Electronic signature features
OneSpan Sign provides the most flexible and scalable solution to support all your signing needs. Get up and running with our comprehensive set of eSignature features.
Document creation
Sending documents for eSignature is simple with OneSpan Sign. There are a number of options available from the time a document transaction is sent to your signers until the eSignature process is completed.
- Smart digital forms
Turn long, clunky PDFs into mobile-ready, intelligent guided forms that are easy to complete before they’re eSigned. Learn more.
- File type support
OneSpan Sign supports the following file formats: .doc, .pdf, .odt, .rtf, and .txt. You can also use the OneSpan Sign Print Driver to easily send transactions directly to OneSpan Sign from any Windows-based application. Simply print to “Send to OneSpan Sign” from applications like Word, Excel, Google Docs, and PDF to send your transactions for signature.
- Standard and custom fields
Your signers can easily sign and initial documents in all the right places. Use standard fields to collect the following information from your signers: signatures, initials, names, titles, signing date, company names, and more. You even have the ability to create custom fields and reuse them to capture specific data from your customers.
- Advanced form fields
Design advanced form fields including checkboxes, radio buttons, drop-down lists, text fields, label fields, and more.
- Signer attachments
Prompt your signers to attach supporting documentation during the eSigning process, such as a photo of a driver's license or additional PDF documents.
- Retention and archiving
Once the eSignature process is completed, eSigned documents can be pushed downstream and archived in your organization’s content management or other preferred system of record solution for long-term storage and retention.
- Additional documents
Include auxiliary documents to your transaction, such as legal disclosures or terms and conditions for your signers. Signers can easily view, accept, and sign these additional documents.
Signature workflow
OneSpan Sign lets you define workflows and gives you control over every step in the process to optimize the customer experience and ensure high completion rates. Build the optimal electronic signature process and signer experience based on your business needs.
- Serial and parallel signing
Distribute documents to multiple signers and set the signing order. You have the option to let signers sign one after the other or in parallel.
- Templates
Templates are ideal to use for your frequently used documents. Set up signature and field placements to create reusable templates that reduce the number of steps needed to get documents out for eSigning.
- Layouts
Layouts are helpful for users who frequently send forms that include signature blocks and data fields which remain in the same location throughout the document. Layouts act as a blueprint and can be saved and applied to future documents with the same format and field requirements.
- Document visibility
Document visibility allows you to choose which documents your recipients can view and sign. Designate individual document access in a single transaction with multiple documents, instead of having to create separate transactions for each recipient. What's more, this feature saves you from having to process documents your recipients don’t need to see, and it ensures that documents with sensitive information are viewed only by intended recipients.
- Text tags
Text tags eliminate the need to manually place signatures and fields in your documents. By adding text tags to your document, after the document is uploaded to OneSpan Sign, every text tag is automatically replaced with the signature and fields at the right location.
- Recipient permissions
Define the action a recipient needs to take like signing, allowing them to change signer, or simply approving a document. OneSpan Sign lets you customize a specific recipient workflow to meet your business’ needs.
- Reminders and expirations
Set up automated email reminders and expirations for your signers to complete the signing process on time. Reminders and expirations are powerful features to help you keep track of time-sensitive documents sent to your signers.
- Conditional fields
Hide or reveal data that needs to be captured based on the signer’s response to specific fields. Use “If/Then” conditional logic in documents to ensure signers only see the relevant fields based on their selections. Learn more.
- Optional signatures
Place optional signatures in your documents to give signers the flexibility to complete a transaction without having to sign every signature field in the document.
Identity verification and authentication
Explore OneSpan Sign’s robust and flexible set of identity verification and authentication options to add an extra layer of security to validate your signer’s identity when conducting transactions online.
Email authentication is the default option OneSpan Sign uses to verify a recipient’s identity. The identity of your intended signer is verified using their secure name and password when logging into their email account. The signer simply clicks the link to access the document they need to sign.
- Login credentials
The signer is authenticated through the sender’s system using a unique username and password. This could be an online banking portal, a government services portal, or even a OneSpan Sign account.
- SMS
Verify your signer’s identity via a secure one-time SMS code sent to their phone. The signer enters the code into the login page and gains access to the documents that require signature. Learn more.
