign

2.3.2 LayoutsA layout1 enables you to save a prepared document for future reuse. After at least one signature field has been placed in a document, and a layout of the document has been saved, that layout can be applied to any other document created there-after. You cannot save the layout of a document that has no signature fields.

This rest of this section discusses:

l Creating a Layout on page 59

l Applying a Layout on page 60


Creating a Layout

To create a layout from a document:

1. On the Prepare page, click Save Layout. The Save Current Document Layout dialog box appears.

1A type of template that allows you to create pre-defined locations for your Signature Blocks and data fields within a document. It acts like a ‘marker’ where Signature Blocks and data fields will sit in the document.


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2. Interact appropriately with the following fields:

l Name: Type a unique name for the layout. If the typed name is not unique, and you complete this procedure with that name, the old layout with this name will be overwritten. This field is required.

l Description: Type an optional description for the layout.

l Share layout: Select this check box if you want the layout to be available to other users on your account. By default, the box is unselected.

3. Click Save.

Applying a Layout

NOTE: You cannot apply a layout to an accessible transaction.


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To apply a layout to a document:

1. On the Prepare page, click Apply Layout. The Apply Layout dialog box appears.

2. That box displays the following options:

l Select a layout: This is a drop-down list that by default displays all and only those layouts created by you. If you are logged in as a delegate for another user, the list by default displays all and only those layouts created by that user. If the toggle switch Show shared layouts is on, the list also displays shared layouts created by other users on your account.

l Show shared layouts: This is a toggle switch that determines if the drop-down list will include shared layouts created by other users on your account. By default, this switch is off. If you want to broaden that list, toggle the switch on.

3. Select a layout from the drop-down list.

4. Click APPLY.

NOTE: When a layout is applied, if a signer does not exist in the associated transaction, the software creates a "signer placeholder".

CAUTION: If the layout has Signature Fields that lie outside the boundaries of the recipient document, those fields may be not be visible after the layout is applied.


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Video Tutorial

How to Create and Use Layouts in OneSpan Sign


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2.4 Advanced Sending FeaturesThe following features are not of interest to most OneSpan Sign Application users. However, each feature can be very useful to certain advanced users:

l Delegating Access on page 63

l Creating an Accessible Transaction or Template

l Bulk Sending on page 66

l Fast Track on page 72

l e-Notary on page 75

2.4.1 Delegating AccessThe Access Delegation1 option enables a user to delegate access to their OneSpan Sign transactions to one or more other users on their account. Specifically, delegates can sign documents on behalf of the delegator, and they can access the delegator's inbox, drafts, layouts, and templates. All transactions performed by the delegate non-etheless continue to be owned by the delegator.

This feature addresses use cases like the following:

l A manager must manage transactions, monitor transaction progress, and retrieve completed documents for employees who have sent transaction emails, but who are unavailable at the moment (perhaps they're on vacation, they've left the company, etc.).

l A group of users is responsible for distributing transactions. While one member of the group is away, another member must access the absent member's OneSpan Sign folders to: (1) see if a transaction was sent or completed; (2) retrieve any completed documents.


1Enables you to grant others in your organization access to your account. With Access Deleg-ation, your assigned delegate (i.e., the person to whom you have granted access) can send and sign documents on your behalf.


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l Designating a Delegate on page 64

l Managing Your Role as a Delegate on page 64


Designating a Delegate

Prerequisites

l The delegation feature has been activated for your account.

Action

To designate a delegate for yourself:

1. From the My Account page, click Access Delegation. The Access Delegation page displays: (1) an Add Delegate section that contains a Search field; (2) a list of your current delegates, which has its own Search field.

2. Click the first Search drop-down menu to see a list of senders on your account (this list will not include you or any delegate already added for you).

3. From that list, select the sender you want to add as your delegate.

4. Click Save.

TIP: The above procedure describes how to designate a delegate from the My Account page. Using a different workflow, you can also designate a delegate from the Senders page.

Managing Your Role as a Delegate

Prerequisites

l The delegation feature has been activated for your account.

l You have been designated as someone's delegate.


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Action

To manage your role as a delegate:

1. Click the Manage Delegation icon in the top menu. The Manage Delegation dia-log box displays the following:

l Currently delegating for Sender: The placeholder in angle brackets stands for one of the following:

l If you are currently acting as a delegate for another sender, the place-holder stands for that sender's name and email address.

l If you are not currently acting as a delegate for another sender, the placeholder says No Sender.

l A list of all senders for whom you're permitted to act a delegate.

2. If you want to start acting as a delegate for a sender in that list, select that per-son from the list. Then click Start Managing.

NOTE: The Start Managing button is visible only if you are not currently act-ing as a delegate for another sender.

3. If you want to stop acting as a delegate for a sender, and click Stop Managing.

NOTE: The Stop Managing button is visible only if you are currently acting as a delegate for another user.

4. If you want to stop acting as a delegate for one sender, and start acting as a del-egate for another sender, select the new sender from the above list, and click Start Managing.

Video Tutorial

How to Delegate Signing Authority in OneSpan Sign


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2.4.2 Bulk SendingThe Bulk Send feature enables users to create and distribute multiple transactions with minimum effort by using:

l An eligible template, which will be used to create the transactions. A template is "eligible" if it has:

l At least one document other than the Consent Agreement

l At least one placeholder Role

l At least one Signature Field (not necessarily for the placeholder Role)

l A CSV file, which contains signer information for all placeholder Roles


l Initiating a Bulk Send on page 66

l CSV Header Format on page 67

l Sample CSV File on page 69

l CSV Files with Non-ASCII Characters on page 69

l Validation Process on page 70


NOTE: Bulk Send transactions are sent at the bottom of the hour from which they were created (e.g., a Bulk Send created at 2:31 PM will be sent at 3:30 PM).

Initiating a Bulk Send

Prerequisites

l The Bulk Send feature must be enabled on your account.

l An eligible template and suitable CSV file have been created.


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NOTE: The CSV file must specify the ID of the signing method. That ID is case-sensitive. For the method Signing with a Certificate, that ID is "personalCertificateSigning".

Action

To initiate a Bulk Send:

1. Click the Templates menu option. The Templates page appears.

2. Click the name of an eligible template. Its page appears.

3. In the Template details section of that page, click the Bulk send transactions icon. Your system Explorer opens.

4. Use your system Explorer to select a suitable CSV file. OneSpan Sign will val-idate its file format. If the format is valid, the Bulk Send process will begin.

NOTE: When initiating a Bulk Send using SMS, the phone numbers must follow the E.164 format. For example, +44 7923 123456 in Europe, and +1 247 123 4567 in North America.

CSV Header Format

This section describes the CSV header format for:

l One Placeholder on page 67

l Multiple Placeholders on page 68

One Placeholder

For transactions with one placeholder Role, the header row in a CSV file must have the following format:

<PlaceholderRoleName>,FIRST_NAME,LAST_NAME,EMAIL,AUTH_TYPE,AUTH_

PROMPT,AUTH_CHALLENGE,SIGNER_VERIFICATION,<FieldId1>,<FieldId2>

Note that:


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l The string <PlaceholderRoleName> will not appear in the file. Instead, it will be the name of a placeholder Role. Similarly, the strings <FieldId1> and <FieldId2> will not appear in the file. Instead, they will be field ID names.

l <PlaceholderRoleName>, FIRST_NAME, LAST_NAME, and EMAIL are required fields. All others are optional.

l The AUTH_TYPE, AUTH_PROMPT, and AUTH_CHALLENGE parameters are treated by OneSpan Sign as a single AUTH field.

l A FieldId is the ID of a field that belongs to a placeholder Role. It can be used to automatically populate that field in your documents. The header row can have as many of those fields as you need.

l The rows under the header row provide values for the parameters in the header row. There is one such row for each transaction.

l If you want to specify a method of External Signer Verification (SIGNER_VERIFICATION) such as PCC or DIGIPASS, please contact our Support Team.

