Advanced Features

Learn more about Bulk Send, Access Delegation, Document Visibility, Fast Track, eNotary, and Text Tags to enhance the way you use e‑signatures

Bulk Send

Automate the signing process for transactions that involve many recipients

 

Step-by-step Instructions

Step-by-step Instructions

1) Create a template of a document you frequently send out for signature such as a non-disclosure form


2) From the Dashboard, click the ‘New Transaction’ button

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3) Enter a name for your transaction. Next, select the template of the document you want to send out for signature.

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4) Now it’s time to upload your .CSV file with the names of recipients who need to sign your document. Click ‘Send’.

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5) Your transaction is sent to your recipients. Each recipient will receive an email indicating that they need to sign your document. Once signed, you’ll receive a unique copy of the document from each of your recipients.

 

FAQ Questions

Is Bulk Send included with my OneSpan Sign account?

Bulk Send is available as an add-on feature for OneSpan Sign. Contact your customer success representative to learn more about Bulk Send.

What’s the difference between Bulk Send and Fast Track?

Bulk Send and Fast Track fulfill the same goal of automating the e-signature process by shortening the time and manual work to send documents to a large volume of recipients for signature. Both features leverage template-based transactions in OneSpan Sign.

The main difference between these two features is how the documents are delivered to your recipients. Fast Track lets you generate and send transactions for signature on-demand via a single URL. You can distribute the URL to a large number of recipients or embed the URL into your website or portal to automate the e-signing process – with zero programming or integration required. Bulk Send on the other hand lets you upload a list of the intended recipients and send the documents in your transaction for signature directly from the OneSpan Sign interface. What’s more, you also have the option to validate your signers’ identity using authentication methods such as Q&A or SMS.

Will I get individually signed documents for each of my recipients?

Yes. Each recipient in the .CSV file will receive his or her own document to sign. Once the transaction is complete, a separate e-signed document will be generated for each recipient.

Can I assign different authentication methods for each of my recipients?

Yes. In your .CSV file, the value assigned to “AUTH_TYPE” must be either NONE, CHALLENGE (Q&A) or SMS (SMS passcode) to indicate your desired authentication method. Refer the online documentation for more information on how to set up authentication methods for bulk send transactions.

Access Delegation

Grant others in your organization access to your OneSpan Sign account while you’re away

 

Step-by-step Instructions

Step-by-step Instructions

1) From the Dashboard, go to your account details section and select ‘Admin’. Then choose ‘Senders’ from the left navigation bar. Here you will find a list of your colleagues who use OneSpan Sign in your organization.

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2) Access your account details in the top menu. Select ‘My Account’ and then choose ‘Access Delegation from the left navigation bar. This screen shows the list of colleagues to choose from to delegate the authority to manage your OneSpan Sign account. To add a colleague, simply click the ‘Add Delegate’ field and select the person you want to grant access to your OneSpan Sign account. In this example, we’ll grant Robert Ray  access to your OneSpan Sign account. Click ‘Save’.

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3) Robert Ray now has access to your OneSpan Sign account. Within her account, he clicks the ‘Manage delegation’ icon found at the top right-hand side. In the ‘Manage Delegation’ dialog box, she selects your name and then clicks ‘Start Managing’.

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4) As your delegate, Robert Ray  can send and sign transactions on your behalf. She also has access to your transactions and templates.

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FAQ Questions

Is Access Delegation included with my OneSpan Sign account?

 

Yes it is! All you need to do is contact our support team to enable this feature in your account.

Can I delegate authority to my OneSpan Sign account to more than one person?

Yes, you can delegate authority to all of the Senders your Administrator included in your organization’s OneSpan Sign account. Contact your OneSpan Sign Administrator for more information.

Is there a maximum amount of users I can delegate access to?

This depends on how many Senders are included with your OneSpan Sign subscription. As an example, if your subscription includes 10 senders per account, you will be able to delegate access to all 10 senders.

I can’t find the user I want to delegate access to. What do I do?

To add a delegate, the user has to be a sender in your organization’s account. Contact your OneSpan Sign admin to verify if the appointed delegate is a sender.

If my appointed delegate signs a document, will their name appear as the owner of the transaction?

You own all transactions sent and signed by your delegate. This means your name will show up as the sender and/or signer of the transaction.

If my appointed delegate signs a document, who’s signature will appear on the e-signed document?

Your signature will appear on the e-signed document since your appointed delegate is e-signing from your account. The Evidence Summary Report however will show that you appointed a delegate to e-sign on your behalf.

Can I delegate access programmatically through the OneSpan Sign API/SDKs?

Absolutely. Sample code is available in the OneSpan Sign Integrator’s Guide.

Document Visibility

Control who can view and sign documents in a transaction

 

Step-by-step Instructions

In this example, we’ll show you how Paul, HR Director, sends documents for signing to a hiring manager (Charles) and new employee (Robert). Paul includes an HR Contract that must be viewed and signed by both hiring manager and new employee. In addition, the transaction also contains a Salary Deposit Request form to be viewed and signed only by the new employee.

