ViewSign Cloud - Cloud

User Guide

Basic Concepts

eSignAnyWhere is a platform for electronic signing of digital documents. You can send out documents (in form of envelopes) to recipients for signing, acknowledge or receiving a copy.

Organisation, User, Roles and Teams

An eSignAnyWhere Organisation (initial account) can exists of:

• Organisation: The user, who creates the initial account, will also create the organisation. The organisation exists of one to many users (e.g. similar to a company).
• User: A user is always part of an organisation. You can add users to your organisation (depending on your license and select plan).
• User-Role: The user-role defines the rights of the user in the organisation. The role “user manager” is an administrator of the organisation, the “power user” is a user, who can send envelopes for signing. The “registered signer” can use eSignAnyWhere as a signing platform to sign his/her documents and can use it as an document inbox. For more information please have a look at the roles and permissions guide.
• Teams (optional): Teams are a subset of users of your organisation. Within the team you can define some special rights (e.g. manage sent envelopes of your team members) and define a team leader, who always accesses the envelopes of her/his team.

Workflows

Basic Idea: send a document via eSignAnyWhere to a signer (recipient) and receive a signed document back.

With eSignAnyWhere you are creating envelopes, which contain one to many documents and are sent to your recipients for signing, acknowledge or receiving a copy. You can also define a sequential or parallel workflow, so you can design your own signing workflows from very basic to complex. In addition you can also use bulk sending (sending the same envelope to a bulk of recipients), use automatic remote signers or hide certain documents from being seen by specific recipients.

The simplest possible signing workflow would be sending one document to one recipient, who has to sign the document.

You can use eSignAnyWhere for simple signing tasks and for complex tasks e.g. signing a project order, which has to be signed by some managers. A lot of features allow you to design many different signing ceremonies and use cases. In addition you can use our SIGNificant product suite to extend your use case possibilities (e.g. use native iOS/Android apps and SDKs, Signature Pads or even biometric signature verification options).

Workflow Capabilities:

• Sequential recipients: one after another
• Parallel recipients: all recipients without specific order must sign
• Bulk recipients*: each recipient will get a unique copy of the envelope (e.g. if you want to send out a new company policy, first signed by the responsible manager and then each employee gets a separate copy of the envelope for signing)
• Document Hidding*: hide certain documents from specific recipients
• Meta Information: allow to store meta information per envelope (e.g. for hybrid integration; sending envelopes via UI and automated post processing [auto-archive] via finish callback)

Recipient Types:

• Signer “needs-to-sign”: the recipient must sign the document (or can reject it)
• CC “receives a copy”: the recipient receives a copy of the document
• Needs to acknowledge: the recipient must open the document
• Automatic Remote Signers: via Namirial TSP an automatic signature/seal is applied to the document*
• PKCS#7 Signer: a specific feature to sign with a PKCS#7 signature*

* optional feature

Simple Example: You want to send a new insurance contract to your client. (1) First you prepare the new insurance contract for your client and upload the document to eSignAnyWhere to create a new workflow. (2) You design the workflow, where your line-manager first has to approve the contract details and then the approved document is sent to your client for signing the document. The document itself contains some form fields, where the client can change e.g. his address information, if it has been changed. (3) After the line manager has approved the document and the client has signed the new insurance contract, you receive a notification about the finished document. (4) You can download the signed document and audit trail (process evidence) and copy it to your archive for storage.

Simple Workflow (1 Signer):

Workflow (1st Signer, Reviewer, 2nd Signer):

Bulk Workflow (1st Signer, Bulk Signers):

Registration and Login

The login page requires your email address and your password to login. If you have too many false login attempts an additional captcha (“i am human”) will appear due security reasons. If you have forgotten your password, you can reset it via the “Forgot your password?” link.

Moreover, you have the link for the registration page to create a new account/organisation. On-Premise and private SaaS customers will see the LDAP/SAML option for login if it is configured.