Multiple Placeholders

If your transactions contain more than one placeholder Role, you must append a set of header fields for each additional role. All required fields must be present for each placeholder Role. For example, a header containing just the required fields for two placeholder Roles could look like this:

Placeholder1,FIRST_NAME,LAST_NAME,EMAIL,Placeholder2,FIRST_NAME,LAST_

NAME,EMAIL

The <PlaceholderRoleName> field always defines the start of a Role Block. Note that:

l Each Role Block must contain all required fields.

l Within a given Role Block, the order of the fields doesn't matter. Pay close attention to the wording of the previous sentence because: (1) the AUTH field has three columns; (2) the FieldId field may have multiple parameters and therefore multiple columns.

Thus the following format is valid, even though the field order differs between its two Role Blocks:


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Placeholder1,EMAIL,LAST_NAME,FIRST_NAME,Placeholder2,FIRST_

NAME,EMAIL,LAST_NAME

Sample CSV File

Here is a sample CSV file for a transaction with two signers:

Signer1,FIRST_NAME,LAST_NAME,EMAIL,AUTH_TYPE,AUTH_PROMPT,AUTH_

CHALLENGE,AUTH_PROMPT,AUTH_CHALLENGE,SIGNER_VERIFICATION,Signer2,FIRST_

NAME,LAST_NAME,EMAIL,AUTH_TYPE,AUTH_PROMPT,AUTH_CHALLENGE,AUTH_

PROMPT,AUTH_CHALLENGE,CUSTOMER_ID,SIGNER_VERIFICATION

Signer1,David,Smith,[email protected],NONE,,,,,personalCertificateSigni

ng,Signer2,Roger,Waters,[email protected],NONE,,,,133487, DIGIPASS

NOTE: (1) AUTH_TYPE is assigned the value NONE for both signers; (2) 133487 is the CUSTOMER_ID.

CSV Files with Non-ASCII Characters

If the data you need to put in the CSV file contains non-ASCII characters (e.g., accen-ted characters, Chinese characters), the CSV file should be saved with UNICODE UTF-8 encoding.

By default, Microsoft Excel saves files to CSV format using ANSI coding. The fol-lowing procedure describes how to save Excel files to CSV format using UNICODE encoding.

To save an Excel file to CSV format using UNICODE UTF-8 encoding:

1. Open the file in Microsoft Excel.

2. From the top menu, click File > Save As, and browse to the desired directory.

3. Select Save as type > CSV (Comma delimited) (*.csv).

4. Beside the Save button, click Tools > Web Options....

5. Click the Encoding tab.

6. Click Save this document as > Unicode (UTF-8).


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7. In the Web Options window, click OK.

8. Save the file.

Validation Process

OneSpan Sign validates the header row before validating any other row in a CSV file. If something is wrong with the header row, an error message is sent. If the header row is verified as valid, OneSpan Sign proceeds to validate the other rows.

The rest of this section discusses the validation of:

l Header Row on page 70

l Other Rows on page 70

l AUTH Field on page 70

Header Row

OneSpan Sign verifies that in the CSV file's header row:

l For each placeholder Role in the template, there is a Role Block that contains <PlaceholderRoleName>, FIRST_NAME, LAST_NAME, and EMAIL fields.

l Every FieldId column corresponds to a field that exists for the associated Role.

Other Rows

OneSpan Sign verifies that for each Role Block in each row after the header row:

l Values have been assigned to the FIRST_NAME, LAST_NAME, and EMAIL columns.

l The value for each FieldId is valid. What "valid" means in this context depends on how you've configured the field (e.g., you may have assigned a maximum length to a text field). To better understand the possibilities, see Adding Fields to a Document on page 48.

AUTH Field

AUTH_TYPE, AUTH_PROMPT, and AUTH_CHALLENGE together constitute the "AUTH field" for a given Role Block.


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The value assigned to AUTH_TYPE must be NONE, CHALLENGE, or SMS. The validation pro-cess for AUTH_PROMPT and AUTH_CHALLENGE depends on the value assigned to AUTH_TYPE, as explained in the rest of this section.

If AUTH_TYPE = NONE for a particular Role, OneSpan Sign does not try to validate AUTH_PROMPT or AUTH_CHALLENGE for that Role. That's because they're not used (see the sample CSV file above).

If AUTH_TYPE = CHALLENGE for a particular Role, OneSpan Sign verifies that for that Role:

l At least one AUTH_PROMPT/AUTH_CHALLENGE pair has been specified.

l There is a 1:1 mapping between prompts and challenges (i.e., for every prompt, there is a challenge — and vice versa).

OneSpan Sign reads prompt and challenge columns from left to right, which means that both of the following are valid ordering schemes:

AUTH_TYPE AUTH_PROMPT AUTH_CHALLENGE AUTH_PROMPT AUTH_CHALLENGE

CHALLENGE Question1 Answer1 Question2 Answer 2

AUTH_TYPE AUTH_PROMPT AUTH_PROMPT AUTH_CHALLENGE AUTH_CHALLENGE

CHALLENGE Question1 Question2 Answer1 Answer2

The above examples illustrate that all AUTH columns must appear in the order in which they're intended to be used. Here's another example which illustrates that concept: Answer2, Answer1, Question1, Question2 is not a valid order.

If AUTH_TYPE = SMS for a particular Role, OneSpan Sign verifies that for that Role there is at least one prompt. The verification process will examine only the first prompt, which should be used to specify the phone number to which an SMS mes-sage will be sent. The verification process ignores all other prompt and challenge parameters.

Video Tutorial

How to Send a Document Using Bulk Send in OneSpan Sign


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2.4.3 Fast TrackOneSpan Sign's Fast Track1 feature enables you to quickly distribute transactions for signing.

Fast Track uses a Signing URL to send a transaction template directly to all signers. It also uses the Sending URL to ask a sender to distribute a transaction template dir-ectly to one or more signers. Upon navigating to the Sending URL, the sender is asked to specify the first name, last name, and email address of the signers. Note that:

l If you are using more than one signer placeholder, you must use a Sender URL for the Fast Track feature because the sender must identify Signer 1, Signer 2, etc.

l The sender doesn't need to have a OneSpan Sign account, or to be logged into OneSpan Sign when they distribute the transaction.

l The Sender URL can even be used to send a transaction template to a third-party sender, who will then be the one to specify the signers' credentials.

The Signing and Sending URLs can be used to save and bookmark a transaction for future use.


l Obtaining URLs for Distribution on page 72

l Responding to a Signing URL on page 74

l Responding to a Sending URL on page 74


Obtaining URLs for Distribution

Prerequisites

1A OneSpan Sign feature that enables the rapid distribution of transactions for signing, auto-mates the e-signature process, and eliminates the need to send individual transactions to your recipients. With Fast Track, you can associate a template with a single URL that links to your documents, and distribute it instantly to a large number of recipients.


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l Fast Track is enabled on your account.

l The template selected in Step 2 below contains a placeholder recipient, a doc-ument, and a Signature Field for the placeholder recipient.

Action

To obtain a Signing URL or Sender URL for subsequent distribution:

1. In the OneSpan Sign menu bar, click Templates. The Templates page appears.

2. Click the template you want to send via Fast Track. That template's page appears.

3. In the Template details section of that page, click Fast Track URLs. The fol-lowing items appear:

l Signing URL: Displays a read-only version of the Signing URL. You can copy this URL and then email it to signers, and/or bookmark it for future use. Upon navigating to the Signing URL, signers are prompted to input their first name, last name, and email address. They are not authenticated through their email address, so it's critical that you send the Signing URL only to its intended recipients. This field is hidden if more than one signer placeholder exists in the template.

l Signing URL QR Code: Displays the QR Code of the Signing URL. Hovering over the QR Code enables you to save an image of it. This field is hidden if more than one signer placeholder exists in the template.

l Sending URL: Displays a read-only version of the Sending URL. You can copy this URL and then email it to your desired sender, and/or bookmark it for future use.

l Sending URL QR Code: Displays the QR Code of the Sending URL. Hovering over the QR Code enables you save an image of it.


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Responding to a Signing URL

To respond to a Signing URL:

1. Navigate to the Signing URL. A page appears with the following fields.

l Transaction Name: A read-only field that displays the transaction name.

l Role: A read-only field that displays the role of the placeholder recipient.

l First Name: The signer’s first name. This is a required field.

l Last Name: The signer’s last name. This is a required field.

l Email: The signer’s email address. This is a required field.

