Knowledge Base Archive - Signority | Secure eSignature Solutions

Workaround – SMS Email Authentication Workaround

You may have had some customers informing you that they are not receiving the text messages containing the one-time code to verify their identity. This issue is known to our 3rd party operator and we are working closely with them to resolve the issue.

In the meantime here are two ways you can still use the one-time code method to verify their identity.

First Option: Give them to code

When they call or write in to let you know it has not arrived you can give them the one-time code that was sent to them.

To find the code follow these steps:

Go to your Documents Folder and find the document you sent your client (1)
Click on In Progress to the right of the document name. (2) This will open a page in a new tab.
In this new page (Document History) click on Recipient List in the top menu options.
Next to the recipient’s name (1) you will see the one-time code (2) to give to your client so they can access the document.

Second Option: Use Email to Send One-Time Code

Choose the Email Authentication option.

To do this click on the same lock icon you used to add the SMS Authentication. Here you have 2 options. You can either:

send the one-time code to the same email address that the email notification was sent to,
or you can send the one-time code to a secondary email address that belongs to the recipient.

Only selecting the first checkbox, as seen in the first signer example below will have the one-time code sent to the same email address as the document email notification..

Checking both checkboxes (1) as seen for the second signer below will then allow you to enter a secondary email address (2) to send the one-time code to.

When Is a Document Package Deducted?

When a document package is deducted from your subscription amount depends on how the document is being accessed.

If you are sending a document using; a New Document, a Regular Template, or a Bulk Sign the document is deducted from your allotment once you hit Send.

A Template Link is counted each time a signer adds their name and email address and then clicks OK to access the document.

For all of these instances it does not matter if the document has been signed or not. A document is considered completed once it has expired, completed the signing workflow, or has been cancelled.

If you cancel a document to make a correction and resend it with our Cancel & Resend feature, then you will only be charged for one document package.

Add a folder to your Templates folder

To add a subfolder to your Template Folder choose Templates in your sidebar menu (1). Then in the template folder click on +New Folder on the bottom of the default subfolder list (2).

Then in the modal window that pops up enter what you wish to name the folder(1) and then click OK (2).

Once done you will see your subfolder(2) in the Custom subfolder section under the default subfolders.

Global Security Settings

Available with: Team Plans Role: Super Admin

Security Settings

Here you can set security settings for your team and sub-teams.

These settings include:

Session logout time: allows you to set how long a session may remain inactive until it automatically logs out the user. You can choose to have the logout period set to minutes, hours, or days.
Expiration timing for SMS code – (coming soon): set a time limit for any one-time access codes sent for 2FA/MFA and ID Verification.
Admin Security Notifications: (coming soon)
Enforce 2FA/MFA for your users: this setting allows you to enforce your users to use 2FA/MFA to login.
Enable/disable new device login notifications: will send all users an email if someone signs into their account from a new device.

Security Settings

General Global Settings

Available with: Team Plans Role: Super Admin

This page will review and explain the General Settings section of your Global Settings.

You can access the Global Settings page through your Admin Console (Admin Dashboard). To do so, click on Admin in your sidebar menu. If Admin is at the top of your menu then you are already in your Admin Console.

For Global Settings you will see the Settings option in your sidebar menu. If your menu is collapsed you should click on the Icon of a Person with a Gear that appears in the menu below.

Setting Page

Once you select Settings you will have a modal window pop up that looks like this:

There are 3 things you should take notice of first.

The ability to lock ALL settings
The menu at the top that will let you jump to each Setting category. As a Super Admin you may change the default settings in each of these sections.
The little locks beside each setting. Use these locks to secure the setting you have set and make it unchangeable.
1. The first arrow points to the Help Instructions setting, it is turned on and locked. No one may override this setting unless they are another Super Admin who may unlock it.
2. The second arrow points to the Time Zone setting. The Eastern Time Zone is set as the default for everyone’s account. However, because it is unlocked users and Team Admins may override this and set their own time zone. A Team Admin may, for their teams, lock the time zone to whichever time zone they choose.

Your General Settings, as shown below, include:

Enable Help Instructions: this will enable any help instructions you have entered in the branding section to appear and assist your signers throughout the signing process.
Time Zone: This setting allows you to set a default time zone for your users. If you lock this they will not be able to change the time zone. This setting affects the time zone shown in the email notifications and the audit trail. Only Western Time Zones are currently offered, with more coming soon.
Default Language: This will set the default language for all your users within the Signority platform. This is different from the default language set for signers. This can be modified in Profile settings and in the document’s settings. Your current language choices are English and French.
Document Usage Warning: This allows you to customize when you receive the usage warning alerting you to how low your remaining document count is. To learn more about this feature and how to use it please see the Customize Usage Warning tutorial.

General Settings Bordered

Team Settings Overview

Available with: Team Plans Role: Team Admin

This tutorial will introduce you to the Team Settings available to you as a Team Admin. Any changes you make to these settings will take place on a team level, affecting your team and any sub-teams in your group.

