User Guide - Create and Send Envelopes

This is the second part of the eSignAnyWhere user guide.

  1. Introduction
  2. Create and Send Envelopes (this page)
  3. Envelope Management
  4. Settings & Customization
  5. Signer Guide

In addition a advanced guide and a electronic signature guide are available for further information (also linked at relevant chapters).

Create and Send Envelope

To create a new envelope (or documents you want to have signed), just click on “New Document” or directly click “Upload” on the Dashboard. In additon, if you uploaded a document via Microsoft Office Plugin (avaiable in the user menu top-right), you can select it from the Clipboard.

To send an envelope you have to go through three steps:

  1. Create envelope and define its workflow
  2. Designer to place signature and form fields
  3. Send Envelope

You also can save the envelope as Draft or Template.

(1) Create Envelope

When you create a new envelope, you can set at least the following parameters:

  • Envelope: Name of the envelope and if you want to prevent the envelope from sharing in your team
  • Documents: The documents in the envelope
  • Recipients: define recipients and their order (sequentional or parallel)
    • Recipient Types:
      • Needs to Sign: the recipient must sign the document to continue the workflow
      • Receives a copy: the recipient gets a copy of the documents via email, the workflow continues automatically
      • Needs to acknowledge: the recipient must open the document to continue the workflow
      • Bulk: optional feature to split the document to send a unique document to recipients defined in the bulk
      • Automatic Remote Signers: optional feature to sign with an automatic remote signature (For more information: Advanced User Guide)
      • Needs to Sign (PKCS#7): optional feature to sign a document with a PKCS#7 signature (For more information: Advanced User Guide)
    • Authentication: define if the recipient has to authenticate
      • Access Code: The recipient has to enter the code to open the envelope (pre-shared code)
      • SMS Code: The recipient recieves a SMS with the one-time-password (OTP) to open the envelope
      • Windows-Live Authentication
      • OAuth / SAML / BankID as optional authentication methods (if available and configured)
    • Personal Message for recipient and language
    • Settings for Digital Remote Certificates, Disposable Certificates and SMS-OTP signature (optional)
  • Message: Define the message and subject for the envelope
  • Document Visibility: optional feature, which allows to define the document visibilty defined by recipient (only if you use more than one document in the envelope and more than one recipient)
  • Meta Data: if enabled, the sender can add meta data to the envelope (e.g. for hybrid use cases)

To create an envelope following steps are necessary: Name the envelope, upload a document, select one to many recipients, (additional) design a personal message. The next figures will show you exactly how to create an envelope.

The buttons “add bulk” and “bulk CSV template” are features, which are not be part of every eSignAnyWhere plan. So you may not see these buttons in your eSignAnyWhere.

(2) Designer

The Designer helps you to assign predefined signature fields of the document to the recpients and define additional signature fields and form fields.

  • Recipients: Select a recipient for placing signature or form fields by drag and drop. Every recipient has its own color to be easy be visible at the document preview.
  • Form fields and predefined fields: signature field and form fields (e.g. text form, checkbox, radio button) and predefined field (e.g. initials of the recipient)
  • Document: The document shows the pages of the envelopes documents and the placed elements (signatures and form fields) can be easily moved, edited (by clicking on it) and deleted (except predefined form fields of the uploaded PDF document).

The next figures show you how to add for example signature fields and textfields in the eSignAnyWhere viewer. In the video you see how you can position the fields and how you can change the settings of the form fields. For example we changed the settings of the first signature field in the video from Click2Sign to Draw2Sign (if you select more than one type, the signer can choose his signing method).

Define Signature of Recipient

Please also see the electronic signature guide.