2. As a signer, type your First Name, Last Name, and Email in the provided fields.

NOTE: If multiple placeholders are defined, a section will be provided for each signer to enter their own credentials.

3. Once you've entered the above credentials, click Submit. One of the following then happens:

l If only a single Role has been defined, the Signing Ceremony for the trans-action will open.

l If multiple Roles have been defined, a confirmation page will be displayed with a message that reads “Package created successfully. An invitation email will be sent to all participants shortly.”

Responding to a Sending URL

To respond to a Sending URL:

1. Navigate to the Sending URL. You are asked — as the sender — to specify cre-dentials for the signers. Specifically, a page appears with the following fields:

l Transaction Name: A read-only field that displays the trans-action name.


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l Role: A read-only field that displays the role of the placeholder recipient.

l First Name: The signer’s first name. This is a required field.

l Last Name: The signer’s last name. This is a required field.

l Email: The signer’s email address. This is a required field.

2. Type appropriate values for the last three of the above fields.

NOTE: If multiple placeholders are defined, a section will be provided for each signer.

3. Once the above credentials have been entered, click Submit. A request to cre-ate the transaction will then be submitted. A progress message will be dis-played that reads “Submitting signers to server…” Later a confirmation page will be displayed with a message that reads Package created successfully. An invitation email will be sent to all participants shortly.

Video Tutorial

How to Use Fast Track in OneSpan Sign

2.4.4 e-NotaryNotarization occurs in many situations where documents need to be signed (e.g., transferring land or vehicles, settling insurance claims, creating liens or trusts).

Although the e-Notary1 process is completely electronic, during this process all sign-ers must be in the physical presence of a notary. Indeed, notarization always involves an in-person meeting between a notary and all signers.

The following sections describe various aspects of e-Notary:

1A OneSpan Sign feature that permits the e-signing and notarization of the documents in a transaction.


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l Viewing Your e-Notary Information on page 76

l Signing and Notarizing Documents on page 76

l Requiring a Notary for a Transaction on page 77

l Journals on page 78


Viewing Your e-Notary Information

Prerequisites

l e-Notary is enabled for your account.

l The user currently logged in is a notary.

Action

To view your e-Notary information:

l From the My Account page, click e-Notary. The displayed fields include:

l Jurisdiction: Displays your jurisdiction as a notary.

l License expiry date: Displays the expiry date of your notary license.

l License number: Displays your notary licence number.

l Journal: Displays the Journal entries you've made as a notary.

Signing and Notarizing Documents

Prerequisites

l When the transaction in this procedure was created, it was marked as a not-arized transaction. The next section describes how to do that.

l The notary and all signers must be together in person, and have access to a single device that will be used by all parties to review and sign the documents (e.g., a computer or tablet) .


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l The notary has verified each signer's credentials, and has noted the type of cre-dential each signer provided.

Action

To e-sign and notarize the documents in a notarized transaction:

1. The notary begins the signing process by logging into their OneSpan Sign account, and selecting the relevant notarized transaction.

2. The notary passes control of the device to the first signer, who signs all Sig-nature Fields that require their signature. This process is repeated for each signer.

3. To complete the process, the notary signs each document.

After signing and notarization is complete, the person who created the transaction (i.e., the Sender) can download copies of all signed and notarized documents. In addi-tion, the Sender can optionally distribute the documents to all signers and the not-ary.

Requiring a Notary for a Transaction

Prerequisite

l e-Notary is enabled for your account.

Action

To mark a transaction as "notarized" (i.e., as requiring a notary):

On the transaction's dedicated page, select Enable Notarization

NOTE: l If a Group recipient exists in the transaction, the Enable Notarization option

is disabled and unchecked.

l If an active notary exists in the transaction, the Enable Notarization option is disabled and checked.

l If the Enable Notarization option is selected, in-person signing cannot be enabled for the transaction.


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Journals

A Journal is a log that a notary is required to keep to record information related to each notarization they perform.

This section discusses:

l Creating Journal Entries on page 78

l Viewing Your Journal Entries on page 79

Creating Journal Entries

Prerequisites

l e-Notary is enabled for your account. To arrange this, contact OneSpan Sign Support.


Action

To create a Journal entry:

1. At any point during a signing process, click Journal. An EJournal Entry diaog box appears.

2. Specify the following fields:

Field Description

Document Type

Type of document being signed (e.g., will, loan, transfer of ownership)

Document Name

Name of the document

Signer Name of the signer for whom the entry is being cre-ated

Signers Sig-nature

Type of signature applied by the signer

Identification Type

Type of credential used to identify the signer (e.g., driver's license, passport, birth certificate)


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Field Description

Identification Value

Value associated with the Id Type (e.g., a driver's license number)

Jurisdiction Your jurisdiction as a notary (e.g., state, county)Comment An optional comment

3. Click OK.

Viewing Your Journal Entries

Prerequisites

l e-Notary is enabled for your account. To arrange this, contact OneSpan Sign Support.


l You are logged into OneSpan Sign, and are either on the MyAccount > Notary page, or are on the Admin page.

Action

To view your Journal entries:

l Click the Journal link. This opens the Journal page, which displays all your Journal entries in descending order of their Creation Date. In addition to the fields described in the previous section, each entry displays an assigned Sequence Number.

NOTE: l You can search the Journal Entries list to find specific entries. In particular,

the two date fields enable you to search for entries whose Creation Date lies within the defined date range (inclusive).

l If you want to export your current list of Journal entries (including any date filters) to a CSV file, click Export to CSV.


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Video Tutorial

How to Electronically Notarize Documents in OneSpan Sign

2.4.5 Creating an Accessible Transaction or TemplateTo create an accessible transaction or accessible template via the New User Exper-ience, senders must map the Form Fields in added documents to recipients' OneSpan Sign fields.

To map the Form Fields in an added document to OneSpan Sign fields associated with a recipient:

1. Create a transaction or create a template. Ensure that in the SETTINGS section, the Enable accessibility toggle key is on.

2. Click ADD DOCUMENT. In the dialog box that appears, select a document to be added to the transaction or template. Then click Open. Provided the document contains Form Fields, the Field Import dialog box appears.

3. Click START IMPORT. The Define Recipients page appears.


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https://docs.esignlive.com/content/b_application_user_s_guide/d_transactions/documents.htm#Adding

https://docs.esignlive.com/content/b_application_user_s_guide/d_transactions/recipients.htm

4. Add a recipient. When done, click NEXT. The Import & Link Sig-natures page appears.

5. Click ADD SIGNATURE. A Signature drop-down menu appears, containing a list of all the document's signatures.

6. From the Signature drop-down menu, select a signature. That signature will be linked to the recipient.

NOTE: If optional signatures are enabled on your account, you may specify the selected signature as Optional. If that flag is set, the recipient is not obliged to sign all of their signatures inside the transaction's doc-uments before completing the transaction.

7. A Signature Type drop-down menu appears. Use it to select one of the following signature types for your selected sig-nature:


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l Click-to-Sign: The recipient's name is stamped on the sig-nature field at the time of signing. This is the default sig-nature type. We recommend it for signers who are blind, and for signers who have physical disabilities.

l Capture signature: The signer draws their signature using their mouse or another input device. The drawing of the signature is stamped on the signature field at the time of signing.

l Click-to-Initial: To sign this type, a signer simply clicks the block. The signer's initials are then stamped on the block.

NOTE: Once the signer enables Accessibility Mode (as they must to sign accessibly), OneSpan Sign's software will offer verbal guidance on cursor placement. This could be especially helpful for the Capture signature method.

8. Click NEXT. The Import & Link Fields page appears. This is where you can specify your mappings.

9. To begin mapping, click ADD FIELD. A Field drop-down menu appears, containing a list of all available Form Fields in your document.

10. Select a Form Field from the Field menu. A Field type drop-down menu appears, containing a list of all available OneSpan Sign fields.


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NOTE: The following OneSpan Sign fields are not available:

l Custom fields

l Notary fields

l List

l Date Picker

l Label fields

11. Select a OneSpan Sign field from the Field type drop-down menu.

12. Repeat the previous three steps for each Form Field you want to map.

13. Click NEXT. A new page provides an overview of the mappings you have created.

14. Review your mappings. When you are satisfied with them, click DONE.


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2 Our New Signer Experience

2.5 QuickStart Guide for AdministratorsVersion 1.0 - January 28, 2020

2 Our New Signer ExperienceNew Application User's Guide

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2.6 Welcome! We are proud to introduce our New Signer Experience1, which became available in September 2019 with the release of OneSpan Sign 11.30.

