E-Signing Documents

Learn more about how to e-sign documents using the web app or your mobile device

E-Signing a Document (from email)

E-Sign a document quickly and easily with OneSpan Sign

 

Step-by-step Instructions

Step-by-step Instructions

1) As a Signer, you will receive an email request for your signature. Click the link to access the document from your email.

Acme screen

 

2) Next, you may be prompted to read and accept the ESIGN Disclosures and Consent document. Tick the checkbox to confirm you have read the terms of the document and then click the ‘Accept’ button.

SIGN step 2

 

3) You will be directed to the document which requires your signature. Take some time to review the document. The menu on the left-hand side will show you the number of documents in the transaction that require your signature. In this example, there are 2 documents in the transaction that require your signature. 

SIGN step 3

 

4) To e-sign the document, simply click on the signature box. Once you are done signing the documents, click the Confirm button.

SIGN step 4

 

FAQ Questions

Who do I contact if I have questions about the document sent to me to e-sign?

OneSpan Sign sends email notifications on behalf of our users. If you have a question about a document sent to you, contact the person who sent you the email about the e-signature request.

I failed authentication and cannot access the document to e-sign. What do I do?

Contact the person who sent you the e-signature request to re-initiate authentication.

Can I download a copy of the e-signed documents for my records?

Absolutely! After the e-signature session is completed, you will have an option to download the e-signed documents from the top task bar. You can click the ‘Download all files’ button. What’s more, a copy of the e-signed documents will also be e-mailed to you once the e-signing session is completed.

I’m trying to access the document from my email. When I click the ‘Go to Documents’ button, the link won’t let me access the document to e-sign. What should I do?


One of the most common causes of this issue is email blocking. The email service you are using may recognize the OneSpan Sign email notifications as spam and may be filtered to your spam or junk folders. The ‘Go to Documents’ link may be disabled.

Make sure to indicate that the OneSpan Sign email notification is not spam and move it to your inbox. The ‘Go to Documents’ button should now work and let you access the document to e-sign.

E-Signing a Document (from Dashboard)

E-Sign a document quickly and easily from our Dashboard

 

Step-by-step Instructions

Step-by-step Instructions

1) First, select ‘Requires My Signature’ from the ‘My Transactions’ section of the dashboard. In this example, Paul has 3 transactions that require his signature.

ESD step 1

 

2) From the ‘Transactions’ screen, select a transaction that needs to be signed.

ESD step 2

 

3) You will be directed to the document that requires your signature. Take some time to review the document. When you’re ready to sign the document, simply click on the signature box.

ESD step 3

 

4) Once you are done signing the document, a ‘Confirm’ dialog box will appear. Click ‘Ok’ to confirm your signature.

ESD step 4

 

5) A ‘Requires your signature’ dialog box will appear, prompting you to sign the next transaction in the queue that requires your signature. Click ‘Sign Now’.

ESD step 5

E-Signing with Smart Cards and Tokens

Securely e-sign documents using digital certificates stored on smart cards and tokens

Step-by-step Instructions

1) To begin, ensure the ‘Client-side Certificates’ option is enabled in your OneSpan Sign account.

 

2) Before accessing the document to sign, insert your smart card in the card reader.

 

3) Access the document you need to sign in OneSpan Sign. Select the ‘Requires my signature’ option from the Dashboard. Select the document from the Transactions list.

step 3

 

4) Next, click the signature block to start the signing process.

step 4

 

5) The ‘Certificate Selection’ dialog box prompts you to select the desired digital certificate to complete the e-signing process. Click ‘Sign’.

step 5

 

6) If required, you may be prompted to enter a PIN or a password for the selected certificate. In this example, we will enter a token password and then click ‘OK’. This final step creates a digital signature using the personal certificate stored on the smart card. To guarantee the integrity of the document, this action securely tamper-seals the document after each signature is applied.

step 6

 

FAQ Questions

How can I get access to this feature?

Please contact our Support team to enable this feature in your account.

Are there any prerequisites for using OneSpan Sign with a digital certificate that resides on a smart card?

Yes. You will need to install the Personal Certificate Client software, which creates a communication link between your computer and smart card reader. If the latest version is not installed on your computer, you will be prompted to do so.

Will I need to enter a PIN when e-signing with a smart card or token?

Most smart cards and tokens issued by government agencies and certificate authorities (CA) require a PIN or password. If that is the case, you will be prompted to enter the designated PIN or password to complete the signing process.

How will my personal digital certificate information be captured in the audit trail?

After successfully e-signing a document with a smart card or token, a secure, tamper-sealed PDF with a comprehensive audit trail is embedded directly into the document showing encryption type, who signed, in what order, when, where and which certificate was used to sign the document. This information is also available in the Evidence Summary Report.

Will I need to use my smart card or token for each signature in the document or just once at the end of the document?

OneSpan Sign will only ask for your smart card/PIN when you e-sign the final signature location of a document. You will be prompted to confirm all your signature(s) in the document to complete the signing process.

Am I required to use my smart card or token to e-sign documents?

It depends. The Sender of the transaction can decide if they require the use of a smart card/token or not. Note that in most agencies, employees are usually required to sign with their smart cards.

Why do I need to use my Common Access Card (CAC), PIV smart card or derived credentials for signing documents?

  • In compliance with Special Publication 800-63-2 “Electronic Authentication Guideline”, supplements OMB M-04-04, which defines four levels of assurance, Levels 1 to 4, in terms of the consequences of authentication errors and misuse of credentials. Level 1 is the lowest assurance level, and Level 4 is the highest.
  • Level 4 is intended to provide the highest practical remote network authentication assurance. This authentication level is based on proof of possession of a key through a cryptographic protocol. At this level, in-person identity proofing is required. Level 4 is similar to Level 3 except that only “hard” cryptographic tokens are allowed.

E-Signing from a Mobile Device (Optimized Mobile Signing Experience)

Quickly and easily e-sign documents on the go from your mobile device

 

Step-by-step Instructions

Step-by-step Instructions

1) From the email requesting for you to e-sign, click the ‘Go to Documents’ button to access the document you need to sign.

iphone docs

2) You are then directed to the ESIGN disclosures document. Accept the document.

iphone disclosure

3) You are now presented with the document to e-sign. The bottom navigation bar includes up and down arrows which quickly directs you to the previous or following signature field.

iphone doc

4) Select the ‘Tap to Sign’ field to apply your signature. If a handwritten signature is required, tap the signature field, and the mobile signature capture pad appears. You can create a handwritten signature on his mobile device.

mobile signature

tap to sign

 

FAQ Questions

Is the optimized mobile signing experience available in my account?

Yes! The optimized mobile signing experience is available for all OneSpan Sign accounts (signers do not need an OneSpan Sign account to e-sign documents). When accessed through a web browser on a mobile device, the UI and documents are optimally rendered, allowing for easy navigation during the e-signing process.

Is the optimized mobile signing experience also available on tablets?

At the moment, this is only available for smartphones.

Can I send a document for e-signature from my smartphone or tablet using OneSpan Sign?

Absolutely! The Sender UI in the OneSpan Sign web application is completely responsive – no matter what device you use. Simply log in to OneSpan Sign from your smartphone or tablet (via a web browser) and send documents for e-signature. You can also download our iOS or Android mobile app to do this natively from your mobile device.

 

Additional Resources