User Interface

The eSignAnywhere default user interface:

• Menu: on the left you find the menu

• new Document: create a new document
• Documents: your (or our teams) sent documents and documents you have to sign
• Templates: your available templates
• Clipboard: if you install the MS Office Plugin (available in the menu top right), you are able to directly upload documents to MS Word to your clipboard in eSignAnyWhere.
• Settings: change your account or organisation settings

• Quickstart: in the middle you find the quickstart buttons

• Send New Document: create new document
• Sign Document: upload and directly sign a document
• Use Template: use a template
• Continue Draft: finish a draft

• Dashboard: provides you information about your envelopes
• Help: at the top right you find a question mark to enable the help
• Account-Action: also at the top right you find the account menu for account settings, issue reporting, Microsoft Office Plugin and log out

Compact View

If you want to have more space for designing documents, you can enable a compact view by collapsing the menu. Just click on the arrow symbol in the menu bar at the top.

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 addition, if you upload a document via Microsoft Office Plugin (available 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 (sequential 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 receives 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 visibility 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 metadata 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 part of every eSignAnyWhere plan. So you may not see these buttons in your eSignAnyWhere.

Additional information to the phone number of the recipient: The phone number of the recipient is connected with the following three phone number settings:

• SMS-Authentication (Authentication settings->SMS-Code)
• Disposable certificate (Additional details->Disposable Certificate)
• SMS-OTP Signature (Additional details->SMS-OTP Signature)

If you enter a phone number for the recipient, these three fields are also filled out. You can then either accept the phone number (default) or change the phone number for, for example, SMS-Authentication (custom). For more information please also see the video below.

(2) Designer

The Designer helps you to assign predefined signature fields of the document to the recipients 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 easily 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

By clicking on a signature field, you can define its 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 an email as usual and when the recipient wants to sign a disposable certificate signature field he/she will get a one-time-password via SMS. The counter on the disposable certificate starts by signing the first signature.
• SMS-OTP Signature: The recipient receives a SMS with the one-time-password (OTP).

Batch-Signature

To increase the recipient’s 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 the “Batch Signature” option. You can add more signature fields 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 adds its 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 fields of the batch-signature-set.
• You can use the batch-signature with limited 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 shows 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)
• Signature List (selected, required mandatory)
• Signature List (unselected, required mandatory)

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.

The following form fields are available:

• Textfield

• allows the signer to fill in some text (e.g. telephone number)

• Signature (see above)
• Radiobutton

• 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 Placeholders

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.

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 Signature fields

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 tags, such as form fields (radio buttons, check boxes, text fields, …), styling and workflow features. Even an input validation is available.

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

Additional Envelope Features

Bulk Envelopes

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.

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.

Automatic Remote Signatures

eSignAnyWhere allows you to use automatic remote signatures to be applied to a document.

PKCS#7 Signer

This is a feature to allow the signer to sign a document with a PKCS#7 signature.

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. Therefore, if you click on the button “start envelope” the file will be deleted from the register clipboard. 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-clipboard” 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.

Documents, Filter and Status

Documents will list your sent envelopes & drafts and envelopes you have to sign (sent by someone else). It also shows you the envelope status and allows you to filter and manage the envelopes.

Features

• Search: enter a text to search the envelopes
• Status: an icon shows the status of the envelope
• Actions: direct on-click to sign or continue
• Export as CSV: export current list of envelopes (e.g. for a reporting)
• Sort by: recent activity or envelope name
• Filter: click on a filter from the menu to apply it to the current list. You can easily apply more filters to the selection or remove them one-by-one.

Document Status Icons

This list shows you the available document status icons, a textual representation is next to the icon in eSignAnyWhere.

If you select an envelope you can select all available actions from the top bar (Sign, Remind, Restart, Cancel, Delete, Unlock). The action-button in the list of envelopes shows the typical required action.