Note that the option to use the New Signer Experience is completely up to you. Should you decide that you are not yet ready to try our New Signer Experience don't worry — until you contact our Support Team, no changes will be made to your account. We will not implement this feature on your system until you tell us to do so.

The New Signer Experience offers signers the following advantages when they review and sign documents:

l A new intuitive interface that accelerates the e-signing process.

l Responsive Web Design: The source content is reused across all devices (desktops, laptops, tablets, mobile phones), responding to the user’s behavior and environment based on screen size, platform and orientation. Elements like layout, text size, navigation, and images automatically adjust to fit the user's device.

l Customization! You can now personalize your signing interface with your own corporate brand. Use your own localized logo, your own colors, and your own text strings.

TIP: Do you want to get going right away? Click here to access our Branding Migra-tion forms. These forms will help our Support Team customize your New Signer Experience just the way you want it.

The rest of this guide discusses:

l Feature Availability on page 87

l What if a Transaction Includes Features not yet Available? on page 91

1The experience of an end-user as they review, accept, sign, and potentially download doc-uments.


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https://en.wikipedia.org/wiki/Responsive_web_design

https://apps.esignlive.com/ft?token=WldmQ3d3T3J1Mi14WFhpUTZ2aF92Vms5STR3PSZmYWxzZQ


l How Can I Access the New Signer Experience? on page 92

l Important Changes That May Affect You on page 95


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2.7 Feature AvailabilityThe New Signer Experience brings many improvements to the User Experience. Moreover, future releases will continue to introduce new features to meet the evolving expectations of signers.

However, certain features currently available in the Classic Signing Experience are not available in this release of the New Signer Experience. While we’ve tried to include the features used by most of our users, some features critical to your account may not be included in the New Signer Experience just yet. Don’t worry — we plan to gradually deploy these features over the next few months.

The following table should help you to decide if and when you should implement the New Signer Experience:

The above table lists:

l Available New Features — These are features available in this release of the New Signer Experience that are not in the Classic User Experience.


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l Available Existing Features — These are features available in this release of the New Signer Experience that also exist in the Classic User Experience. The next section, Existing Features in This Release on page 88, describes most of these features.

l What's Not Available — These are features in the Classic User Experience that will be coming soon to the New Signer Experience.

l Planned For New Features — These features are not in the Classic User Exper-ience, and thus will be completely new when they become available in the New Signer Experience.

2.7.1 Existing Features in This ReleaseThe following Classic User Experience features are among those available in this release of the New Signer Experience:

Feature Description

For more

information

see...

Authentication (SMS, Q&A, KBA)

To add an extra layer of security to your online transactions, OneSpan Sign offers robust and flexible recipient-authen-tication options. Specifically, you can select various ways of validating the iden-tity of the recipient of an invitation to a transaction before they are permitted to access the transaction's documents.

Configuring Recipient Authentication on page 38

Accept Only The Accept Only option opens the Accept-ors for <Document> dialog box, which enables you to specify recipients who must "accept" this document during the Signing Ceremony. Configuring a doc-ument as Accept Only removes all the Sig-nature Fields it contains.

Accept Only on page 44

Signature Fields You can now use Capture Signature and Optional Signatures in the New Signer Experience.

Adding Fields to a Document on page 48

Documents/Recipients Sign- If a transaction contains multiple doc- Specifying the


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Feature Description

For more

information

see...

ing Order uments, each recipient must sign the doc-uments in the order in which they appear in the Documents list.

By default, a transaction's recipients can sign in any order. If it is important that sig-natures be obtained in a specific order, a Signer Workflow can be defined. When such a workflow is defined, signatures are obtained from recipients in the order in which the recipients appear in the Sign-ers list.

Signing Order on page 35

Decline This feature enables an authenticated recipient to decline to sign a transaction.

Declining to Sign on page 108

Auto/Form Fields When senders create transactions or tem-plates, they can add Form Fields to doc-uments. Form Fields enable the placement of additional data in a doc-ument at the time of signing. Like Sig-nature Fields, non-signature fields can be placed anywhere inside a document.

Adding Fields to a Document on page 48

Document Download For their own personal records, recipients can download a transaction's signed doc-uments.

Downloading Signed Docu-ments on page 110

iFrame Support iFrames can be used to integrate our New Signer Experience into a third-party applic-ation.

iFrame Best Practices

Fast Track This feature enables the rapid distribution of transactions for signing, automates the e-signature process, and eliminates the need to send individual transactions to your recipients. With Fast Track, you can associate a template with a single URL that links to your documents, and dis-

Fast Track on page 72


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Feature Description

For more

information

see...

tribute it instantly to a large number of recipients.

OFAC Support The Office of Foreign Assets Control (OFAC) prohibits US citizens, businesses, and financial institutions from engaging in business or financial transactions with persons or entities in certain foreign coun-tries. When the OFAC Support feature is enabled, we screen the IP addresses of users who connect to OneSpan Sign to ensure that our customers comply with OFAC's sanctions.

U.S. Depart-ment of the Treasury

Handover URL A Handover URL enables you to cus-tomize what happens after a recipient interacts with a transaction. For example, if a recipient declines to sign a trans-action, a Handover URL is automatically triggered, and the application closes. If the recipient signs the transaction, you can either have them stay within the application itself, or direct them to a dif-ferent URL (for example, a Signing Com-plete page).

Handover URLS

Evidence Summary For every signed transaction, OneSpan Sign captures an extensive Evidence Sum-mary and Audit Trail. This Evidence Sum-mary can be downloaded and viewed at any time. It is available to all transaction owners, both as an individual download and as part of the completed transaction.

Evidence Sum-mary & Audit Trail


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https://www.treasury.gov/about/organizational-structure/offices/pages/office-of-foreign-assets-control.aspx



2.8 What if a Transaction Includes Features not yet Available?

After you activate the New Signer Experience, if a transaction uses a fea-ture that has not yet been implemented, signers will automatically be directed to our Classic Signing Ceremony. The only exception to this statement is e-Witness, which simply does not work when the New Signer Experience is on.

Remember too that you can deactivate the New Signer Experience at any time, simply by contacting our Support Team.


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2.9 How Can I Access the New Signer Experience?To access the New Signer Experience:

Click here to access our Migration Forms. These forms will help our Support Team get you up and running as quickly as possible.

CAUTION: Don't worry about finishing these forms all at once. You can always leave and go back to them, and your progress will be saved. HOWEVER, if you decide to complete these forms at a later time, you MUST click the Go To Documents link in the Branding Request email that you will receive. Do not try to return to your browser page directly.

To complete these forms, you will need the following:

l Your Account and Contact information:

l Account name

l Account email address

l The environment and environment URL where your account resides

l The image you would like to use in your New Signer Experience. This is the image that will appear as a header during the New Signer Experience. It will be visible to all signers. Your image should:

l Be no larger than (258 pixels in width x 40 pixels in height)

l Be a JPEG, PNG, GIF, or BMP file

l Have a transparent background (preferable)

TIP: You have the option of using an existing image. For example, you may have already provided a logo for the Classic Signing Ceremony, and may want to use the same logo for the New Signer Experience.

l The strings to be used when declining to sign. Specify these strings if you would like to customize the list of reasons from which your signers can select when they decline to sign a transaction.


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https://apps.esignlive.com/ft?token=WldmQ3d3T3J1Mi14WFhpUTZ2aF92Vms5STR3PSZmYWxzZQ


l Some specification of how you want the Thank You Summary to look:

l Whether the transaction owner's name will appear

l Whether the signer's name will appear

l Any custom messages you would like to display

NOTE: The New Signer Experience can be localized in many different languages. However, you will need to do this separately for each language. Once you have finished filling out the forms for one language, you will then be given the option to continue customizing the New Signer Experience in another language.

TIP: If you want more testing flexibility, ask our Support Team to create a separate Sandbox account that will be dedicated to the New Signer Experience.


