User Guide - Settings and Customizing

This is the fourth part of the eSignAnyWhere user guide.

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

In addition a advanced guide and a electronic signature guide are available for further information (also linked at relevant chapters).
For more information of customizing please see the SignAnyWhere viewer – Customization.

In the settings you can define your user settings and if you are a “Power User” also the settings of the organization. In settings you are also able to define teams (virtual groups of your organization who can access and share their documents).
For  information of customizing the eSignAnyWhere please see the Advanced User Guide.

Account

Here you find your personal account settings.

  • Personal Settings
    • Picture, Name, Job Title and Phone number
    • User Token for using with the Microsoft Office Plugin
  • General Settings
    • Language, Country, Timezone
    • Personal Subject and Message
  • Password
    • Change your password
  • Signature Image
    • You can upload a picture of your signature (e.g. written on white paper) and upload it to select it for your click-to-sign signatures. You can crop and set background (transparency).
  • Automated Delegation
    • Delegate the task

Signature Image

You can upload a picture of your signature (e.g. written on write paper and take a picture). This signature can be modified (cropped, set background level and roatate). If you are logged into eSAW and sign documents you can select your signature picture for Click-to-Sign signatures.

Notifications

In this section you can define sender and recipient notifications.

  • Sender Notifications: when recipient has finished, recipient has declined, document delivery failure and recipient viewed a document
  • Recipient Notifications: notify me about new documents

Address Book

Here you can manage your personal address book. You can add new contacts manually or import them via CSV. Moreover you can filter the list (see highlighted filter in screenshot) and easily modify or remove a contact.

The import CSV should have the following parameter, where the first line is required as column identifier:

first name, last name, e-mail address, primary phone, business address, company
Bob, Xyzmo, bob@xyzmo.mail, +55123551255, Companycenter 1, Namirial 1
Charly, Xyzmo, charly@xyzmo.mail, +55123551255, Companycenter 2, Namirial2

Apply a Filter for an attribute:

Add new contact manually:

Organization

Here you can change your organization settings.

  • Organization Details
    • Set your logo and name of your organization
    • Application Key (used for API access)
    • CustomizationID is shown (might be required for integration)
    • Contact URL and Support URL used in the notifications
  • Default Callback URL
    • If you set a callback, every finished or changed envelope will cause a request on your defined URL. With this URL you can add your own service for e.g. performing an automatic archiving via eSAW API. If the URL is empty no callback is fired on finish or change of the envelope. More details about the callbacks are avaiable in our API Reference and below this enumeration as a separate chapter.
      • Placeholder for envelope complete callback: ##EnvelopeId## and ##Action## (only envelopeFinished action available)
      • Placeholder for envelope status change callback: ##EnvelopeID## and ##Action## (workstepFinished, workstepRejected, workstepDelegated, workstepOpened, sendSignNotification, evnelopeExipired, workstepDelegatedSenderActionRequired)
  • Design of the document viewer for recipients
    • Set a default redirect URL for finished documents
    • Upload and download designs
    • Information about the biometric encryption key
  • Disposable Certificate
    • Configuration of the LRA to use the disposable certificates. Settings for LRA credentials, certificate type and disclaimer usage.
  • SwissCom OnDemand Certificate
    • Configuration for the SwissCom OnDemand Certificate
  • BankId Authentication
    • Set the authentication certificate
  • Policy for the document viewer for recipients
    • Upload and download the default policy for the document viewer for recipients
  • Retention Period
    • Enable Retention Period of Organization Drafts and Envelopes.
  • Backup
    • Download all finished envelopes. A backup-process will be started and you will be informed if the backup is ready for download.
  • OAuth Settings
  • SAML Settings for Signer Authentication
    • Add provider for the SAML signer authentication (For more information please see the Advanced User Guide)
  • SAML Settings for User Authentication
    • Add provider for the SAML user authentication
  • Recipient Settings
    • Set the recipient settings of your organization
      • default CC for all signers
      • usage of envelope meta data
      • Delegation settings
      • allowed authenticaton methods for signers
  • Default Signature Settings
    • Default signature method (preselected)
    • Imprint settings, such as font-type, font-size, date-format
    • Biometric signature batch configuration (allow usage of biometric signature over different physical documents). Check with your legal consultant about its usage (default is disabled)
    • Settings for draw to sign signatures
  • Default Reminder Settings
    • default organization settings about reminders for signers
  • Audit Log Settings
    • Settings of the audit log (audit trail). It is not recommended to disable the audit-log, because it is an important evidence (see signature guide).
    • Settings for separate logs per document
  • Email Settings
    • Set the email sender appearance configuration
  • User Logout Redirect Url
    • Set a redirect Url for eSignAnyWhere users, when they logout (e.g. to an intranet page)
Overview of the organization settings