Envelope Details

To modify an envelope just click on it to load the envelope details page. On this page you can see the defined workflow with recipients, the document(s) and basic information about the envelope (e.g. start and expiration date). Moreover, you are able to enable or disable, if the envelope is shared with your team members.

Possible Actions on the envelope:

• Sign: if you are the signer, you can directly open the envelope for signing
• Remind: if a signer is not signing (or rejecting) the envelope, you can remind him manually. The reminder notification will be sent to the recipient (the automatic reminder will still continue to work, if configured). Please note that a manual reminder limit of 12 hours (default value) is set. This means you can only send one reminder every 12 hours, to prevent spamming the recipient. This value can be changed on private SaaS and on premise instances.
• Cancel: Cancel will stop the envelope and cancel the workflow. The recipients will get a notification about cancelation.
• Unlock: if a signer has blocked in a parallel signer step the envelope (opened, but is not finished/rejected), you can manually reset his document changes to enable the envelope for the other parallel signers. (Note: in a parallel signer step, only one can open and sign the document. As long as the envelope is not finished by the signer, the others will not be able to sign the document. This is based on a technical limitation of the security of the PDF document, which is only allowing sequential changes to ensure its security).
• Delete: Delete the envelope

Document Detail Page with highlighted envelope and recipients area.

Finished envelopes will allow you to download the finished documents and audit trail (log document). If you have the developer mode enabled, you can download the envelope configuration as XML and JSON. The next screenshot shows where you can download the finished document and the audit trail:

The audit trail shows all information about the envelope e. g. the general information (status of the envelope, the creation date and more). Moreover, it shows the recipients and all changes made to the document e. g. which signature fields were placed on the document, the information about the time when the workstep was finished and more.

The finished document shows the PDF including the signed signature fields.

Edit & Delete Recipient

It is possible to edit or delete a recipient after the envelope was sent. Therefore, you just click on “edit” to change user details (First Name, Last Name, Email), set the personal message, change authentication method, set digital remote signature or set SMS-OTP signature. You can just change details of recipients, who did not yet fulfill their assigned task. Finished recipients are shown via icon in the Document detail view. “Delete” will delete the recipient’s envelope, as long his signing task was not yet finished.

Clipboard

The “Clipboard” link will show you a window with a link (to copy) to the recipients envelope for signing. In case the signer has a problem with receiving the email, you can send the link to the recipient via other channel (e.g. instant messenger).

Document Preview

The document preview will show you a small and, by clicking on it, a large preview of the document.

Filter Document

When you first load the “Document” page no filters are applied. All your envelopes are listed in it. You can easily add filters by selecting them from the menu (left) and set text filters.

• Status

• Drafts, Completed, Active (Action Required, Waiting for Others, Expiring Soon), Rejected, Canceled and Expired

• Sent | Signed

• By Me
• By a team member
• By team

• Sender Date

• Yesterday, Since last 7 Days, 30 Days, 90 Days, 6 Months, Year and Custom Date

• Bulk (if feature is available)

• Exclude bulk children
• Bulk parents only

• Text

• Filter by a text you have entered (at the top bar)

The applied filters are listed at the top and you can remove specific filters by clicking on the “x” or reset all filters.

Download as CSV

You can also download CSV (comma-separated values) files. So you can open them in e.g. Microsoft Excel for analysis or reporting.

The CSV contains:

• ID of the envelope
• Name
• State
• Sender
• Sending Date
• Expiration Date
• Subject
• Document(s) as CSV
• Recipient(s) as CSV

Templates

Templates can be used for recurring documents or workflows. You can prepare them and directly use them from the template page. When you use or edit the template the procedure is similar to create envelope, except the prepared configuration is used.

Features:

• Use: directly use the envelope
• Details: show details about template
• Edit: modify template

• recipients
• settings
• documents: you can replace documents. The signature fields are kept, except they can not be applied (e.g. page in new document doesn’t exist any more). If a recipient is replaced his/her fields get unassigned, except there is only one recipient.