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2.10 What Are the Supported Browsers and Devices?The following browsers can be used with the New Signer Experience:

Browser Version

Desktop

Microsoft Edge Internet Explorer 11Chrome The latest version, plus

the two previous ver-sions.

Firefox The latest version, plus the two previous ver-sions.

Safari The latest version, plus the two previous ver-sions.

Mobile

iOS The latest version, plus the two previous ver-sions.

Android The latest version, plus the two previous ver-sions.

TIP: Device recommendations:

l For the best experience on an Apple device, we recommend using an iPhone 6S or higher, or an iPad Air 2 or higher.

l On a touch-screen device, a minimum of 2 GB of RAM is recommended. However, the more RAM you have, the better the performance will be.


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2.11 Important Changes That May Affect YouOur New Signer Experience introduces some important changes that you should bear in mind when you do your tests. These changes might require you to adjust some of your settings.

NOTE: Should you be concerned about any of these changes, please note that you can always revert back to your existing Signing Ceremony settings by contacting our Support Team. Also note that any API integrations you may have done will NOT be affected by mov-ing to the New Signer Experience, nor is there any impact on your iFrame configurations.

Change Description

Mobile Signing Ceremony vs Responsive Design CAUTION: Our new responsive design permits

only one application to be used on desktops, laptops and mobile devices. This means that the Mobile Signing Ceremony will no longer exist after you move to the New Signer Experience.

Deprecation of the Opt-out Menu CAUTION: To streamline the signing experience,

we are deprecating the option to Opt-Out of a sign-ing experience. However, signers can still use the Decline option. If you still need content that appeared in your Opt-out menu, you can add it to the Decline menu with help from our Support Team. If you are currently using only the Decline option, your configurations (e.g., your reasons for declining) will remain the same.

E-Consent The Accept button will still appear at the bottom of the page. However, you can request to have a new checkbox appear at top of the page that will enable signers to accept the E-Consent document by selecting that box. This will save signers from having to scroll all the way to the bottom of the page.

Email information will be Currently, a signer's email information is passed to and


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Change Description

removed from the Handover URL shown in the Handover URL. With the New Signer Exper-ience, this email information will be replaced by the Signer ID parameter.

Branding Bar The Branding Bar will no longer be supported.Using URLs to define an account logo

You can no longer use a URL to link to an account logo.

Document Descriptions Document descriptions will no longer appear in the New Signer Experience.

NOTE: For instructions on using the New Signer Experience, click here.


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2 Using the New Signer Experience

This section discusses the following topics:

l Signing Documents as a Transaction Owner on page 98

l Signing Documents as a Signer on page 99

l Accessible Signing on page 101

l Signing with a Certificate on page 102

l Capturing Signatures on Mobile Devices on page 104

l Changing Signers on page 106

l Declining to Sign on page 108

l Completing Signing on page 109

l Downloading Signed Documents on page 110

l Reviewing Signed Documents on page 111

NOTE: An Administrator can enable the redirection of signers to a customized external page when their session expires. To arrange this, please contact our Support Team.

2 Using the New Signer ExperienceNew Application User's Guide

97


2.12 Signing Documents as a Transaction OwnerThe Transaction Owner is the first person prompted to sign a transaction's doc-uments, unless a Signer Workflow has been created that specifies a different sign-ing order.

To sign documents as a Transaction Owner:

1. Where indicated, click SIGN or INITIAL.

2. Click OK to confirm your signature.

3. Repeat for each of the document's Signature Boxes that you must sign. A pro-gress bar at the top of the document indicates the number of signatures you have completed, as well as the total number of your signatures required by this document.

4. If additional documents in the transaction require your signature, continue to sign each document where indicated.


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2.13 Signing Documents as a SignerYou will be notified that you have documents to sign via an email message, which states that you have been added as a signer to a OneSpan Sign transaction. That message will include a link to the transaction. The Transaction Owner may have included additional text, which will appear below the link.

To sign documents as a signer:

1. In the email message you receive, click Go to Documents.

2. Depending on the settings chosen by the Transaction Owner, you will need to verify yourself as a signer for the transaction. One of the following Authentic-ation Methods may be used:

l Authentication by Email is the simplest form of authentication. It simply requires you to click the link in your invitation email.

l Authentication by SSO requires you to enter an email address and pass-word. Once successfully authenticated by an Identity Provider, you will be redirected to the Signing Ceremony.

l Authentication by Q&A requires you to answer one or more questions. Cor-rectly answer all questions, and then click Login.

l Authentication by SMS requires you to enter a seven-digit SMS code that you received on your mobile phone. Enter the code, and click Login. This SMS code is sent when you click the link in your invitation email. If you have not received a code, use the Click here link.

3. Read and Accept the Electronic Disclosure and Signatures Consent document.

OneSpan Sign automatically includes the Electronic Disclosures and Sig-natures Consent agreement in all its transactions. All signers must accept the terms of this agreement before they can access transaction documents.

If you do not want this agreement in your transactions, please contact our Sup-port Team.

4. Sign all Signature Box Types within the document. If any other signer has already signed the document, their signatures are visible in the document.


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TIP: l If any unsigned Signature Boxes lie outside your viewing area, a Sig-

natures required notification appears at the top of the screen.

l A progress bar at the top of the document indicates the number of sig-natures you have completed, as well as the total number of your sig-natures required by this document.

5. Once you have completed signing a document, a confirmation request will appear. Click Confirm to confirm your signatures on the current document. If there are more documents for you to sign, they will appear.

6. To verify your signed documents, click Review Documents.

7. If you would like to keep copies of the signed documents (recommended), click Download Documents.

TIP: At any time, you can download an unsigned, unverifiable ver-sion of a transaction's documents. To do so, click the download link

on the side of the page. Click Download All to download all documents in the transaction.

8. Once you have finished, simply close your browser to end the Signing Cere-mony.


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2.14 Accessible SigningTo sign accessible PDFs within an accessible transaction, signers must first click the Enable accessibility mode button within the Signing Ceremony.

NOTE: This button is available only if the transaction is accessible.

Accessibility can be enabled in the New Signer Experience in one of the following ways:

l By using the More Actions menu

l By pressing the TAB key. Once pressed, an additional menu will appear which will allow you to tab through the following options:

l Enable/Disable Accessibility: Enables or disables accessibility.

l Skip to document: Brings up the document to be signed.

Once accessibility mode is enabled, the page will refresh and present the trans-action's documents in a format that is consumable by screen-reader technology — including navigating all documents and completing the entire signing process.

NOTE: l The Signing Ceremony of an accessible transaction supports content mag-

nification via the web browser (up to 200% zoom).

l The Signing Ceremony of an accessible transaction supports the navigation of fields via the keyboard's TAB key.

l Signers of an accessible HTML document use both the keyboard and mouse. Accessible HTML provides them with audio notifications via a screen reader.

l Some known limitations for signers are described here.


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2.15 Signing with a CertificateOneSpan Sign supports several signing methods, including one which enables users to sign with a digital certificate that resides on a Smart Card or hardware token.

TIP: If you are using a hardware token, enabling the token to be read usually requires the installation of a driver on your computer. That driver may be auto-matically installed with the token. If not, instructions that accompany the token will likely describe how to install the driver.

Certificate Signing is subject to the following restrictions:

l Signing with a certificate is available only for Microsoft Windows, but it works with all supported browsers (Internet Explorer 11, Edge, Firefox, Chrome).

l It does not work from a tablet or mobile device.

l It supports only Click-to-Sign signing (see this procedure's first step).

2.15.1 Prerequisites l A valid third‐party digital certificate exists and can be used on your system.

l The Personal Certificate Client has been installed (installation instructions can be found here).

NOTE: When you try to sign with a certificate, you may be prompted to install the latest version of the Personal Certificate Client.

l If you are using a Smart Card (e.g., CAC, PIV, or eID):

l A card reader is connected to your system, and is correctly installed and configured.

l An appropriate Smart Card is being read by that device.

l You have started an online session with OneSpan Sign.


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l Prerequisites for Administrators:

l The relevant certificate must be a document-signing certificate.

l The account of the transaction's creator must have been enabled for Cer-tificate Signing.

l The certificate’s Certificate Chain must exist on the signer's system.