- Q&A
Present challenge questions to your signer. These are commonly referred to as "shared secrets" since you need to formulate questions based on information you already have on file about your customer, such as the last 4 digits of their social security number or an application ID number. If the signer provides the correct answer, they are verified as the correct recipient of the transaction. Learn more.
- Government ID verification
Verify unknown individuals remotely using government-issued IDs (e.g., driver’s license, passport, etc.). OneSpan Sign leverages digital identity verification to capture, extract, and analyze ID data in order to authenticate government-issued identity documents.
- Biometric comparison
Signers can use their mobile device to take a selfie, which will be compared against the photo on their government-issued ID document. During active liveness detection, the system presents the user with specific challenges or tasks that require a live response such as blinking, speaking, or head tilting, to ensure the photo captured is from a real human. In addition, passive liveness detection works invisibly in the background without interrupting the user experience, analyzing additional biometric elements provided during the authentication process. Signers can be verified in real time within seconds.
- Knowledge-based authentication (KBA)
Leverage third-party ID verification services such as Equifax to present the signer with a list of out-of-wallet questions in real-time. OneSpan Sign captures the responses and presents them back to the service provider for confirmation of the customer’s identity and approval to provide access to the documents for signing.
- Government smart cards & derived credentials
eSign forms and documents using a digital certificate stored on a smartcard, such as a Common Access Card (CAC) or a Personal Identity Verification (PIV) card. This provides two- and even three-factor authentication with something the user knows (the PIN for their smartcard), something the user has (the card), and sometimes even a biometric identifier (something the user is).
- Digital certificates
Leverage digital certificates issued by third-party Trust Service Providers (TSPs) or by your own public key infrastructure (PKI). We support digital certificates stored locally on the user’s system, electronic ID (eID) cards, remote digital certificates stored in the cloud, and hardware tokens to authenticate the identity of signers.
- DIGIPASS
OneSpan Sign integrates with OneSpan’s multi-factor authentication (MFA) and mobile security solutions to support strong authentication with one-time passwords (OTP) and/or visual cryptograms during the upfront user authentication and at the time of signing. Multi-factor authentication provides an element of layered security by requiring users to prove their identities using two or more verification methods before they can access and complete the transaction.
- FIDO passkeys
To improve signer experience and confidentiality, organizations can implement FIDO passkeys. This enables a smooth and easy authentication process, creates a secure channel between sender and signer, increases sign-in success rates, and reduces operational costs. Passkeys offer near-instant authentication directly on the user’s device by leveraging device biometrics. It can also work offline after initial setup, removing dependency on network availability. Passkeys are supported across a wide range of platforms, browsers, and devices and provide cross-device sync. Watch the video.
Intuitive signing experience
The signing process should be intuitive and easy for your signers. Discover the different ways OneSpan Sign eSignature software offers an optimized signing experience anywhere, anytime, and across multiple devices.
- White labeling
Completely white-label the eSignature process and put your brand front and center on web pages and emails that signers see. Add your logo and customize the email content and sender domain to reflect your brand and retain full control over the look-and-feel of your web application. A fully branded transaction reinforces customer trust and improves completion rates.
White labeling also protects your brand and your customers and deters sophisticated phishing scammers from making you their next target.
- Remote and in-person signing options
Send documents for signature and let recipients eSign in a face-to-face scenario or remotely over the web. Create the best signer experience for any channel and process – whether that’s online, on a mobile device, in a call center, in-branch, or in-person. OneSpan Sign is mobile-optimized and can automatically detect small form factor devices such as smart phones.
- Accessibility support
OneSpan Sign’s accessibility support enables blind and visually impaired signers to review and sign documents that are presented with supported browser and accessibility tools. This component respects the Web Content Accessibility Guidelines (WCAG) 2.0 Level AA.
- Mobile signature capture
Turn your signer’s mobile device into a mobile signature capture pad to capture handwritten signatures. Cross-device support for desktop users to eSign from their mobile device. No app or plug-in required. Learn more.
- Self-serve branding
Use self-serve branding options from the Admin panel to add your company logo and customize the colors and text strings, so your brand is truly front and center with your signers.