Let’s take a closer look at how to use the Document Visibility feature in this scenario.

1) First, make sure all of your documents and recipients are added to the transaction. In this example, Charles is the hiring manager and Robert is the new employee. Once your documents and recipients are in place, click ‘Next’ to prepare your document for signature.

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2) Add your signature blocks to the documents. Once all signature blocks have been added, let’s use the document visibility feature to designate which recipients can view and sign the documents in this transaction. Click the ‘eye’ icon.

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3) The Document Visibility table opens showing which documents are visible or hidden for each recipient. Simply tick off which documents need to be viewed and signed by your recipients. In this example, Charles, the hiring manager can only view and sign the HR Contract. Robert, the new employee can view and sign the HR Contract and the Salary Deposit Request. Click ‘Save’.

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4) Your transaction is ready to send. Click ‘Send to Sign’ to route your document for signing.

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5) Once you’ve sent the transaction, your recipients will receive an email asking them to view and e-sign the required documents in the transaction.

 

FAQ Questions

Is Document Visibility included with my OneSpan Sign account?

 

Yes! The Document Visibility feature is available with all OneSpan Sign plans at no extra charge. Contact our support team if the feature is not enabled in your account.

Can I use this feature in my OneSpan Sign Templates?

Yes! The process for using Document Visibility in a template is similar to the normal process for using this feature in a regular transaction.Start by creating a new template. Enter a name, add your documents and signer placeholders to your transaction. Next, add your signature blocks to the documents. Once all signature blocks have been added, click the ‘eye’ icon to designate which signer placeholder can view and sign the document in the transaction. Click ‘Done’.To use the template, simply access it from the Templates section. Replace the signer placeholders with the recipients you want to send the transaction to, then click ‘Send to Sign’.

Can my recipients download all of the documents in the transaction?

No, your recipients can only download the documents they were able to view and sign in the transaction. For example, if Recipient A has access to all documents in the transaction, he/she can download all of the documents. On the other hand, if Recipient B only has access to 2 out of 3 documents in the transaction, he/she can only download 2 of the documents from the transaction.

Can I leverage this feature programmatically via the OneSpan Sign API/SDKs?

 

Absolutely. Sample code is available in the OneSpan Sign Integrator’s Guide.

Fast Track

Automate e-signature workflows by distributing documents for signature using a single URL

 

Step-by-step Instructions

Signing URL – obtain signatures from recipients that are not known

1) To get started, select a template from your template library. In this example, we’ll use a Waiver Form that we already created.

 

2) Next, click the Fast Track icon to convert the template into a distributable URL.

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3) The Fast Track dialog box will appear.

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4) You have two options to choose from – The Signing URL and Sending URL. Let’s cover both of these scenarios in detail.

 

The Signing URL is ideal to use when your transaction includes only one signer. What’s more, the Signing URL can be embedded into your website to obtain signatures from multiple recipients easily – with zero programming or integration work.

 

Simply copy and paste the Signing URL link of the Waiver Form and include it in an email to your desired recipients.

 

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5) Your Recipients then click the URL and are directed to a forms-based web page prompting them to enter their First Name, Last Name, and Email address.

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6) Once they submit the required info, they are directed to the signing experience. They can review the documents, complete the necessary form fields and then electronically sign.

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Sending URL – obtain signatures from recipients that are known

7) In the second scenario, let’s use the Sending URL in Fast Track. The Sending URL is ideal to use when your transaction includes multiple signers. In the following example, we’ll show you how a Real Estate agent can use Fast Track with two clients required to co-sign an Agency Disclosure Form

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8) The Real Estate agent simply completes the forms-based web page with the required signer information. He then submits the information. The transaction is immediately sent to the signers, inviting them to e-sign the Agency Disclosure Form.

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9) The recipients will receive an email invitation to access the documents to sign. They can review the documents and then e-sign.

 

FAQ Questions

Is Fast Track included with my OneSpan Sign account?

Fast Track is available as an add-on feature for OneSpan Sign. Contact your customer success representative to learn more about Fast Track.

What’s the difference between Fast Track and Bulk Send?

Bulk Send and Fast Track fulfill the same goal of automating the e-signature process by shortening the time and manual work to send documents to a large volume of recipients for signature. Both features leverage template-based transactions in OneSpan Sign.

The main difference between these two features is how the documents are delivered to your recipients.

Fast Track lets you generate and send transactions for signature on-demand via a single URL. You can distribute the URL to a large number of recipients or embed the URL into your website or portal to automate the e-signing process – with zero programming or integration required.

Bulk Send on the other hand lets you upload a list of the intended recipients and send the documents in your transaction for signature directly from the OneSpan Sign interface. What’s more, you also have the option to validate your signers’ identity using authentication methods such as Q&A or SMS.