2.15.2 ActionTo sign a document using a certificate:

1. When the document is displayed for signing, click the Signature Box.

2. Click Confirm. The Certificate Selection dialog box appears.

3. Select a certificate from the list of certificates.

4. Optional: If you want to view details about the selected certificate:

a. Click Details. The Certificate Details window appears.

b. Click Back to Selection. The Certificate Details window closes, and the Cer-tificate Selection dialog box reappears.

5. Click Sign.

6. If you are using a Smart Card:

a. The Approval Information dialog box appears.

b. Click Sign.


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2.16 Capturing Signatures on Mobile Devices

2.16.1 Prerequisites l You have met the conditions described in the section Prerequisites.

2.16.2 ActionTo capture signatures on your mobile device:

1. You have received an email, inviting you to sign a transaction's documents. On your desktop, laptop or tablet, click that email's Go to Documents link.

2. One of the following two scenarios occurs, depending on the account-level sign-ing method chosen by the transaction sender:

l Signature Capture: After reviewing the documents on your desktop, laptop or tablet, you are given the choice of capturing your signature in either of the following ways: (1) draw your signature in the space provided on the fol-lowing screen, and then click OK; (2) use your mobile device, starting by clicking Sign with your mobile device on the following screen.

l Mobile Capture: This method forces you to sign using a mobile device. Thus after reviewing the documents on your desktop, laptop or tablet, you attempt to click-to-sign a document, but are notified that your signature must be captured on a mobile device. Click Sign with Mobile Device.

3. If you've chosen to sign on a mobile device:

a. Instructions on how to proceed appear, and an email containing a link is sent to your mobile device. Click Continue.

b. Open the email on your mobile device, and click Go to Documents.

c. A blank signature line appears. Use it to draw your signature with your fin-gertip or a stylus.

d. When you've finished drawing your signature, click Done .

e. After you've finished signing on your mobile device, you can return to your desktop, laptop or tablet to review the documents you signed.


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TIP: For a related discussion of OneSpan Sign for Mobile Web Applications, see Mobile Signing Ceremony.

2.16.3 Video Tutorial

eSignLive™ "Use Your Own Device" Mobile Signature Capture Feature Demo


105

https://www.esignlive.com/resource-center/e-signlive-use-your-own-device-feature-demo//



2.17 Changing SignersThe Transaction Owner may permit a signer to delegate their signing respons-ibilities to another person. If an original signer does this, their delegate can sign on their behalf.

The rest of this section describes:

l Delegating a New Signer on page 106

l Signing Documents as a New Signer on page 106

2.17.1 Delegating a New Signer

TIP: An original signer can sign any Signature Boxes they want before they del-egate their remaining Signature Boxes to a new signer.

To delegate your signing responsibilities to a new signer:

1. In the page's top-right corner, click Change Signer.

2. In the dialog box that appears, enter your delegate's Email, First Name, Last Name, Title and Company.

3. Optional: Type a Message for your delegate. Though not required, a message can be useful to tell your delegate what you would like them to do.

4. Click OK.

2.17.2 Signing Documents as a New SignerOneSpan Sign sends a new signer an email that: (1) identifies the person who has delegated their signing responsibilities to them; (2) states that documents are avail-able for signing. The email also includes a link to those documents.


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To sign documents as a new signer:

l Perform the procedure Signing Documents as a Signer on page 99.

TIP: As a new signer, you will not be required to provide any authentication information.

After a new signer has signed, their signature will appear in all the Signature Boxes they signed.


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2.18 Declining to SignAfter a signer has been authenticated, they can decline to sign a transaction.

To decline to sign a transaction:

1. From the More Actions drop-down list, click Decline To Sign.

2. Specify your reason for declining.

NOTE: By contacting our Support Team, account owners can: (1) cus-tomize the list of reasons that appear in the Decline dialog box; (2) disable that box's Other button.

3. Click Decline. The transaction sender will be notified of your action, and you will no longer be able to view any document in the transaction.


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2.19 Completing SigningWhen you have signed all your Signature Boxes in a transaction's document, a Con-firm button appears. Click this button to continue.


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2.20 Downloading Signed DocumentsAfter all signers have signed a transaction's documents, OneSpan Sign flags the transaction as Complete. A completed transaction is one that has been securely signed, and digitally sealed with a tamper-evident seal. Any attempt to tamper with the documents in the transaction or their signatures will break the seal. If that hap-pens, the signatures will stop being legally binding.

OneSpan Sign sends an email to all signers to notify them that signing is complete. That email includes a link that signers can click to download the transaction with its securely signed documents. The email may also include the documents as attachments, depending on the options selected by the Transaction Owner when they created the transaction.

NOTE: If Document Visibility was configured for the transaction, each person can down-load only those documents that the configuration permits them to view.

Signers are not required to download documents. They remain available for down-load until the Transaction Owner archives or deletes the transaction. It's non-etheless a good idea to download, so signers will have a copy of the documents for their records.

Signed documents are provided as PDFs. Each PDF includes visual indicators and messages that signers can use when they are Reviewing Signed Documents on page 111.

To download signed documents:

1. In the email message you receive, click Download Completed Documents.

2. In the page that appears click Download Documents.


110

2.21 Reviewing Signed DocumentsAfter you download a transaction, you can review its documents. Each document is a PDF that contains your signatures and the signatures of all other signers. If you view a downloaded PDF using Adobe Reader, you can verify if its signatures are valid. One way of doing so is to click each signature — a popup states if the sig-nature is valid, and provides further details about the signature's status.

You can also review signed documents by clicking the Download Completed Docu-ments link in the email message that you received, and then clicking Review Docu-ments.

CAUTION: PDF viewers other than Adobe Reader may not be able to reveal if a down-loaded document and its signatures are valid.


111

3 Signers

After a transaction's invitation email is sent to a recipient, they can access its Sign-ing Ceremony via a link in that email. The Signing Ceremony walks the recipient through the signing process.

NOTE: l We are proud to introduce our New Signer Experience, which provides sign-

ers with an interface that is intuitive, responsive, and customizable. To learn more about this addition to the New User Experience, click here. To try it out, please contact our Support Team.

l If you are not yet ready for the New Signer Experience, simply continue using the Signing Ceremony associated with the Classic User Experience (for details, click here). Note: This ceremony is not responsive, so mobile devices display a mobile version of it called the Mobile Signing Ceremony.

l By default, all transactions include an Electronic Disclosures and Sig-natures Consent agreement that recipients must accept before they sign.

l Clicking the link in an invitation email often directs recipients to the Sign-ing Ceremony straightaway. However, if the Force Login feature is activated, clicking that link brings a sender in your account to a Login page. There, they must log in to the system using their email address and password. Only then will they be directed to the Signing Ceremony.

3.0.1 Video Tutorial

How to Sign Transactions from the Dashboard

3 SignersNew Application User's Guide

112


https://en.wikipedia.org/wiki/Responsive_web_design

https://www.esignlive.com/resource-center/sign-transactions-dashboard-esignlive/

https://www.esignlive.com/resource-center/sign-transactions-dashboard-esignlive/

4 Administrators

Admin Accounts are for those entrusted with administering OneSpan Sign. Those accounts can generally do much more than Sender Accounts.

The Admin drop-down menu in the New User Experience enables Account Admin-istrators to view and configure system settings. Depending on the account's prior configuration, some or all of the following sections will appear in that menu:

l User Management:

l Users: Enables an Admin to view and manage any user who can access a OneSpan Sign account managed by the Admin. This option appears only if Roles and Permissions have been enabled (to arrange this, contact our Sup-port Team).

l Senders on page 132: Enables an Admin to view and manage an account's senders. This option appears only if Roles and Permissions have been dis-abled (to arrange this, contact our Support Team).

l Roles: Enables an Admin to view and manage a sender’s roles. The system-defined roles for senders are Admin, Manager, and Sender. The default role of a new sender is Sender. This option appears only if Roles and Per-missions have been enabled (to arrange this, contact our Support Team).

l Groups on page 123: Enables an Admin to view and manage an account's groups.

l Application Settings:

l Security Settings: Enables an Admin to specify a password policy for an account.

