Knowledge Base Archive - Page 11 of 12 - Signority

Copy Notification Emails to Record All Signer Interactions

Some deals and workflows need to keep a record of all interactions and communications between you and your client. This can be easy to miss with automated reminder and notification emails. But rest assured, with Signority, you can copy notification emails sent for any document to a specific email of your choice and easily keep a tab.

Preparing Documents with Copy Settings

You’ll need to begin by starting a new document. You can learn the step by step process for creating electronic signature documents here.
Create a New Document using the +New button from the Dashboard. Upload a document and on the Recipients page, add the required number of signers for the document. Continue on to the Editor page to set the document settings.
On the Editor page:

Click Settings on the top left next to the Document Title
Click the Notifications tab
Checkmark the “Send a copy of all email notifications to the follow address” option and enter the CC email.
Click Save

When you’re finished, add Tags to the document and assign them to the correct signers. When you’re finished, send the document off.

Results for the Copy Notification Emails to CC Email Address

When you send the document off, you’ll notice in the CC email address there are forwarded copy notification emails, like the invitation for signing. In these emails, you’ll see a message letting you know that it’s a copy sent to which recipient email address. You can save these emails for your record.
Please note that for these emails, the links and attachments are stripped for security reasons. They will not work. These emails are simply just a way to record your interactions and contacts with your signers if it’s necessary for your business.

If you’re using the same options often, learn how to set your default notification settings and include a default copy email here.

Team Account Roles and Permissions

Signority uses team account roles and permissions to ensure teams are secure and managed. When you first sign up for an account, you’ll have full account permissions. After you join a team, you may have less visibility of functions such as billing information or account deletion options, but you’ll always be able to send, receive and managed documents. This article goes over the differences between the various team account roles available and what kind of permission each one will have.

Team Account Roles: Regular Users

Regular Users can send, receive and share documents. They cannot view billing information nor do they have full visibility of the entire team’s work. They aren’t able to upgrade the plan either. However, they have full access to the eSignature platform and can create and send documents, templates, and other workflows.
New members of a team are Regular Users by default.

Team Account Roles: Team Administrators

Team Admins are in a subteam. Team Admins have the rights of Regular Team Members, in addition to being able to view the subteam’s work and adding or removing Regular Team Members. They have full rights to manage their subteam. There can be multiple Team Admins on a subteam.

Team Account Roles: Doc Administrators

Doc Admins are also located within a subteam but do not have any administrator permission such as adding or removing teams/users or manipulating team or global settings.

The Doc Admin are able to view either Shared Documents or All Documents (shared and unshared) within their assigned subteams.

To view what teams are accessible to a Doc Administrator, go to the team listing under “Team”, and click on the group icon and then “View Accessible Teams” Note: a Doc Admin is not automatic assigned to their own team/subteam. You would have check their team in the list to assign it to them.

Team Account Roles: Super Administrators

Super Admins can be in any team and have the same permissions as the Billing Admin except for the payment responsibility. A Super Admin can view all team members and subteams and their activities. S/he can add or remove Team Members for the corporate account and move team members between the root team and subteams. A Super Admin can also set up company branding and generate an API key for his/her account. In addition, a Super Admin can configure Global Profile Settings for subteams. A Super Admin can share documents and templates to the root team, but cannot access other team members’ documents and templates if they have not been shared. However, a Super Admin does have the ability to transfer documents of another team member to another account, including his/her own account. Multiple Super Admins are allowed in one account.

Team Account Roles: Billing Administrators

Billing Administrators manage the entire team. They have the rights of Super Admins and Team Admins, and can also manage billing and the service plan. They have the ability to upgrade plans and have access to all the invoices tied to the account and team.

When the first user signs up a plan, the user is automatically set as the Billing Admin under the Root team. A team can only have one Billing Administrator.

Here is a summary of account management privileges for each of the five roles:
Billing Admin:

Add and change the credit card information through the Payment Method under Plan
Manage plan and overage payment setup
Set up company branding for the entire team
Add and remove team members and subteams
Generate API key for integrations
Configure Document Sharing for all subteams through the Team Global Profile Settings
Configure Template Sharing for all subteams through the Team Global Profile Settings
Read his/her own documents and templates and shared documents and templates in their subteam
Review all subteams’ activities

Super Admin:

Set up company branding defaults for the organization
Add and remove team members and subteams
Generate API key for integrations
Configure default Document Sharing for all teams and subteams through the Team Global Profile Settings
Configure default Template Sharing for all teams and subteams through the Team Global Profile Settings
Read his/her own documents and templates and shared documents and templates in their subteam
Review all subteams’ activities