To get to your settings page as a Team Admin you can view the Team Settings in your Admin Console (Admin Dashboard). Click on Admin in your sidebar menu. If Admin is at the top of your menu then you are already in your Admin Console.

For Team Settings you have to go into the Users & Teams page. Click on the Users & Teams option in your sidebar menu. If your menu is collapsed you should click on the Icon of three people that is in the menu below.

Once in the Users & Team page you will see that the Settings option is grayed out. This is because you have not yet chosen a team to apply any setting changes to.

Once you choose a team you will notice that the Settings option turns blue and is accessible.

When you click on Settings in the menu, you will see the Team Settings window appear. There are 3 things you should take notice of first.

The ability to lock ALL settings
The menu at the top that will let you jump to each Setting category. As a Team Admin you may change the default settings in each of these sections.
The little locks beside each setting. Use these locks to secure the setting you have set and make it unchangeable.
1. The first arrow points to the Help Instructions setting, it is turned on and locked. No one may override this setting unless they are another Team Admin who may unlock it.
2. The second arrow points to the Time Zone setting. The Eastern Time Zone is set as the default for everyone’s account. However, because it is unlocked users and Team Admins may override this and set their own time zone. A Team Admin may, for their teams, lock the time zone to whichever time zone they choose.

General Team Settings

General Settings

The General Settings include:

Enable Help Instructions
Time Zone
Default Language

General Team Settings Section

Security Settings

Here you can set security settings for your team and sub-teams.

These settings include:

Session logout time
Expiration timing for SMS code
Admin Security Notifications
Enforce 2FA/MFA for your users
Enable/disable new device login notifications

Team Security Settings

Document Settings

In the Document Settings section you can enable such settings as:

PDF Encryption
eSignatures for all users
Digital Signatures for all users
Merge finalized documents and audit trail into one PDF document
Attach document’s audit trail to final email attachment
Combine final email attachment into one PDF file
Display “Signature Powered by Signority” on Signature tags
Set a document expiration date
Set a default date format

Team Document Settings

Notification Settings

The notification settings is where you will set up the kind of notifications you would like to receive and the notifications you would like to send signers and views.

These settings include:

Sending Reminder Emails to signers
How often you would like to send reminder emails
The maximum number of reminder emails to send
Sending out an invitation to sign the document
Receive a notification each time a signer has ‘viewed’ a document
Receive a notification each time a signer has signed a document
The kind of ‘Signing Finalized’ email you would like to receive
The kind of ‘Signing Finalized’ email you would like the signer to receive
Receive a notification if a document has expired before being signed
Set a default time before a document package expires
Have all notifications sent to another email address

Team Notification Settings

Sharing Settings

These settings allow you to set whether or not your users will automatically share:

Documents with their team
Templates with their team
Contacts with their team

Sharing Settings

Signer Options

Signer options allow you to allow, or restrict, signers from being able to do the following:

Reject a document
Change the signer
Save the document before it is completed
Download a copy of the document before it is completed
View the document after leaving
See the status of the document
See the thumbnail section automatically expanded in the signers page
Access the Help section
Draw their signature
Type their signature
Upload an image of their signature

Signer Options

Retention & Backup

This section allows you to set up enable our retention policy feature.

Here you can:

Enable or disable Document Retention
Set a retention period
Choose a retention type
Set that all documents are saved to a cloud storage before they are purged

Retention and Backup

Global Settings Overview

Available with: Team Plans Role: Super Admin

This tutorial will introduce you to the Global Settings available to you as a Super Admin. Any changes you make to these settings will take place on an organizational level.

To get to your settings page as a Super Admin you can view the Global Settings in your Admin Console (Admin Dashboard). Click on Admin in your sidebar menu. If Admin is at the top of your menu then you are already in your Admin Console.

For Global Settings you will see the Settings option in your sidebar menu. If your menu is collapsed you should click on the Gear Icon that appears in the menu below.

Setting Page

When you click on this icon you will see the Global Settings window appear. There are 3 things you should take notice of first.

The ability to lock ALL settings
The menu at the top that will let you jump to each Setting category. As a Super Admin you may change the default settings in each of these sections.
The little locks beside each setting. Use these locks to secure the setting you have set and make it unchangeable.
1. The first arrow points to the Help Instructions setting, it is turned on and locked. No one may override this setting unless they are another Super Admin who may unlock it.
2. The second arrow points to the Time Zone setting. The Eastern Time Zone is set as the default for everyone’s account. However, because it is unlocked users and Team Admins may override this and set their own time zone. A Team Admin may, for their teams, lock the time zone to whichever time zone they choose.

General Settings

The General Settings include:

Enable Help Instructions
Time Zone
Default Language
Document Usage Warning

General Settings

Security Settings

Here you can set security settings for your team and sub-teams.