What is the maximum amount of recipients I can send a transaction to using FastTrack?

You can use Fast Track for an unlimited amount of recipients.

Will I get individually signed documents for each of my recipients?

Yes. Each recipient will receive his or her own document to sign. Once the transaction is complete, a separate e-signed document will be generated for each recipient.

What’s the difference between the Signing URL and Sending URL?

The Signing URL is ideal to use when your transaction includes only one signer. What’s more, the Signing URL can be embedded into your website to obtain signatures from multiple recipients easily – with zero programming or integration work.

The Sending URL is ideal to use when your transaction includes multiple signers. For example, a Real Estate agent can use Fast Track with two clients required to co-sign an Agency Disclosure Form.

eNotary

Streamline the notarization process without the hassles of paper

 

Step-by-step Instructions

Step-by-step Instructions

1) To begin, ensure the eNotary feature is enabled in your account by contacting our support team. You’ll need to provide information such as your Jurisdiction, License Number, and the license expiry date to get started.

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2) To electronically notarize documents, notaries typically meet with the intended signers in person to review and sign documents.

 

First, login to your OneSpan Sign account and select ‘New Transaction’.

 

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3) Next, enter a name and short description of your transaction.

 

In the Advanced Settings section, select ‘Enable notarization’.

 

Click the ‘Create’ button to proceed.

 

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4) Now it’s time to add documents to the transaction. Click the ‘Add’ button to upload a document.

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5) Next, add yourself to the transaction. You’ll notice the notary badge next to your name, indicating that you are the Notary for the given transaction. Click the badge icon.

 

Add your signers to the transaction.

 

Click ‘Next’ to prepare the document for signing and notarization.

 

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6) Now it’s time to add signature fields. Simply drag and drop the signature fields into the document.

 

You’ll notice there are additional fields designated to the Notary such as information related to the Notary’s Jurisdiction, License Number, and the license expiry date. There is also a Seal field, which automatically generates the Notary’s information in a single field.

 

Once all signature blocks have been added, the transaction is ready to send. Click ‘Send to Sign’

 

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7) Since this is an in-person signing scenario, as the Notary, you will pass control to your signers who will start the signing session. Select your signer’s name from the drop-down menu.

 

Charles, the signer, will click ‘Proceed’ to access the documents that need to be reviewed and require signatures.

 

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8) Once the signer has completed the signing process, Paul, the Notary, will take back control so he can apply his signature and notarize the document.

 

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9) After signing is complete, a notary seal is applied to the document. The seal conveys important information about the notary such as their name, license number, license expiry date and jurisdiction.

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FAQ Questions

Is eNotary included with my OneSpan Sign account?

Yes! The eNotary feature is available with all OneSpan Sign plans at no extra charge. Contact our support team to enable the feature in your account. You’ll need to provide information such as your Jurisdiction, License Number, and the license expiry date.

Which states is OneSpan Sign eNotary available?

OneSpan Sign supports eNotary for approved jurisdictions. Please consult the electronic notarial acts to see if you can use electronic notarization.

What is the e-Journal?

The e-Journal is the equivalent to the paper journal kept by Notaries. It is the official record of the Notarial Acts performed by the Notary and can be viewed online or exported.

Text Tags

Automatically extract signatures and fields by placing text tags in documents

 

Step-by-step Instructions

Step-by-step Instructions

1) To begin, ensure the Text Tags feature is enabled in your account by contacting our support team.

 

2) Click ‘New Transaction’ and enter a name for your transaction. Click the ‘Create’ button to proceed.

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3) Next, let’s add a recipient to the transaction.

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4) Now it’s time to add a document to your transaction.

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5) Make sure your document includes the text tags in the appropriate locations in the document. A text tag is a string of text, or a text convention, that acts as a placeholder, indicating where your signatures and fields will be placed in the document. You will find the list of text tag patterns in our documentation.

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6) Click ‘Next’. After the document is uploaded, OneSpan Sign analyzes it, and replaces every text tag pattern with the appropriate signatures and fields in the pre-defined locations.

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7) Your transaction is now ready to be sent out. Click ‘Send to Sign’ to distribute your document for signing.

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8) What’s more, similar to text tags, we also enable you to extract signatures and fields from form fields placed in a PDF document. Simply contact our Support team to enable the extraction feature and follow the same steps using Form Fields to have signatures and   fields automatically placed in your document.

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FAQ Questions

Are the Text Tags and Acrobat Fields features included with my OneSpan Sign account?

Yes! These features are available with all OneSpan Sign plans at no extra charge. Contact our support team to enable the feature in your account.

How do I create Text Tags to add to my documents?

OneSpan Sign uses a set of pre-defined patterns (or “parameters”) when creating Text Tags. Visit our Text Tags Parameters table to help you build the required Text Tags for your documents.

Can I leverage these features programmatically via the OneSpan Sign API/SDKs?

Absolutely. Sample code is available in the OneSpan Sign Integrator’s Guide.