If you open a template, where you have already set signature and form fields, but you need to replace the document without losing the configuration, just click after loading the template, on the replace icon of the document.

Settings

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).

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, Time zone
• 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 rotate). 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.

• 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. This will automatically delete envelopes after a certain time, when they reached a final state (expired, finished, canceld). Please note that templates are not affected by the retention period.

• 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

• Add provider for the OAuth authentication

• SAML Settings for Signer Authentication

• Add provider for the SAML signer authentication

• SAML Settings for User Authentication

• Add provider for the SAML user authentication

• Recipient Settings

• Set the recipient settings of your organization
• For more information about the recipient settings please have a look at the section below

• 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

• Envelope Defaults

• default organization settings about reminders for signers
• For more information about the envelope defaults please have a look at the section below

• 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.
• 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)

• Testing Phase Features

• Allows the user to copy the viewer link from the envelope details page

• Signature PAdES (PDF Advanced Electronic Signature) Configuration

• Here you can set the the PAdES for the following signature types:

• HTML5 Signatures (Click2Sign, Type2Sign, Draw2Sign)
• Biometric Signatures, SMS-OTP Signatures
• Digital Remote Signatures, Disposable Certificate, Automatic Remote Signatures

• You can also find a description for the different levels:

• B-Level: Short-term electronic signature with signing certificate
• T-Level: Includes B-Level and a timestamp
• LT-Level: Includes T-Level and a full set of certification and full set of revocation data
• LTA-Level: Includes LT-Level and a timestamp of a TSA (Time Stamping Authority)

The next figure shows where you can find the PAdES configuration:

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 matches 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.

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)”.

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

If you want to try the callback URL without authentication you can try it with: 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, if you want to get a disclaimer before certificate request and if you want to send disposable disclaimer document emails. The following screenshot shows you where to find those settings.

Recipient Settings

You can set the following settings for the recipient:

• default CC for all signers
• usage of envelope metadata
• allow recipients to access envelope again after it has been completed and closed
• delegation settings
• allowed authentication methods for signers
• force authentication

If you force an authentication and the user does not select any or a specific authentication method then the user will get the following notification:

Envelope Defaults

You can set the following settings for the envelope defaults:

• Prevent editing of form fields after envelope is finished
• default send automatic reminders
• Set the reminders

If you prevent editing form fields after the envelope is finished the form fields in the PDF are all read only. Therefore, after locking the form fields (after the final workstep), the form fields are not editable any more with other PDF tools.

Please also see the next figures:

Information on whether the form fields are locked or not can also be found in the audit trail. Please see the next figure:

Licensing

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

• The plan (free trial, 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.

User Rights

• 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 developers to use eSAW UI as a workflow designer.
• Allow automatic eSealing allows the user to use the automatic remote signatures in a workflow.

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 the same eSAW instance), the recipient language settings are taken from the user account and not from the sender’s 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 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 team member 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.).

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 setting 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.

Signer Guide

A guide for eSignAnyWhere signers

Signature Ceremony

There are two types of signers:

Non-registered Signer: User has no account on the eSignAnywhere Platform
Registered Signer: User has an account on the eSignAnywhere Platform

Default Use Case

The default use case for a signer is very simple. (1) The signer receives an email with a link to the document. (2) The signer has to open the link and sign the document. (3) Finish the document. (4) Additional download of the document He/She is guided through the document by eSAW.

Signer Opens the Link

Signer opens the link to get to the document. The layout is dynamic, to use the available area efficiently.

Sign the Document

The signer signs the document by clicking on the signature field or using the guiding.

Finish the Document

If the sender allows the recipients of the envelope to have access again after finishing and closing the envelope, you can open the finished envelope again and see all the signed signature fields and filled out form fields.