4 AdministratorsNew Application User's Guide

113





l Custom Fields on page 126: Enables an Admin to manage Custom Fields for an account.

l Integration on page 128: Enables an Admin to access an account's API Key, and to configure Event Notifications on page 128.

l Customization on page 131: Enables an Admin to customize for an account the appearance of various elements that appear in the New Signer Exper-ience.

l Journal: Enables an Admin to view and manage an account's e-Notary set-tings.

l Subscription and Billing:

l Subscription on page 134: Displays information about a customer account.


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4.1 Enterprise Administration l Enterprise Administration: We've released a new Enterprise Administration fea-

ture that enables organizations' Account Administrators to effectively manage users, groups and accounts for their lines of business. This feature leverages the following items:

l Roles and Permissions — When a user is added to an account, the Account Administrator assigns them a role with an associated set of permissions that determine the actions available to the user. Roles make it easy to man-age the access rights of a large number of users without having to change permission options on an account-by-account basis. Thus the following default roles are available within every account (each with its associated set of permissions): Administrator, Manager and Sender. These default roles are not customizable, and they cannot be deleted. Account Admin-istrators can nonetheless: (1) create customized roles, assigning a cus-tomized set of permissions to each one; (2) make a customized role available within specified accounts or sub-accounts.

l Sub-accounts — The sub-accounts feature enables an organization to cre-ate child accounts within the organization's master account. For example, an organization might want to create child accounts on the basis of its departments, geographical locations, or lines of business. Accounts can be created on three levels (parent > child > grandchild), enablng an organ-ization to manage many account types under its master account.

NOTE: Please contact our Support Team to configure Enterprise Admin-istration for your accounts. The configuration options include: (1) activating roles and permissions for specific accounts; (2) activating the sub-accounts feature; (3) converting an existing account into a sub-account under an existing master account.

NOTE: In this release, Enterprise Administration functionality is available via the New User Experience. That functionality will become available via the REST API in a future release.


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4.1.1 Changing AccountSTo change the account that you're working within:

1. Click the Accounts icon on the Navigation Bar.

2. Select the account or sub-account to which you'd like to switch.


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4.2 Managing UsersThe Userspage enables you, as an Admin (or any role that has the appropriate per-missions), to manage the list of users associated with the selected account.

NOTE: The Users page replaces the Senders page if Roles and Permissions have been enabled. To enable Roles and Permissions contact our Support Team.

To access the Users page:

l From the Navigation Bar click the Admin drop-down and select Users.

The Users page displays the following columns:

l Name: Displays the user's first and last names.

l Email: Displays the user’s email address.

l Status: Displays the user's current account status, such as Enabled or Disabled. If the user has not yet accepted their invitation to join the account, their Status is displayed as Pending.

From the Users page you can perform the following actions. Note that some of the following actions are available for each user, but not every one is available for each user:

l Searching for a User on page 118

l Inviting a New User to Join Your Account on page 118

l Enabling, Disabling, or Deleting a User's Account on page 118

l Resetting a User's Password on page 118

l Adding and Deleting Roles From a User on page 118


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4.2.1 Searching for a UserTo search for a user associated with your account:

l Click Search, and enter the user's first name, last name, or email address.

4.2.2 Inviting a New User to Join Your AccountTo invite a new user to join your account:

l Click Add, and type the user's name and email address. You can also select a Role to assign to the user. The user will receive an email invitation to join your account. In particular, when they click the Register Your Account link in their invitation email, the Account Registration page will open in their browser.

4.2.3 Enabling, Disabling, or Deleting a User's AccountUsers that have been added to an account can have their account's temporarily dis-abled by selecting the user and then clicking Disable. To re-enable the user simply click Enable.

To delete a user from an account select the user and then click Delete.

4.2.4 Resetting a User's PasswordAs an administrator you can reset a user's password. This action cannot be undone.

To reset a user's password, select the user and then click Reset Password. A reset password email will be sent to the selected user, which they can then user to select a new password.

4.2.5 Adding and Deleting Roles From a UserTo add a Role to a user:

1. Select a user to add Roles to.

2. Click the three dots to the right of the user's name, and then click Edit. A list of the roles that are currently assigned to the user can be seen in the Roles sec-tion.


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3. Click inside the Search field. A list of available Roles will appear. To filter the list, you can begin typing a role's name. For a description of a role, including a list of permissions associated with the Role click the Help icon.

4. Select the Role you would like to add to the user.

5. Click Save.

6. Repeat for each Role you would like to add to the user.

To delete a Role from a user:

1. Select a user to delete Roles from.

2. Click the three dots to the right of the user's name, and then click Edit. A list of the roles that are currently assigned to the user can be seen in the Roles sec-tion.

3. Select the delete icon next to the Role you would like to delete from the user.

4. Click Save.

5. Repeat for each Role you want to delete from the user.


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4.3 Managing RolesThe Rolespage enables you, as an Admin (or any role that has the appropriate per-missions), to manage the list of Roles associated with the selected account.

To access the Roles page:

l From the Navigation Bar click the Admin drop-down and select Roles.

The Roles page displays the following columns:

l Role Name: Displays a list of all roles associated with the account.

l Description: Provides a brief description of each role.

l Status: Displays the role's current account status, such as Enabled or Disabled. A role that is disabled cannot be added to a User.

From the Roles page you can perform the following actions. Note that some of these actions can only be performed on the roles that you added to the account. The default roles of Manager, Admin, and Sender cannot be modified.

l Searching for a Role

l Adding a Role to Your Account

l Enabling, Disabling, or Deleting a Role

4.3.1 Searching for a RoleTo search for a Role associated with your account:

l Click Search, and enter the Role's name.

4.3.2 Adding a Role to Your AccountTo add a new Role to your account:

1. Click Add, and type the Role's name and description. You can also define whether or not the role is to be immediately enabled.


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2. Click Add Permissions. A list of all possible permissions appears.

3. Select all Permissions you would like to add to the role.

4. Click Add.

Possible Permissions

Click Add Permissions. A list of all permissions appears. Use this page to assign per-missions to your role. The following permissions can be applied.

1. NOTE: Depending on which features have been enabled on your account not all of these permission may appear.

l Sender Admin

l Integration Settings - View

l Custom Fields

l Subscription account billing details

l Reports

l User Management

l Roles

l Security Settings

l Customization

l API Key Access

l Groups

l Group Signing Management (Sender UI Email Groups)


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l Templates and Layouts

l Share Template

l Share Layout

l Transaction

l Transaction

l Change Signer Option

4.3.3 Enabling, Disabling, or Deleting a RoleRoles that have been added to an account can be temporarily disabled by selecting the Role and then clicking Disable. To re-enable the role simply click Enable.

To delete a Role from an account select the Role and then click Delete.


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5.1 GroupsSometimes it's convenient to share requests for signatures among the members of a group. For example, it might be convenient to treat the pharmacists in a particular pharmacy as a group, so that any available member of the group can sign the paper-work for a patient's prescriptions.

In OneSpan Sign, a Signer Group is a set of OneSpan Sign users who can act as a single signer from the point of view of the package creator. Users who can become group members must already be members of the associated OneSpan Sign account.

OneSpan Sign group members receive an email invitation to sign a related doc-ument package. Among those members, signing is on a first-come, first-serve basis. When one member is signing, all other members are locked out.

Any member who signs does so on behalf of the group, but their name will be stamped on the documents they sign. Anyone verifying the document through the Audit Trail will see the individual member's signature information and identity.

All group members can monitor the progress of the group's transactions, which helps ensure that those transactions are completed on time.

The Groups1 page lets you manage the groups in an account. It has the following columns:

l Name: Click the group name to open the Members for <Group Name> page. That page lists all members who belong to the group, and lets you invite new members to the group.

l Email: The group's email address.

l Number of Members: Displays the number of users who are part of the group.

The following actions are available for each group:

l Edit: Opens the Edit Group dialog box, from where you can edit the group's set-tings.

l Delete: Deletes the group from the Groups list.

1A set of users who can act as a single signer from the perspective of a transaction's creator.