By clicking on a signature field, you can define it’s setting and behavior. Following options are available:

  • Recipient: which recipient has to sign the field
  • Label: the label of the signature field
  • Required: define if the recipient has to sign it or if the field is optional. If a signature field is required it is highlighted with a red border.
  • Signature Type: you have to select at least one type. You can select more, if you want to give the recipient the option to choose a specific type. You can also define a preselect type (favorite, click on star-icon). Please note, that not all types are available for all customers.
    • Click to Sign: the recipient has just to click on the signature field to sign it
    • Draw to Sign: the recipient can draw his signature (e.g. with finger on touch screen)
    • Type to Sign: the recipient can type his name for signing
    • Biometric Signature: this stores the biometric data of his recorded signature (x,y coordinates; pressure [if available] and time). For that signature type the recipient has to use the SIGNificant SignOnPhone App on his Smartphone or Tablet for recording. The Signature is asymmetrically encrypted and highly secure.
      • withinField: the recorded signature must within the signature field
      • onPage: the recorded signature must be on the page (can be written outside of the signature field)
      • intersectsWithField: the recorded signature must be partly within the signature field (default)
    • Local Certificate: the recipient can use a locally on his device installed certificate for signing.
    • Digital Remote Signature: the recipient uses a remote certificate for signing
    • Disposable Certificate: The recipient will receive its email as usual and when wants to sign a disposable certificate signature field he will get a one-time-password via SMS. The counter on the disposable certificate starts by signing the first signature. (For more Information please have a look into the Advanced User Guide)
    • SMS-OTP Signature: The recipient recieves a SMS with the one-time-password (OTP)

Batch-Signature

To increase the recipients user experience, you can use the batch signature. This allows the recipient to sign more than one signature field at once. Therefore, you have to select a first signature field and add select the “Batch Signature” option. You can add more signature field to the multi-signature field. So a signer is optionally able to sign all fields at once!

Properties and Limitations:

  • The signer is asked, if he wants to sign all fields at once or one-per-one.
  • Per envelope only one multi-signature-field can be defined via the Designer (with one to many fields and even within different files)
  • You see the batch-signature-type with the icon
  • If you select a batch-signature field, it add it properties to the multi-signature-field (e.g. first field ist Click to Sign and second field will be added with Draw to Sign. So the multi-signature-field has two properties: Click to Sign and Draw to Sign). If you change the settings of a batch-signature field, it is applied to all field of the batch-signature-set.
  • You can use the batch-signature with limted signature types, because not all are able to be supported
  • If you are using biometric signature as multi-signature, it is just able to use it on one physical document (e.g. contract.pdf in your envelope); because of legal aspects.

The following screenshot show you how to configure batch signing:

In the drop down for the batch signature (highlighted with the arrow) you have the following options:

  • Simple Batch
  • Signature List (unselected)
  • Signature List(preselected)
Form Fields

You can add form fields simply by drag and drop and place it on the document or via the advanced tags as predefined fields.

Designer, Form fields, elements

The following form fields are available:

  • Textfield
    • allows the signer to fill in some text (e.g. telefon number)
  • Signature (see above)
  • Radiobuttion
    • allows to create a group of field, where just one can be selected (e.g. Yes or No)
  • Checkbox
    • allows to check a box; if required is set, the checkbox must be selected before the workstep can be finished.
  • Listbox
    • enables to select 0-many fields of the list
  • Combobox
    • enables to select one field of the list
  • Signer Attachment
    • allows the signer to attach a file

Some of the fields enable an advanced setting, where you can define additional settings (e.g. font family).

(3) Send Envelope

With the last step of creating and sending an envelope you get a summary, document list and notification setting of the envelope.

  • Summary
    • Envelope Name
    • Recipients and Tasks: by clicking on a recipient you see the message which will be sent to the recipient
  • Documents: List of documents in the envelope
  • Notification Settings
    • Expiration Date of the envelope
    • Automatic Reminders: configure reminders for the recipient if he has not fulfilled his tasks
  • General Setting: To use a qualified timestamp server for all recipients

Document Tags and Placehoders

We offer to make the document generation easier or support dynamic document length a possibility of document tags (signature fields) and advanced tags (signature fields, workflow, input fields).

Here you can download a PDF which contains one recipient with a Click2Sign signature field by using the tags. For a complexer example please see the Advanced User Guide and the advanced tags.

Document Tags

This section will show you how you can use documents with eSAW. eSAW will work with PDF documents. To generate PDF documents you can use Microsoft Office, Open Office or most of the typical document suites. If your document suite does not export PDF documents you can install a PDF printer on your computer. Instead of printing a document it will be exported as PDF file. There are many different printers available (open source to commercial).