- Co-browsing
Simultaneously review documents with signers by guiding them through multi-step agreement processes, pass control to different participants, and fill out and sign forms together. The goal is to recreate a face-to-face interaction – as if you were signing a paper-and-pen agreement in-person. Learn more about OneSpan Sign Virtual Room.
- Video conferencing
Complete eSignature transactions in a live, real-time video call with signers with built-in video conferencing. Learn more about OneSpan Sign Virtual Room.
Transaction management and reporting
Manage bulk transactions and gain visibility into your account activity with reporting capabilities to track all your incoming and outgoing digital transactions in OneSpan Sign.
- Dashboard
Monitor the progress of your transactions in real time, and manage and archive all your critical eSignature transactions in OneSpan Sign and/or your system of record. The dashboard allows you to view and track eSign transactions.
- Analytics & Insights
Empower account admins to analyze transaction performance through intuitive dashboards and actionable insights. Available dashboards include:
- Performance dashboard: Analysis of transaction sent, completion and failure rates, distribution, and trends over time
- Velocity dashboard: Analysis of transaction completion times and delays
- Volume dashboard: Analysis of transaction volume and status trends over time
- Reports
Run reports on transactions, signers, and overall activity in your OneSpan Sign account.
- Bulk send
Bulk send saves you time when you need to send documents to multiple recipients for signature. This feature helps eliminate the need to prepare individual transactions. Start by importing your list of recipients, prepare documents for signature, and press send. Your recipients receive a unique copy of the document to eSign.
- Fast track
Fast track saves time for tasks where the same forms repeatedly need to be signed. With this feature, you can create a dedicated URL or QR code for your transaction that can be embedded into your website or secure portal. Simply bookmark it and reuse the same URL or QR code over and over in the future. Zero integration or development is required. This feature is ideal for high volume, repeatable processes such as direct deposit forms, NDAs, and standard contracts.
Advanced security, compliance, and auditing
Some of the world’s most security-conscious organizations trust OneSpan Sign for their eSignature needs. Security is our priority. We take the necessary steps and have safeguards to provide a secure digital signature solution, to meet industry-standard security requirements, and ensure that data is safe at all times.
- Tamper-sealed documents
OneSpan Sign uses advanced digital signature technology, an encryption method to tamper seal documents after each signature and visibly invalidate documents if any changes are made. This built-in security guarantees the integrity of the eSigned document and helps protect you and your customers from fraudulent behavior.
- Single, unified audit trail
When legal disputes arise involving electronic transactions, OneSpan Sign creates the best possible evidence. OneSpan Sign is the ONLY solution in the market to capture a single audit trail of the entire agreement process – from identity verification and authentication to eSignature. This includes the ID and authentication check method used and the detailed results of the verification. As a result, you get a complete picture of the transaction with strong identity assurance to demonstrate compliance.
- Embedded audit trail
OneSpan Sign also embeds details about the eSignature transaction within the signed PDF, including who signed, the date and time of signing, and the digital certificate used to digitally sign the document. The digital signature (hashing and encryption) allows verification of the validity of the document since the time of signing to ensure non-repudiation of the eSigned record. Easily verify the signed document by clicking the signature block. This opens the audit trail and automatically verifies both signer authentication and document validity. Learn more about OneSpan Sign’s embedded audit trail.
- Document flattening
OneSpan Sign strips out any dynamic content from the document before processing it. As a result, any form-field used as a vehicle to replace content via overlay is stripped from the document, and the attack will be automatically neutralized.
- Cloud security
Security-conscious organizations are looking for assurance that the vendors they work with meet the necessary security requirements. OneSpan Sign is hosted in state-of-the-art SOC 2, ISO 27001, PCI DSS, FedRAMP, and HIPAA compliant data centers around the world. OneSpan Sign meets additional security control and compliance requirements including: ISO/IEC 27001, ISO/IEC 27017, ISO/IEC 27018, SOC 2 Type II, Skyhigh, HIPAA, FedRAMP, National Institute of Standards and Technology (NIST), Joint Interoperability Test Command (JITC), and National Security Agency’s National Information Assurance Partnership (NIAP). Learn more about OneSpan Sign compliance audits and certifications.