Team Admin:

Add and remove team members from his/her subteam
Add subteams under their team/subteam
Configure default Document Sharing for his/her subteam through the Team Profile Settings
Configure default Template Sharing for his/her subteam through the Team Profile Settings
Read his/her own documents and templates and shared documents and templates in his/her subteam
Review his/her subteam’s activities

Doc Admin:

Read their own documents and templates
Read all documents within teams assigned to them as Doc Admin
Review shared documents’ (within teams assigned to them as Doc Admin) status page
Can change a signer, update a signers info, and resend the documents within an assigned team

Regular User:

Configure Document Sharing for his/her account in their Profile Settings
Configure Template Sharing for his/her account in their Profile Settings
Read his/her own documents and templates and shared documents and templates in his/her subteam

That is a quick overview of the team account roles. We are always adding more administrative abilities too! Feel free to contact us with suggestions on administrative features you’d like to see and we’ll add it to our product roadmap.

Rejecting Documents As The Signer

As a signer, there can be a multitude of reasons for rejecting documents. The tags could be wrongly assigned or in the wrong location. You could notice an issue with the document itself and some of its content. Signers have the option to reject documents and give reasons for rejection to help improve the next document.

Steps for Rejecting Documents As The Signer

Access your document by using the invitation email in your email inbox. Use the Review Documents button to access the signing page. From the signing page, use the following steps:

Click the More button in the top right and select the Reject option.

In the window, enter a rejection reason to notify and let the sender know why you don’t approve of the document’s contents. This is important, as the reason will help improve the next document if the document needs to be amended. The reason will be shown in the notification email to the sender.

Once the document has been rejected, you should have the document reloaded and no longer have access to tags and fields.

Confirmation for Rejected Document

After a document has been rejected, the sender can go to their Signority account and check the document history and status. In the Recipient List page, you can see the E-Sign Status as Rejected next to the signer rejecting the document.

Alternatively, in the Document History page, there will be an entry with the reason for rejection listed under the Notes column and the Action column will have Document rejected by.

As the sender, you will also get an email notification confirming the rejected document and information for the reason of rejection. The subject line will also indicate the document has been rejected, in order to quickly determine which document needs attention.

With the reason for rejection, you can resend the document with any changes or create a new document from scratch.

Switch Signer Responsibilities to Another Person

As a Recipient, there may be times when you need to switch signer responsibility from yourself to another person. Maybe the sender sent the document to the wrong person, or you do not have the authority to sign the document. This can easily be remedied if you access the document and switch signer responsibility by entering the information of the new signer.

How to Switch Signer Responsibility

As the signer, you will need to first access the document by opening your inbox and finding the invitation email from the sender. It should look something like this.

When you access the signing page, go to the top left and under More, select Change Signer.

In the prompted window, switch the name and email to the new signer and then click Change Signer. The page will reload with the document open, but there will be no tags visible to you.

The new signer will now receive an invitation email in their inbox, and your original invitation will no longer be valid. You can click on the Review Document button and view the document itself, but you will not have signing capabilities anymore. The new signer can complete the document and they will receive the finalized document.
If you’re the sender, you can find more information on how to do this process for the signers here. As the sender, you’re able to change the signer responsibilities and information directly from your account.

Changing Signers and Resending Invitation Emails

Mistakes can happen. You may have noticed the document was sent to the wrong signer or entered the wrong email address after you’ve sent the document. Or the signer is unavailable and you need to resend the document to someone else. But don’t worry, changing signers with Signority is easy!
Even if you don’t need to change signers, there are times where the invitation email can get lost. The process to resend an invitation email to a signer is also the same!

Changing Signers for In Progress Documents

Go to the Documents page using the Navigator. Find the document requiring the changing signers and follow these steps:

Click on the name of the recipient on the list to open up the Recipient List page.
In the Recipient List window, click the Change Recipient button. You can also Resend the invitation email to your signers, in case they deleted the original by accident.

Change the name and email of the recipient and click Save & Resend to complete the process. You can also simply resend the invitation by clicking the Save & Resend button without making any changes to the signer’s information.

The document will be sent to the new recipient, and the invitation email to the previous recipient will be invalidated. This allows you to continue with workflows, even with any hiccups or signer issues. After making the changes or resending the invitation, you’ll notice the E-Sign Status turn to Waiting to Open, making it easier for you to track the new workflow.
If you’re not sure how to check and monitor the status of a document, check out our post here.

Cancelling & Resending a Document

Sometimes after you have sent a document out for signing and you realize that something was missed. Either a file wasn’t added, a tag may have been assigned to the wrong signer, or information needs updating.

