Requesting E-Signatures

Learn more about requesting e-signatures and authentication methods

Sending a Document

Securely send a document for e-signature

 

Step-by-step Instructions

Step-by-step Instructions

1) Click the ‘New Transaction’ button in the top right hand corner.

SEND step 1

 

2) Enter a title for your transaction. Click the ‘Create’ button.

SEND step 2

 

3) Add your documents and recipients who need to sign; Click the ‘Next’ button.

SEND step 3

 

4) Add a signature block to a desired location on your document for your recipients to sign. Simply drag-and-drop a signature block from the left hand side into the document. Click the ‘Send to Sign’ button to route your document for signing.

SEND step 4

 

FAQ Questions

Which document formats can I send for e-signature using OneSpan Sign?

OneSpan Sign supports the following document formats: .pdf, .doc, .docx and .odt. We also support any document that can be printed from a Windows application (e.g., .xls, .xlsx, .ppt, .pptx, etc.) via the OneSpan Sign Print Driver.

Is there a document size limit?

The maximum size for each document is 10MB.

What’s the difference between a document and a transaction?

A transaction is a container used to send one or more documents for signature to your recipients. Transactions can contain multiple documents and can be sent to several recipients. Documents can also have multiple pages.

Can I dictate which order my recipients can sign a document?

Yes! You can decide whether your recipients can sign in any order (parallel signing) or sign in a particular order (sequential signing). By default, OneSpan Sign lets recipients sign in any order. If you want your recipients to sign in a particular order, select the ‘Set signing order’ toggle and drag-and-drop the order you want your recipient to sign in.

We also offer a feature called Document Visibility, that allows you to control which recipients can view and sign specific documents in a transaction.

How can I automate the signing process for transactions that involve large volumes (i.e., hundreds) of recipients?

We offer an add-on feature called Bulk Send that allows you to upload a .csv file of recipients and send the transaction for signature to recipients on that list.

Fast Track is also add-on feature that enables you to distribute documents to large volumes of recipients for signing. Fast Track provides a dedicated URL that you can embed into your website or in an email. This allows you to automate the signing process for template-based transactions.

Contact your customer success representative to learn more about Bulk Send and Fast Track.

How will I know when the recipient has e-signed documents?

Once signing is complete, you will receive an email confirmation along with a .PDF of the signed document that you can download for your records. The final, signed document includes an embedded audit trail and separate Evidence Summary Report which details who signed, in what order, when and where.

If you’re a sender and you sign documents directly in your OneSpan Sign account, you can view the status of the transaction from the “Recent Transactions” menu.

Signer Authentication Methods

Add an extra layer of security to validate your signer’s identity

 

Step-by-step Instructions

Step-by-step Instructions

1) After adding your documents and recipients to a transaction, click the gear icon in the Recipients area of the page. A dialog box will appear. Click ‘Authentication’. Let’s take a look at the several authentication methods we have available in our e-signature solution to help you verify your signer’s identity.

AUTH step 1

 

2) Email Authentication:


Email authentication is the standard security option OneSpan Sign uses to verify your 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.

Auth step 2

Auth step 3

 

3) SMS Authentication: 


SMS authentication allows you to verify your signer’s identity by a secure SMS passcode sent to their mobile phone number. The recipient must enter the SMS code to access the transaction and complete the signing process.

AUTH step 4

AUTH step 5

 

4) Q&A Authentication: 


Q&A Authentication allows you to 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. This authentication method is ideal to use for transactions such as renewing an insurance claim or an electronic fund transfer.

AUTH step 6

 

 

FAQ Questions

Are all your authentication options included with my OneSpan Sign account?

Yes! Email, SMS and Q&A authentication are all included with your OneSpan Sign account at no additional cost.

What happens if my signers fail to authenticate themselves?

This could either mean that you sent a transaction to the incorrect signer or entered the incorrect mobile phone number (if using SMS authentication). If the transaction was sent to the intended signer, simply resend your transaction and give your signer another chance to pass the validation step.If using SMS authentication, your recipients can request a new SMS passcode on demand by clicking the “Don’t have an SMS passcode? Click here” dialog. Be default, we allow 3 attempts for the signer to authenticate themselves properly. You can contact us to change the number of signer authentication attempts for your account.

Do you offer 2-factor authentication options?

Yes, two-factor authentication can be achieved by combining different authentication factors:

  • Something the user knows (e.g., password);
  • Something the user has (e.g., hardware or software token, smartcard);
  • Something the user is (e.g., biometrics such as fingerprint or facial recognition).