Download the Document

Optional download of the document

HTML 5 Signature Types

The next figures show you the different signature types (Click2Sign, Draw2Sign, Type2Sign) and how to sign these individual signature fields.

Click 2 Sign

This is the simplest signature type, the signer has just to click on the signature field to sign it.

Draw 2 Sign

This type allows the signer to draw his signature by mouse, finger or pen. Just an image of his signature is created and embedded into the document.

Type 2 Sign

With this type the signer has to type in his name to sign the signature field.

SMS-OTP

First of all there are two different ways to configure SMS-OTP. The first case (Phone number entered when signing) shows that the recipient can choose the phone number on which he/she wants to get the SMS. The second case (Phone number is already defined) shows that the sender define the phone number on which the recipient gets the sms.

SMS-OTP (Phone number entered when signing)

The SMS-OTP signature field is similar to the Click2Sign but with a different process (Receiving a SMS with a one-time-password). The following figures guide you through the process of the SMS-OTP signature.

After you have opened the envelope and clicked on the signature field, the following window appears:

You can select your country by clicking on the flag. Then you can see how you have to write the phone number.

After entering your phone number you get a sms and the following window appears. There you have to fill in the code which you got via sms. Please have a look at the following figures.

Once you have filled in the code the document is signed.

SMS-OTP (Phone number is already defined)

In this case the recipient has just to accept the sending of the transaction code and automatically receives a SMS on the phone number which has been chosen by the sender.

Biometric Signature

There are two ways to sign with a biometric signature in eSignAnyWhere:

1. SignAnyWhere App for iOS and Android
2. Browser with SIGNificant SignOnPhone App for iOS, Android and Windows

(1) SignAnyWhere App

The signer uses a smartphone or tablet with the preinstalled SignAnyWhere App. When the signer opens the SignAnyWhere App Link of the email the app will start automatically and load the document. The biometric signature is natively recorded and encrypted on the tablet or smartphone via the SignAnyWhere App.

(2) Browser (PC) with SIGNificant SignOnPhone App

The Biometric Signature requires a smartphone or tablet with the SIGNificant SignOnPhone App. The App is used to record the biometric signature. The smartphone or tablet is required because of security reasons to ensure high encryption and security of the biometric data. The App is available for free download in the App-Stores of iOS, Android and Windows.

Web browser: When signing a biometric signature a QR Code is generated and displayed to record the biometric signature on a smartphone or tablet.

SignOnPhone App: The SIGNificant SignOnPhone App. The signer has to select the correct server “eSignAnyWhere (significant.com)”. If you are using eSAW on premise you have to define the endpoint in the settings of the app. To change server settings the signer just selects it from the service provider list.

SignOnPhone App: Scan the QR Code in the app.

SignOnPhone App: Sign the contract in the app. The biometric data is directly encrypted on the device.

Disposable Certificate

The process of signing with a disposable certificate is different to the process of signing with the signature fields above. Therefore this explanation and figures will guide you through the process of signing with this signature type. First the signer receives an email to sign the envelope. After clicking on the signature field a new window appears that you have to accept the general terms and conditions. The next figure shows you how the agreement looks like.

After accepting all three points of the agreement you get a sms OTP. Enter the code which you got via sms and fill it in the field next to OTP. The next figure gives you an overview of the notification you get.

After entering the correct code you have signed the document successfully.

Local Certificate

If the recipient gets an envelope with a local certificate signature following window appears after clicking on the signature field:

There, the recipient can choose between his/her certificates and sign with them.

Digital Remote Signature

After clicking on the remote signature field following window appears:

After you filled in the user Id you can select the device id and OTP. The following screenshot shows the configuration:

After this configuration you can request a OTP:

Note: This is the configuration if the sender does not fill in the dates for the recipient. If the sender defines the user Id you just have to sign.

Optional Features

Signature Disclosure

If the Signature Disclosure is used, the signer will just get access to the document if he accepts the Signature Disclosure.