Default Callback URL

Inside of the organization page you can find the section “default callback URLs” where you can define the URLs for the callback and since version 3.6 you can define an authentication for the callback. The next screenshot shows an overview where you can find the settings:


If you click on the button “add authentication” the following window appears:

In this section you can define:

  • The name of the callback (default value: “New Callback Authentication”)
  • The authentication (None or basic, default: none)
  • The pattern (the URL should contain the given pattern)
    • The pattern “*” matches anything

If you choose “basic” as authentication the following window appears:

Within this section you can define:

  • The domain
  • The username
  • The password

After filling in the dates for the authentication you can test if the URL match any pattern of the authentications. If no pattern matches you get an information. The following screenshots show you a warning and a successful matching of the patterns.

Warning Matching pattern

If you have more than one authentication and you check the URL for the pattern and more than one authentication matches, always the first one of the list will be highlighted green.

After those settings you can send an envelope as usual. If you have authentication activated but the given dates are wrong you get an information.

In the next Screenshot you can see both scenarios (with a valid authentication and with a invalid authentication). If you click on the exclamation mark following text appears: “Response status code does not indicate success:401 (unauthorized)”.

Attention: Using the following two websites by your own risk. This two websites are not part of Namirial!

If you want to try the callback URL without authentication you can try it with: https://webhook.site

If you want to try the callback URL with authentication you can try it with:postman echo

Disposable Certificate

In this section of your organization you can define a disposable certificate. For this setting you need following dates:

  • LRA ID
  • User
  • Password

Moreover, you can decide if you want to use a lean disposable and if you want to get a disclaimer before certificate request. The following screenshot show you where to find those settings.

For more details and information of how to use the disposable certificate please also see the Signature Guide.

Licensing

The licensing page gives you an overview of the following information:

  • The plan (free trail, per number of documents…)
  • The expiration date
  • How many envelopes have been sent
  • How many users are registered
  • Table for the statistics

Moreover, you can find the license expiration and envelope limit. For the envelope limit you can define sending an envelope limit notification at reaching a limit of percent. For example you want to get a notification if the limit reaches 80%. Furthermore, you can define a callback URL.For the license expiration you can define how many days before the expiration you want to get a notification about expiration.The following screenshot shows you an example of the license page:

Users

In this section you can manage the users of your organization. You can add new users and manage the user rights.

After you added a new user, the user gets an email with a link and has to activate his profile and set up his password.

Userrights

  • Position
    • Power User: can send and manage envelopes
    • Registered Signer: can sign documents and see his signed documents and tasks
    • None: just can be used with “Is User Manager”, is a organisation manager without right to send or documents
  • Is User Manager is able to change organisation settings, manage user and can define teams
  • Developer Mode allows the user to download the envelope XML of his/her envelopes. This makes it easier for developer to use eSAW UI as a workflow designer.
  • Allow automatic eSealing allows the user to use the automatic remote signatures in a workflow (See Advanced User Guide)

A “user manager” can delete the organization account! Similar to system administrator accounts!
Every user can set her/his own settings, so also her/his preferred language. If this user is a receiver of an envelope (sent via same eSAW instance), the recipient language settings are taken from the user account and not from the senders preference!

Add new User:

Delete User:

If you want to delete a user who already sent envelopes or created templates you can decide if you want to reassign these envelopes,  templates, clipboards and address book to another user or not.

Team

In this section you are defining your teams. A team is a virtual organisation, in which the team-manager (root) has access to all envelopes of the team. With the enabled sharing feature all team members can access the envelopes and/or templates of the team. People with the “isUserManager” setting can edit teams.

If a person is in two teams (Team A & Team B) and sharing is enabled, the envelopes of Team A are not visible to the Team B (and vice versa). [Note: changed behavior with eSAW 3.5, before it was able to be shared across both teams].

Add new Team Dialog

By drag and drop move a new member to your selected team. You have to select which user should be added to the team.

Removing a teammember is simple. Just move over it and a delete icon appears.

In the team-settings you can define if envelopes and/or templates are shared.

Localization

In this section you are managing languages for your organization. You can select active languages for the notifications. We do not offer all translations, so for non-supported languages you can define your individual texts in the “Email Templates” section of the settings.

Email Template

In this section you can set your email templates. You can change the layout, texts, logo, etc. to adopt it to your needs. With the keywords you can add dynamically information (e.g. recipients name, message, etc.).

See Advanced User Guide for more Information.

Signature Disclosure

If you want to use a common signature disclosure, you can enable it here. Just activate it by clicking on the checkbox and enter your individual signature disclosure. You can define different texts for each language and add the name of the recipient by using {{name}}. An optional settings allows you to overwrite the settings via API and set individual agreement texts per envelope or recipient.

Errors

In case of errors they are listed in this section of the settings.