For example, email authentication, combined with SMS passcode, provides a reliable two-factor authentication process.

OneSpan Sign also supports signing with local-signing digital certificates, DIGIPASS authenticators and DIGIPASS for Apps to achieve strong two-factor authentication using smartcards, hardware and software tokens, biometrics (e.g., fingerprint and “selfie” authentication), one-time passwords (OTP) and visual cryptograms. Contact us to learn more about these additional authentication options.

Do you offer authentication options through third-party ID verification services?

Yes! In addition to the standard authentication options above, we offer Dynamic Knowledge-based Authentication (KBA) through our partnership with Equifax. Dynamics KBA harvests public records, credit reports and other sources to ask out-of-wallet questions on the fly. Learn more about this add-on option for the OneSpan Sign Professional Plan.

To initiate the process, basic identification factors (name, address, date of birth) must be provided by the consumer and are checked against a 3rd party identity verification service such as Equifax.

After their identity is verified, relevant questions are generated in real-time, making it difficult for anyone other than the actual user to answer correctly. Dynamic KBA is ideal for high value transactions such as lending forms, lines of credit and mortgage applications. Dynamic KBA is a fee-based service add-on for OneSpan Sign. To activate Dynamic KBA to your account, please contact us.

Optional Signatures

Give your signers the flexibility to accept or decline sections of a document
 

Step-by-step Instructions

Step-by-step Instructions

1) Click the ‘New Transaction’ button in the top right hand corner.

OS step 1

 

2) Enter a title for your transaction. Click the ‘Create’ button.

OS Step 2

 

3) Add your document and recipient to your transactions. Click the ‘Next’ button.

AUTH step 3

 

4) Now it’s time to add the signature blocks to your document for your recipients to sign. Simply drag-and-drop the signature blocks from the left hand side into the document. In this example, we’re sending an insurance form that requires the signer to accept or decline coverage details of the insurance policy. For these sections, we’ll add Optional Signatures to the form. Simply click the gear icon of the signature block, and select ‘Is optional’.

OS step 4

AUTH step 4

 

5) Once you’re done adding signature blocks to the document and you’re ready to send it to your signer, simply click the ‘Send to Sign’ button to route your document for signing.

OS step 6

 

6) After accessing the document to sign, your signer can complete the transaction by signing the sections of the document that are applicable to them.

OS step 7

 

FAQ Questions

Is the Optional Signatures feature included with my OneSpan Sign account?

Yes! The Optional Signatures 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.

Will Optional Signatures display in the Evidence Summary?

Yes, Optional Signatures will display in the Evidence Summary. The number of required and optional signature fields in the document are shown in the Evidence Summary. In addition, the audit trail details show the signature fields the signer clicked.

Email Reminders and Expirations

Keep track of time-sensitive documents sent to your signers

 

How to Set Email Reminders

Step-by-step Instructions

1) Click the ‘New Transaction’ button in the top right hand corner.

REM step 1

 

2) Enter a title for your transaction. Click the ‘Create’ button.

REM step 2

 

3) Add your document and recipients to your transactions.

REM step 3

 

4) Scroll to the bottom and click ‘Settings’. Next to the ‘Email Reminders’ option, click the ‘Configure’ button.

REM step 1

 

5) A dialog box will appear to customize a reminder schedule to your signers.

REM step 5

 

6) Click the toggle at the top to enable reminders to be sent to your signers. You can now set a reminder schedule.
 
The following options are found in our built-in-reminders feature: 

•    Send reminder in (days): Specifies when the first reminder will be sent — i.e., the number of days after the initial email invitation is sent.
•    Repeat Reminder: Select this option to send multiple reminders.
•    Number of days: Specify the number of days between successive reminders.
•    Total Reminders: Specify the total number of reminders to be sent.

In this example, our signer will receive a reminder in 5 days. After the 5 days, our signer will receive 4 reminders every 2 days. 

Click ‘OK’

REM step 6

 

How to Set Expirations

Step-by-step Instructions

1) Click the ‘New Transaction’ button in the top right hand corner.

exp step 1

 

2) Enter a title for your transaction. Click ‘Settings’. Click the ‘Expiry Date’ field. Select the desired expiration date from the calendar.

exp step 2

 

3) After adding your document and recipients to the transaction, scroll to the bottom and click ‘Settings’. Click the ‘Expiry Date’ field. Select the desired expiration date from the calendar.

exp step 3

 

FAQ Questions

Are the Email Reminders and Expirations features included with my OneSpan Sign account?

Yes, both of these features are included in your account.

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

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