Placeholder for Signaturefields

To place signatures fields via workstep configuration can be a little bit “overhead” in some simple cases. Therefore we offer you the possibility to place signature fields directly in the document via tags. These tags are called SigStrings (SignatureStrings).

Example of a SigString, which is places as text directly in the document:

`sig,fd=Confirm the General Terms`

If you place this string as normal text in your document, eSAW will replace it with a default signature field. The parameter fd=Confirm the General Terms is the field description. We recommend to place the SigString with the paper color (typically white) in the document, so the string itself is “invisible”.

Following Parameter are supported:

req 0: disabled, default / 1: enabled
fna name of the signature field
fd field description, gets displayed during signing in WSI
sigType signature type, supported: BiometricSignature, Picture (Click2Sign, Type2Sign, Draw2Sign)

Example 1: Simplest SigString, just a optional signature field

`sig`

Example 2: SigString, required, with description, name and as biometric signature

`sig,req=1,fd=myFd,fna=myFna,sigType=BiometricSignature`

Example 3: SigString, not required, as Picture (Click2Sign, Draw2Sign, Type2Sign)

`sig,req=0,sigType=Picture`

As position for a signature field, the lower left beginning of the sig-string will be taken. In case the string part of a word, the beginning of the word will be the position.

These SigStrings are also supported via API (use AdHoc configuration to modify them). So you can dynamically place signature fields on the document (e.g. sometimes on bottom of page 3, sometime on top of page 4).

Advanced Tags

Advanced tags support you with more flexible tag, such as form fields (radio buttons, check boxes, text fields, …), styling and workflow features. Even an input validation is avaiable. If you want to use the advanced tags, please go to the Advanced User Guide.

In the following section you find a list of additional features, which are not be part of eSignAnyWhere plan.

Additional Envelope Features

Bulk Envelopes

For further information please see the Advanced User Guide.

This feature allows you to send an envelope to multiple signers. The workflow will be split at this order into unique envelopes for each bulk recipient. This allows you to create a workflow, where the first signer (e.g. head of a department) signs the document and then each of the bulk recipients (e.g. employees of the department) receives a unique document for signing.

Design the Workflow

Create a Bulk CSV with a template

The import CSV (with PIN authentication) should have the following parameter, where the first line is required as column identifier:

FirstName, LastName, Email, Authentication>>Pin, Authentication>>Pin>>Param
Charly, xyzmo, charly@namirial.com, false, 1234
Bob, xyzmo, bob@namirial.com, true, 5555

If the Authentication>>Pin is enabled (true) the authentication is activated.
The last number is an example value for a parameter for the authentication.

After creating your CSV, you can upload it. Afterwards you can continue the standard process of creating an Envelope. For further information please see the Advanced User Guide.

Automatic Remote Signatures

eSignAnyWhere allows you to use automatic remote signatures to be applied to a document. Details are available in the Advanced User Guide. Please contact your Namirial Sales if you are interested in this feature.

PKCS#7 Signer

This is a feature to allow the signer to sign a document with a PKCS#7 signature. You find details in the Advanced User Guide.

SwissCom On-Demand-Certificate

Please contact your Namirial Sales if you are interested in this feature.

BankId

Please contact your Namirial Sales if you are interested in this feature.

Clipboard & Microsoft Office Plugin

You find the Microsoft Office Plugin for download in the top right account menu. Download the plugin and install it. The plugin directly uploads the document in the clipboard of your eSignAnyWhere account. After the installation, you can use in Microsoft Office the eSignAnywhere Plugin, but first you have to configure it with your user token. The user token can be found in your Settings/Account page.

If you upload a file, it appears in your clipboard. A uploaded clipboard file can be used for one envelope. If the retention period is enabled, the clipboard files are deleted automatically after 24 hours.


You can find the plugin in “Add-Ins”


Configure the user token. If you use eSignAnywhere on premise you also can configure the endpoint (URL).


By clicking “Upload to Clipboard” the document will be uploaded to the clipboard. To use the uploaded file, just go to your clipboard and click on “Start Envelope”. A clipboard file can only be used for one envelope.

If you want to create your own “upload-to-clibboard” application, you can easily do it via API (UploadUserFile_v1 [SOAP]). Only the user token and a file XML, similar to the upload data structure (UploadTemporarySspFile_v1) and an optional source of the file.