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NOTE: If someone signs a package as a group signer, they will no longer be able to see the package in their transaction list if either of the following subsequently occurs: (1) the group is deleted; (2) the signer is removed from the group.


l Creating a New Group on page 124

l Inviting People to Join a Group on page 125

5.1.1 Creating a New GroupTo create a new group:

1. From the Admin page, click Groups. The Group page appears.

2. Click New Group.

3. Provide a Group Name and Email address.

4. Optionally, choose to Send emails to the members of the group instead of the specified group email. This option is unchecked by default.

5. Click Save.


5.1.2 Inviting People to Join a GroupTo invite one or more people to join a group:

1. Click the group name. The Members for <Group Name> page opens.

2. Click Invite Member, and type the email address of the person you want to invite to the group. Then press Enter. If the invitee does not already have a OneSpan Sign account, they will receive an account-registration invitation. You can invite multiple people to join the group by separating each email address with a comma.


6.1 Custom FieldsA custom field is one that, at the time of signing, is automatically populated with data that is specific to the signer. For instance, a signer might have an Agent Num-ber, and that number may need to appear in the final document next to their sig-nature. By using a custom field, the signer can specify their Agent Number, and that number will automatically appear in any other field that has been configured to receive it.

The Custom Fields page enables you to manage the custom fields in your account. However, this functionality is available only if Custom Fields are enabled at the Account level.

6.1.1 Creating a Custom FieldTo create a custom field:

1. On the Custom Fields page, click New Field. This opens the Create New Cus-tom Field dialog box.

2. Specify the following items, and then click Save.


Field Parameters

The following fields are displayed: l Field ID: This is the field's ID. Clicking Field ID opens the Edit

Custom Field dialog box, and enables you to edit the custom field.

l Default Value: This will be the field's default value. This value is optional.

l Required: Flag that indicates if the custom field will be required.

Field Localization

The following fields are displayed: l Language: Select a supported language.

l Field Name: Specify a Field Name for the selected language. This is a required field.

l Description: Optionally provide a description of the selected language.


7.1 IntegrationThe Integration page displays your account API Key, and enables you to configure event notifications.

This section discusses the following topics related to the Integration page:

l API Key on page 128

l Event Notifications on page 128

l Select Events on page 129

7.1.1 API KeyBy default, your API key is masked.

To view your API key:

l In the API Key section of the page, click the View icon.

NOTE: The API key may not be visible, depending on your environment and your account privileges.

7.1.2 Event NotificationsOneSpan Sign enables integrators to be automatically notified of events that con-cern their account. On selected events, the system automatically issues messages to a destination of the integrator's choice. Before OneSpan Sign notifies you of an event, you must register to be notified of it.

To configure Event Notifications on your account:

1. Enter a Callback URL. This is a required field.

2. Optionally, enter a secure Callback Key.

3. Select the event types from the table below for which you want notifications. By default, all event types are unchecked.


4. Click Save.

NOTE: If you've changed your mind, and want to disable all event noti-fications, click RESET.

NOTE: If you would like to enable Event Notification using OAuth Refresh Token Flow you must do so using an API. For more information see HERE. Note that we currently only support this method on Salesforce.

7.1.3 Select Events

Event Description

Transaction created

A transaction has been created.

Transaction expired

A transaction has exceeded its expiry date.

Transaction activated

A transaction has been sent.

Transaction opted out of

A recipient opted out of signing the transaction electronically. The notification includes the recipient's reason for opting out.

Transaction deactivated

The transaction's status changed from SENT to DRAFT.

Transaction attachment

A recipient uploaded an attachment.

Transaction ready for com-pletion

A transaction was marked as DO_NOT_AUTOCOMPLETE, and has been signed by all signers. Completion of the transaction requires an action by the sender.

Document signed

A document is signed, and the electronic consent and disclosure agreement has been accepted.

Transaction completed

A transaction has been completed by all signers, and the sender has completed the transaction.

Role reas-signed

A recipient has delegated their signature to another signer.

Transaction trashed

A transaction was moved to the Trashed folder.


Event Description

Recipient completed signing

A recipient has completed signing all documents.

Transaction restored

A transaction in the Trashed folder has been restored to its pre-vious state.

Recipient locked

A recipient has been locked out, due to repeated authentication failures.

Transaction deleted

A transaction has been permanently deleted from the Trashed folder.

KBA failure There has been a KBA authentication failure.Transaction declined

A recipient has declined to sign the transaction. The notification includes the recipient's reason for declining.

Email bounce An email bounce has occurred.


7.2 CustomizationThe Customization page enables Admins to manage the appearance of various ele-ments that appear in the New Signer Experience.

In particular, Admins can change the colors of the following elements:

l Branding: The overall look-and-feel of the New Signer Experience.

l Alerts: The appearance of various informational messages.

l Signature: The appearance of the Signature Box Types used in transactions.

To change the color of a UI element you want to rebrand, on the Customization page do one of the following:

l Click the color box next to the element, and select the color you want to apply.

l Enter the desired color code directly into the field beside the element.


8.1 SendersThe Senders page enables you, as an Admin, to manage the list of senders asso-ciated with your account.

This section discusses:

l Viewing and Managing Senders on page 132

l Searching for a Sender on page 133

l Inviting a New Sender to Join Your Account on page 133

8.1.1 Viewing and Managing SendersThe Senders list is sorted by name. To toggle that sort order, click Name in the column header.

Senders are shown in grey if they have not yet accepted an invitation, or if they have a locked account.

The Senders list displays the following columns:

l Name: Displays the sender's first and last names. If the sender has not yet accepted their invitation to join the account, their name is displayed as an Account Invitee.

l Email: Displays the sender’s email address.

l Role: Displays the sender’s role. Possible roles for a sender are Owner, Manager, and Member. The default role of a new sender is Member. Only the account owner has the role of Owner .

l Actions: Some of the following actions are available for each sender, but not every one is available for each sender:

l Reminder: Resend the account invitation email to the sender. This action is visible only for senders who have been invited to join the account, but who have not yet accepted the invitation.


l Grant Manager Rights: Grant Manager rights for a sender. This will give the sender access to all areas in OneSpan Sign. This action is available only for an active sender whose role is Member.

l Revoke Manager Rights: Revoke Manager rights for a sender. This action is available only for an active sender whose role is Manager.

l Reset Password: Reset the sender’s password. An email will be sent to the sender with instructions on how to reset their password.

l Lock Sender: Lock the sender's account. The sender will no longer have access to OneSpan Sign until the account is unlocked. This button is avail-able only for active senders who are not the account owner, and whose accounts are not locked.

l Unlock Sender: Unlocks the sender's account. This will restore the sender’s access to OneSpan Sign. This action is available only for senders whose accounts are locked.

l Assign Delegates: Assign delegates for the selected sender. This button is available only for active senders. Upon clicking this button, a dialog box dis-plays the delegation for the active sender. This action is available only if the Delegate Access feature is enabled for the account.

l Delete: Deletes the sender from the account. If the sender owns any trans-actions, instead of being deleted, the sender's account is locked.

Searching for a Sender

To search for a sender associated with your account:

l Click Search, and enter the sender's first name, last name, or email address.

Inviting a New Sender to Join Your Account

To invite a new sender to join your account:

l Click Invite by email, and type the sender's email address. The sender will receive an email invitation to join your account. In particular, when they click the Account Registration link in their invitation email, the Account Regis-tration page will open in their browser.


9.1 SubscriptionThe Subscription page displays the following information about your account:

l Plan information: Displays the name your plan, as well as the number of senders allowed in the account.

l Upgrade: This button is available only for Free Trial accounts. It opens the door for the account to upgrade to a Professional Edition of OneSpan Sign.

l Documents: Displays the number of documents allowed per sender in the account. This value is displayed in the format <x> document(s) per sender. If there is no limit, Unlimited is displayed.

l Signatures: Displays the number of signatures allowed in the account. This value is always set to Unlimited.

l Recipients: Displays the number of signers allowed in the account. The value is always set to Unlimited.

l Senders: Displays the number of senders allowed in the account. This value is displayed in the format <x> sender(s) per account. If there is no limit, Unlimited is displayed.

l Storage: Displays the storage allowed per sender in the account. This value is displayed in the format <x> MB per sender. If there is no limit, Unlimited is dis-played.

NOTE: If you are in a Sandbox environment, the Subscription page is hidden.