Authentication

When Authentication is used (e.g. SMS, PIN or Windows Live) the signer has to authenticate himself before he gets access to the document. So the content of the document is protected and access is just granted to the signer. If there are more than one authentication methods for the signer available, the signer can select the one he/she prefers.

Multiple Signature Types

The sender of an envelope can select more than one signature type, so that the signer is able to choose his/her preferred type.

Batch Signatures

With the batch signing the recipient can decide if he/she wants to sign all signatures within a document at once or each by each.

If the sender selected signature list (“preselected” or “unselected”) the recipient gets a window like in the last screenshot. If the sender selected “simple batch” the recipient gets the following window by clicking on the signature field:

If the sender selected:

• selected (required mandatory)
• or unselected (required mandatory)

you will see a window like the next figure shows:

There you can see that all required signature fields are pre selected and unchangeable, all other signatures are either preselected or unselected depending on the settings of the sender.

Delegation

If you allow recipients of an envelope to delegate the signing task (see envelope setting in Step3 or organisation settings), the recipient will see the following options:

Download Documents

After signing and finishing the document you can download several documents which are shown in the next figure.

You can either download:

1. The document with the signed signature
2. The Audit Trail
3. The document and the Audit Trail (zipped and unzipped)
4. Or the original document (without signatures)

The Audit Trail

The Audit Trail shows you all information about the document (e. g. information about the signer, the workstep, download information and more)

Following figure shows an example of an Audit Trail:

Document and Audit Trail (zipped and unzipped)

If you download both PDF unzipped you get one PDF containing both documents (e. g. first page is the Audit Trail, second one is the signed document). If you download both PDF zipped you get two PDF one for each document (e. g. one PDF contains the document, one contains the Audit Trail)

Download the Original Document

If you download this document you get the document without signatures.

For opening the documents we suggest the Adobe Acrobat Reader. Within this program you can download certificates so that you can see if the signatures are valid. The next figure shows you the notification within the program to download the certificates and the other figure shows you a valid signature within a document, opened with Adobe Acrobat Reader.

1) Download certificates

2) Valid signature

If the Adobe Reader says the document is not valid signed:

This is typically caused by an outdated Adobe Reader with no update-to-certificates. Please install a new version or perform an update of the certificates (Setting->Trust Manager->Update AATL/EUTL).

Administration Guide

An administration guide for using eSignAnyWhere on-premise.

In this administration guide, you will find basic information about running eSignAnyWhere on-premise in your datacenter. It will show how easy it is to install, configure and maintain eSignAnyWhere. If you want to get a test license of eSignAnyWhere for an on-premise installation, contact us. You will get access to our support platform with detailed documentation, FAQ and many more resources to run eSignAnyWhere. Moreover, an on-premise eSignAnyWhere enables you much more use case scenarios, such as integrating the SIGNificant Kiosk SDK or using our native iOS/Android Apps/SDKs.

Prerequisites

• Microsoft Windows Server 2012 R2 / 2016+

• Internet Information Service (IIS)
• ASP.NET 4.5 (with HTTP Activation)
• Message Queuing Services
• Active Directory (optional for user management)

• Microsoft SQL Server 2014+
• Supported Browsers

• all modern browsers (Mozilla Firefox, Google Chrome, Microsoft Internet Explorer, Microsoft Edge, …)

Installation & Configuration

If all prerequisites are fulfilled, eSignAnyWhere is easily installed via installation scripts and a configuration. More details on the installation and update procedure are available in our support platform. To get access to the support platform please contact us.

Features of eSignAnyWhere on-Premise

• Use your own

• SMTP Server
• SMS Gateway
• Support of different organizations
• Advanced use case scenarios (SIGNificant Platform including different client, apps and solutions)

• LDAP/SAML support for user management (optional)
• Extended customization

Support Platform

Our support platform is available under partner.xyzmo.com. To get access to our platform please contact us.