With Signority you can Cancel & Resend this document – as long as it is still In Progress.

If you need to cancel and resend a document that is in progress:

Click on Documents at the left hand side of the user dashboard.
On the next screen find the document that you want to cancel to resend and check the box beside it (1) and then click Cancel Signing (2).
In the modal window that pops up enter the reason you are cancelling the document in the text area. This reason will be documented in the audit trail.
Click on the dropdown menu, the last two options of the four are used for resending a document. In both instances the document package will be copied with the workflow, recipients, and all tags as you have placed them in the original document package.
Your options, seen in the image below enclosed by a red box, allow you to:
1. Copy the document package with content entered by a signer already
2. Copy the document package without content that has already been entered by a signer.
  
  Note: Any signatures and/or dates completed will not be copied even if you choose to copy the document package with added content.
Once you have made your selection click Okay.
Once you have selected the okay button you will notice that the original copy of the document package now sits at the top of the list of documents and has a status of ‘Cancelled’. (1) And your new copy of the document package will be the second document listed, with a status of ‘Draft’. (2)
Click on the document that you want to resend. Once it opens you will see that the copy has:
1. All the same files in the same order (1)
2. The same workflow and recipients (2)
3. All your tags placed and assigned as in the original document. (3)
4. You can now update the document package in any way that you need. Once you have completed the corrections click Send in the upper right. (4)

Note: Your Audit Trail will reflect the path from the creation of the first document package to the final signature applied to the second copy of the document package.
Notice that the audit trail of both documents is combined into one as shown below:

The creation date/time of the first document sent.
In the second box:
1. The signature that was applied,
2. the time / date the document was cancelled and duplicated, and
3. the time/date it was sent out for signature again.

Customizing the Invitation Email

Customizing your invitation email is a great way to increase the likelihood your email doesn’t get lost in the avalanche of spam and junk emails you get on any given day.
You can personalize the email subject line and edit the content of the message to ensure the signing process goes even smoother for you and your invitation email gets opened and read.

Setting Up Documents with Custom Messages and Subject Lines

You can set up custom invitation emails for newly created electronic signature documents.
Begin by creating a New Document using the +New button from the Dashboard.

Upload your document
On the Recipients page, under Messages change the subject line and message to your liking.

You can also create private messages for specific signers. Click the Message Bubble icon next to the signer you want to change messages for to bring up the Private Message option. This message will overwrite any message you wrote in the Email Note to Signers section under the Message option below.

On the Editor page, if you want to make any changes, click on Settings in the header. In the pop-up window, you’ll see the Title and Email tab where you can make the changes you want.

Once you’re happy with everything, continue the document creation process and send the document out. You can test it out by sending a document to yourself and see the difference in the subject line and message compared to the invitation email!

What the Invitation Email Will Look Like

Here is the invitation email if you had a custom message for all signers. Note the personalized subject line and the content of the email note.

If you have a private message set for a specific signer, the invitation email will be different from the general message above. Notice how the content of the message has changed specifically for Alison.

Once you’ve tested out the invitation emails, you can begin making templates and documents with this in mind. Make sure your invitation email doesn’t get lost in the mountains of emails and get your documents signed on time!

Electronic Signature Authentication Using Email & SMS

When email/SMS password authentication is turned on, Signority will send a randomly generated PIN to the recipient when they try to access your document. This helps with the electronic signature authentication process, further validating the signer and helps you determine that the signer’s identity is valid.

Setting up Multifactor Signature Authentication

To turn on a two-factor verification type for a recipient when you’re sending a document, you’ll go through the same process for creating electronic signature documents for others. Upload the document you want to use and then go to the Recipients page to add your signers.

Use the Add Recipients button to add the signers you want.
For the signers you wish to authenticate, click the lock icon to set up signature authentication.

Choose the verification type you’d like for the recipient. You have the option between Email Authentication and SMS Authentication. For SMS Authentication, you will need the signer’s cell phone number for them to receive the PIN code. (Note: please ensure the SMS number is correct, or the signer cannot access the document for signing.)
For Email Authentication, you have the choice to send the PIN to a separate email address. Just check off the check box “Send PIN in a separate email”, and type in an email address that the recipient also owns.

Once you have added the authentication settings, finish your signer list, set any Recipient Settings you need and edit your invitation email and go to the Editor page.
Complete the document preparation by adding Tags to your document. When you’re finished, use the Next button on the top right to send off the document.
For security reason, the PIN code will be displayed from the sender’s status after the SMS PIN code is sent. The sender can inform the designated recipient in case the recipient couldn’t receive the PIN code for any reason.