- Key management service
A signed document and its related data is encrypted by OneSpan Sign at all times using state-of-the-art encryption technology. OneSpan Sign follows security best practices by offering a best in class Key Management System (KMS) that includes shared and private key management options.
- Virus scanning of attachments
Documents uploaded as attachments by signers are immediately scanned for malware. If a malicious document is detected, OneSpan Sign blocks the document and prevents signers from uploading it in the signing workflow.
Open APIs and integration
Fully automate the eSignature process with your web portal, business applications, and core systems. Discover our powerful APIs, SDKs, and resources we have available to you.
- Open REST API and fully supported SDKs
Build your own custom integration to OneSpan Sign using our public REST API and fully supported .NET, Java, and APEX. Our tools facilitate rapid development, testing, and deployment.
- Advanced workflow customization
Fully customize the document preparation and signing workflows and trigger specific events for your unique business processes and customer transactions to ensure the highest possible adoption.
Seamlessly integrate OneSpan Sign with your upstream (e.g., document generation) and downstream (e.g., archival & storage) processes.
- Third-party data fields
Tightly integrate with and link your data fields to/from other apps and systems. Data moves bidirectionally — from the third-party system to your document and vice versa.
- Single sign-on integration (SSO)
Set up SAML to allow your company’s users to login to OneSpan Sign using single sign-on (SSO).
- Sandbox environment
OneSpan Sign gives you access to a robust sandbox environment to facilitate rapid development and testing of our solution.
Administration and controls
OneSpan Sign includes centralized administration capabilities to manage user and account permissions across the organization.
- Enterprise administration
Account administrators can effectively manage users and multiple accounts from a centralized location. This includes organizing multiple accounts into sub-accounts, control sharing abilities between users and accounts, and leveraging self-service branding capabilities across all accounts.
- Groups and permissions
Manage role-based signing rules using groups and permissions. Requests for signatures can be managed, delegated, and shared among members of a group.
- Access delegation
Grant others in your organization access to your account while you’re away from the office. Assigned delegates can send and sign documents on your behalf during your absence. Learn more.
- Security settings
Ensure your users have strong passwords when accessing OneSpan Sign. Set rules for password strength, including the number of days before a password can be changed, limit failed login attempts, and more.
- Data retention
Allow administrators to define a transaction purging schedule that meets their organization’s needs. Administrators can determine the types of documents and in which time frame those documents should be deleted.
Global eSignature software support and standards
Customers worldwide rely on OneSpan Sign to meet their eSignature needs. OneSpan Sign offers global language support, time zone support, and helps international clients meet in-country compliance.
- Accredited by Indecopi
Indecopi is a leading organization in the digital security industry in Peru. OneSpan Sign is the first and only Global, Full-Service Enterprise Electronic and Digital Signature platform that is accredited by Indecopi. This accreditation means that digital signatures generated by OneSpan Sign can be recognized as having the same validity and legal effectiveness as a handwritten signature.
- Global language support
OneSpan Sign supports English, French, Dutch, Spanish, German, Japanese, Portuguese, Italian, Russian, Chinese (simplified and traditional), Korean, Danish, Greek, and Arabic.
- Standards-based signatures (eIDAS and ZertES)
OneSpan Sign is designed to enable signing at the highest levels of trust, meeting the requirements for all three types of e-signature outlined in the eIDAS regulation: Simple E-Signature (SES), Advanced E-Signature (AES), and Qualified E-Signature (QES). In addition, OneSpan Sign meets the stringent trust requirements set forth under ZertES, the Swiss Federal law. Visit our eSignature Legality Guide to learn more.
- Qualified timestamp
OneSpan Sign supports timestamping by connecting to a qualified timestamp server – binding the eSignature data with a trusted timestamp to independently provide when a particular transaction took place. The resulting timestamp further strengthens the integrity of the electronic signature.
- Time zone support
OneSpan Sign is available in all time zones. We give you the flexibility to customize your preferred time zone at the account level and at the transaction level.
Additional OneSpan Sign solutions and eSignature capabilities
Discover other solutions OneSpan Sign has to offer to extend the use of electronic signature across your organization.
