E-Signing a Document (from email)
E-Sign a document quickly and easily with OneSpan Sign
1) As a Signer, you will receive an email request for your signature. Click the link to access the document from your email.
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.
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.
4) To e-sign the document, simply click on the signature box. Once you are done signing the documents, click the Confirm button.
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
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.
2) From the ‘Transactions’ screen, select a transaction that needs to be signed.
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.
4) Once you are done signing the document, a ‘Confirm’ dialog box will appear. Click ‘Ok’ to confirm your signature.
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’.
E-Signing with Smart Cards and Tokens
Securely e-sign documents using digital certificates stored on smart cards and tokens
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.
4) Next, click the signature block to start the signing process.
5) The ‘Certificate Selection’ dialog box prompts you to select the desired digital certificate to complete the e-signing process. Click ‘Sign’.
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.
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
Quickly and easily e-sign documents on the go from your mobile device
1) From the email requesting for you to e-sign, tap the ‘Go to Documents’ button to access the document you need to sign.
2) You are then directed to the ESIGN disclosures document. Tick the checkbox to confirm you have read the terms of the document and then click the ‘Accept’ button.
3) It’s time to e-sign the document. Tap the ‘Sign’ field to apply your signature. If a handwritten signature is required, the mobile signature capture pad will appear.
You can create a handwritten on your mobile device.
4) Once you are done signing the documents, click the Confirm button. Digital encryption is applied to the document as a final confirmation that the signing ceremony is complete. You’ll receive a ‘Thank You’ message at the end of the signing process and an email that the documents have been signed.
Is mobile signing available in my account?
Yes! Mobile signing 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 mobile signing experience also available on tablets?
Yes! Signers can use their mobile phones and tablets to e-sign documents.
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 app or Android app natively from your mobile devices.
Send a transaction and allow your recipients to assign signing privileges to another person
Start by creating a transaction using the “New Transaction” button in the top right-hand corner.
Next, enter a name for your transaction.
Click the “Create” button to proceed.
It’s now time to add documents to your transaction. Click the “Add Document” button to upload a document from your files.
Next, add a recipient to the transaction. Enter their First Name, Last Name, and Email address.
Select the additional settings for the recipient.
In the recipient dialog box, select “Advanced”, then select “Change Signer”. As the sender of this transaction, this allows the recipient, Robert Ray, to assign someone else to sign the transaction.
Click “Next” to prepare your document for signature.
Now it’s time to add signature blocks to your document.
Your transaction is ready to send. Click “Send to Sign” to route your document for signing.
Robert Ray accesses the document from his email. He realizes he doesn’t have the signing responsibility for this document. He selects “More Actions”, and clicks “Reassign Recipient”.
A screen appears on the right-hand side. Robert will include information of the signer who will be reassigned to sign the document. He includes the signer’s first name, last name, email address, title, company, and a personal message. He clicks “Next”.
Robert also has the option to authenticate the reassigned signer’s identity using email, Q&A, or SMS authentication methods. In this example, he’ll select Email. He clicks the “Reassign” button. And then clicks “OK”.
As the reassigned signer, Charles Smith accesses the document from his email and completes the signing process.
Is Change Signer included with my OneSpan Sign account?
Yes! The Change Signer feature is available with all OneSpan Sign plans at no extra charge.
Can I use additional authentication methods to the signer I’m reassigning signing privileges before they access the document to sign?
Yes! If you are not the intended signer of the transaction, when reassigning signing privileges the appropriate person, you have the option of authenticating the reassigned signer’s identity using email, Q&A, or SMS authentication methods.
Can I leverage this feature programmatically via the OneSpan Sign API/SDKs?
Absolutely. Sample code is available in the OneSpan Sign Integrator’s Guide.