Electronic Signature Authentication Process for Signers

For the signers, once they’ve clicked on the link from the invitation email, they will be shown this access page. The Email PIN code will be sent immediately in an email separate from the email invitation, and depending on which setting you chose, may be in an email sent to another email address that the recipient owns. SMS PIN codes will also be sent at the moment the signer clicks the Review Document button in the invitation email.
The signers will require either (or both) of these PIN codes to access the document before signing.
Signature Authentication PIN Codes required
Once the signer has accessed the page, the process to sign documents online will be the same as usual.

Document Audit Trail

Authentication methods are captured in the document audit trail. Only the last 4 digits of the phone number is shown for privacy reason.

Recipient Witness Signing

For signers, you may receive a document that requires a witness signing. In these situations, the witness signer must be with you in person at the time of the signing. How they go about signing the document is very similar to how a regular recipient signer would sign. However, since the person sending the document does not know the identity of the witness, an authentication process is necessary to validate the witness signer.
To do this, simply go through the signing process as you normally would, with the witness signing first. The witness can enter all of the information in tags besides the signature tag. Once they’re ready to sign, click on the signature tag.

Step-by-Step on Completing Witness Signing Authentication

When selecting the witness signature tag, they will be prompted for the authentication process, similar to the In-Person Signer authentication. The first step will be for the witness to acknowledge that they will be signing as the specified signer’s witness. Simply check the acknowledgement and move on to the next step.

Next, the witness will need to fill in their information. Enter the name and email. Cell phone details will only be needed if SMS authentication was selected for the witness signing.

If either the email and/or SMS authentication method were set, you’ll need to enter a passcode that you received. The passcodes will be sent in Step 3 to the email and cell phone number provided in the previous step. Once the passcodes are received and inputted, you can continue.

If an ID authentication was used, the witness will be required to input the information specified by the sender. The ID will usually be a government-issued document, such as a Driver’s License or Passport Number, but can also be anything that proves and validates the witness’ identity. This information will be captured in the audit trail as proof of identity for the witness.

Once the steps above are completed, you can click Finished and when the page reloads, the signature tag will be accessible for signing. Signing will be the same as for a regular signer, they will have access to the draw, type, or upload options when adding their signature. When they finish signing, simply hand control back over to the original signer and they can complete the signing process.

Setting Up Documents with Witness Signers

When you’re adding a recipient, you have the option to also add a witness requirement to their signature. Witness signers can be assigned their own tags, but are associated and linked to a particular recipient – they’ll have to sign and access the document in person, and at the same time as the signer.
To get started, create a document as you normally would. If you would like more information on how to create a document, visit this page here!

Steps for Creating a Document for Witness Signers

Start a New Document using the +New button in the Dashboard.

Upload the document needing a witness signer
Click Add Recipients until you’ve reached the required number of signers and enter their name and email.
There are four icons to the right of a recipient, click the third (a person with a + symbol) icon next to the signer that needs a witness.

The witness signer’s name and email are unknown to the sender, so you must set up an authentication method by clicking on the Lock icon and select the authentication method you like: email, SMS, and/or ID. This allows you to validate their identity. Click ‘Next’ or ‘Design my documents’ when you’re done. Note that for ID authentication, you must specify what kind of ID information you want from the witness.

A witness is now added as a recipient, on the Editor page, you can assign tags for witness signers. Tags that are associated with witnesses will have an additional icon at the top right of the tag.

The rest of the process is the same as any other document. Add and assign all the necessary tags to the right signers and then Send it off to collect your signatures.
Are you a witness signer or just want to see what it looks like for the signers? Check out our page on signing as a witness here!

Preparing Documents with Copy Settings

Results for the Copy Notification Emails to CC Email Address

Further Readings

Team Account Roles: Regular Users

Team Account Roles: Team Administrators

Team Account Roles: Doc Administrators

Team Account Roles: Super Administrators

Team Account Roles: Billing Administrators

Further Readings

Steps for Rejecting Documents As The Signer

Confirmation for Rejected Document

Further Readings

How to Switch Signer Responsibility

Further Readings

Changing Signers for In Progress Documents

Further Readings

Further Readings

Setting Up Documents with Custom Messages and Subject Lines

What the Invitation Email Will Look Like

Further Readings

Setting up Multifactor Signature Authentication

Electronic Signature Authentication Process for Signers

Document Audit Trail

Further Readings

Step-by-Step on Completing Witness Signing Authentication

Further Reading

Steps for Creating a Document for Witness Signers

Further Reading