- Pre-built integrations
Access OneSpan Sign’s pre-built eSignature integrations for user-driven processes across your organization. Pre-built integrations help automate the eSignature process without ever leaving your favorite business applications. We offer pre-built integrations to CRM platforms such as Salesforce, MS Dynamics CRM, and HubSpot; HRIS integrations to systems such as Workday and Greenhouse; productivity and storage integrations such as Microsoft SharePoint, Microsoft OneDrive, Google Drive, Google Sheets, Box, Dropbox, and Slack; and integrations to vertical business applications such as Laserfiche, Pega, Guidewire, Smart Communications, eOriginal, nCino, Oracle Fusion, and more.
- Print Driver
The Print Driver eliminates the need to manually upload documents to OneSpan Sign for signature. It acts like a printer by preparing any printable document for eSigning directly to OneSpan Sign and lets you ‘print’ to OneSpan Sign directly from your Windows-based application – no coding required.
- eVault
Transfer eSigned documents directly to a secure vault or electronic archiving system. We partner with eOriginal and to help you manage and protect documents such as loans and leases after they have been signed in OneSpan Sign.
- OneSpan Notary
OneSpan Notary is a fully integrated, all-in-one, cloud-based solution that enables notaries to facilitate In-person Electronic Notarization (IPEN) and Remote Online Notarization (RON) sessions with clients in a secure fashion.
OneSpan Notary includes live electronic signature, secure videoconferencing, strong identity proofing options like ID Verification and Knowledge-based Authentication (KBA), rich collaboration features, ability to upload eNotary Seal, recording, eJournaling, and audit trail capabilities in a single solution.
Technical support and additional resources
OneSpan Sign provides a wide range of support options and resources to ensure the future success of your investment in our solution.
- Technical support
We provide email, phone, and live chat technical support on all OneSpan Sign plans to troubleshoot your product-related issues until the problem is resolved. We also provide access to online documentation with complete deployment and user guides to help you quickly get started. Learn more.
- Support plans
Whether you’re a small or a large organization, we’ve got your back when it comes to choosing a support plan that fits your needs. OneSpan offers a range of support plans from standard support to extended support plan options for customers requiring additional technical expertise post-deployment. Our priority is to help protect your investment and to supplement your project team with assistance to help keep your applications running smoothly, so you can focus on your business.
- Professional services
Our professional services team is made up of project managers, software architects, technical consultants, and QA experts who provide guidance and best practices for each step of your eSignature implementation. Learn more.
- Community Portal
The OneSpan Community Portal is a one-stop-shop for developers to access forums, blogs, and SDK downloads. Visit our Community Portal.
- Trust Center
Get real-time updates on OneSpan Sign’s system status and security information. Visit our Trust Center.
- Documentation Portal
To find all detailed guides, troubleshooting tips, or the latest updates in one place, visit the OneSpan Documentation Portal. There's no need to spend time digging through countless articles and sources anymore, you can use OneSpan’s AI-powered assistant Ozzy.
Reliable performance and availability
OneSpan Sign runs its service on highly reliable infrastructures with global data centers. Our customers rely on us to run their businesses and keep mission critical processes moving forward. We continually strive to offer enterprise-class availability and committed to full transparency in providing up-to-date system status updates.
- Global data centers
OneSpan Sign is hosted in the US, Canada, EU, and Australia to fulfill in-country data residency requirements and ensure minimal data latency. By leveraging the global data center networks of our cloud infrastructure partners, we can also quickly deploy new instances of OneSpan Sign virtually anywhere in the world.
- High uptime platform availability
Each instance of OneSpan Sign is hosted on redundant and resilient cloud infrastructures, enabling us to deliver 99.9% uptime to our customers and users worldwide.
- Service availability status
OneSpan publishes and updates the service availability status on the Trust Center in real-time, for all global OneSpan Sign environments. View the uptime percentages on the Trust Center.
- System status alerts and notifications
The OneSpan team is committed to full transparency in providing up-to-date system status updates.
- Load testing
Our platform is load tested for the most voluminous usage scenarios. This ensures you can process massive volumes of business transactions while maintaining optimal response times.
The information on this site is for informational purposes only and does not constitute legal advice. We recommend that you seek independent professional advice. OneSpan does not accept liability for the contents of these materials.