These settings include:

Session logout time
Expiration timing for SMS code
Admin Security Notifications
Enforce 2FA/MFA for your users
Enable/disable new device login notifications

Security Settings

Document Settings

In the Document Settings section you can enable such settings as:

PDF Encryption
eSignatures for all users
Digital Signatures for all users
Merge finalized documents and audit trail into one PDF document
Attach document’s audit trail to final email attachment
Combine final email attachment into one PDF file
Display “Signature Powered by Signority” on Signature tags
Set a document expiration date
Set a default date format
Set a custom default text tag size
Set a custom default date tag size

Notification Settings

The notification settings is where you will set up the kind of notifications you would like to receive and the notifications you would like to send signers and views.

These settings include:

Sending Reminder Emails to signers
How often you would like to send reminder emails
The maximum number of reminder emails to send
Sending out an invitation to sign the document
Receive a notification each time a signer has ‘viewed’ a document
Receive a notification each time a signer has signed a document
The kind of ‘Signing Finalized’ email you would like to receive
The kind of ‘Signing Finalized’ email you would like the signer to receive
Receive a notification if a document has expired before being signed
Set a default time before a document package expires
Have all notifications sent to another email address
Have all overage notifications and invoices sent to other recipients

Sharing Settings

These settings allow you to set whether or not your users will automatically share:

Documents with their team
Templates with their team
Contacts with their team

Sharing Settings

Signer Options

Signer options allow you to allow, or restrict, signers from being able to do the following:

Reject a document
Change the signer
Save the document before it is completed
Download a copy of the document before it is completed
View the document after leaving
See the status of the document
See the thumbnail section automatically expanded in the signers page
Access the Help section
Draw their signature
Type their signature
Upload an image of their signature

Signer Options

Retention & Backup

This section allows you to set up enable our retention policy feature.

Here you can:

Enable or disable Document Retention
Set a retention period
Choose a retention type
Set that all documents are saved to a cloud storage before they are purged

Retention and Backup

Branding Overview

Available with: All Team Plans Role: Super Admin

This page will give you an overview of the Branding content you can enter within Signority.

Your Branding section can be found in your Admin console. From your Dashboard you can click on “Admin” in the left sidebar menu.

In your Admin console, or dashboard, in your revised sidebar menu you will see Branding (or if you have the menu collapsed click on the Star icon)

A modal window will appear and the first section you will see is where you will:

Put your Company Name
Check the box for company branding – this allows you to upload your logo
Click on the boxes to upload your logo (one for the email notifications and one for the signing page)
Details of the optimal image size for each logo

The next section is where you will enter any default information for your email notifications.

Email Subject: this will override Signority’s default email subject line.
Email Footer: this will override the default content Signority has in email footer.
Email Signature: here you can set a default email signature that, if locked, will override user signatures.
Email Tagline: this line appears under your logo and can be used to enter your company’s tagline.
Signer Help Content: this is where you can enter information to assist your signers in the signing process.

After the custom content you can enter, you will see a preview of your email with the tagline (1), signature (2) and footer (3). In our sample we left the default footer content.

Next you have the Terms of Service. The terms of service entered here will appear with the Signority Terms of Use. (you must contact Signority if you want this feature enabled fully)

Lastly we have the SMTP protocol section. This will allow you to have all email notifications go through your servers rather than Signority’s. Doing this will have the emails come from you and not us. I.e.: Don Harbour (contracts@yourcompanyname.com) and not Don Harbour (secure@signority.com).

How to Search with One or More Filters

Available with: Team Plans Role: Super Admin, Team Admin

Here we will show you how to search for a team or user using one or more search filters.

To search for a team or user using one or more Search filters go to your Team & Users page.

Admin Users and Teams

Once there click on the +Add Search Filter button.

In the drop down menu that appears choose which search filter you would like to start with. We will start with the team name.

In the window that opens enter the name of the search term you are looking for. In my example we will search by Team Name and look for Testing Team Two. Then click Apply.

Once you click Apply you will see that your filter has been applied and is listed beside the Filter button. Click on the +Add Search Filter button again and select a second search filter. I will use Role.

You will see that Role is the only filter with a submenu. Once the submenu appears I will choose Team Admin as my second filter.

You can see below that my search has resulted in only one user. So this is where our search ends.

Move User(s) from One Team to Another

Available with: Team Plans

This tutorial will show you how to move one or more users from one team to another.

To move a user from one team to another from your Dashboard select Admin in your black sidebar menu and then select Users & Teams in the updated sidebar menu. (your menu may look different than the image depending on your role)

Admin Users and Teams

There are two ways to find the user(s) that you are looking to move.

The first way you can find the team where the user(s) are currently assigned and select the checkbox beside their name(s) as below. You can see that the users are in the team “Testing Team One” which is a subteam of the QA Team.

The second way to find them is to do a search for them. You can search for them using different filters. First click on the “+Add Search Filter” button.

Then in the menu that appears choose the filter that you want to use. We are going to use Team Name.

Once you click on your preferred search filter a little box will appear for you to enter the term you want to search for. In this example we will enter Testing Team One. Then click Apply.

As you can see below our team appeared listing the users we wish to move.

Now check the box(es) beside the user(s) that you wish to move to another team. Keep in mind that if you choose multiple users you must be moving them all to the same team. Once you have selected your users (1) choose More (2) and then click Move in the menu that appears (3).