Knowledge Base Archive - Page 2 of 12 - Signority

Delegating Your Signing Authority to Another Person From Your Team

Available with: Custom Plan

Delegate signers are pivotal in managing and signing transactions on behalf of an account. This tutorial will guide you through enabling delegate signing, adding a delegate signer, configuring settings, and removing a delegate signer.

Note: Delegate signers can be other users from the same organization (account). It is not restricted solely to a team.

Enable Delegate Signing

Role: Super Admin, Billing Admin

Delegate signing can be enabled across all teams in Global Settings by Super Admins or for specific teams in Team Settings by either Super Admins or by Team Admins.

Navigate to either Global Settings or Team Settings in the Admin Console
Under Signer Options, select “Allow users to delegate signing authority”

Managing Delegate Signers

Role: All

Once an admin has enabled users to add a delegated signer, users can find a new section in their Profile Settings titled “Delegate Signer” where they can add, edit, and remove delegate signers. If the user themself is a delegated signer, the details of who they are signing for and the dates are also specified on this page.

Adding a Delegate

Select “Add Delegate”
On the pop-up that appears, select which user and the dates between which they will be your delegated signer
Once you are done, you can click “Add”

The user will be sent an email notifying them that they have been assigned as a delegated signer.

Editing & Removing a Delegate Signer

Select the checkbox next to the name of the delegate you wish to edit or remove
Select “Edit Delegate” or “Remove Delegate”
If you are editing a delegate, make the nescarry changes and then select

How to Save Documents as PDF/A

What is a PDF/A file?

PDF-A files are the globally accepted standard for archiving electronic documents, enabling the consistent viewing of documents in their original format across various software platforms.

Standards PDF’s (Portable Document Format), are a standardized electronic document format which facilitates a reliable presentation and exchange of documents. The appended ‘A’ stands for ‘Archival,’ underlining PDF/A’s commitment to preserving content in its original form and prohibiting features unsuitable for long-term archiving.

Incorporating all elements of a document, including content, fonts, and colour information within the file, ensures that the document retains its original appearance and can be faithfully reproduced, regardless of the device used.

Save as a PDF/A

*Note: Available for enterprise plans. (Inquire with sales about enabling this feature.)

To save documents as a PDF/A file once it is completed, open Signority, then navigate to the ‘Admin Console’ and go to ‘Settings.’ The Global Settings pop-up will appear, and under the ‘Document’ section, select the dropdown for ‘PDF type output for finalized documents’. Choose PDF/A-2b and click save in the top right.

Your documents will now be saved as a PDF-A once they are finalized.

Setting up and Using a Printer Driver

Signority’s printer driver allows you to upload documents to your Signority account without having to exit your Windows desktop application. Uploading documents to Signority using the printer driver is like printing to a printer, but you’re printing to Signority. In this tutorial, we’re going to show you how to download and use Signority’s printer driver. The printer driver will streamline and facilitate your signing processes.

Installation

You can download the Signority’s Printer Driver from the Printer Driver page.

On this page, you can choose between the 32-bit and 64-bit versions.

32-bit English Only – Windows 8.1 & 10, Windows Server 2008 R2, Windows Server 2012, Windows Server 2016, Windows Server 2019
64-bit English Only – Windows 8.1 & 10, Windows Server 2008 R2, Windows Server 2012, Windows Server 2016, Windows Server 2019

*Note that there may be some compatibility issues with Windows 11

Once you have downloaded the Printer Driver, you will want to run the installer. A warning will pop-up titled “Windows protected your PC”, which you can click “More info” and then “Run anyway”.
You can then continue with the installation process.

If you are not logged into an Admin account on the device, you will need an Admin to enter their password to allow the Printer to make changes to the device.

Once the installer has run, you will need to restart your computer.

Use Printer Driver

To use Print Driver, open the document you want to load into Signority from your desired Windows application. In this tutorial, we will be using Microsoft Word.

In the application, select print and then choose “Signority Printer” as the printer. Adjust your print settings as desired before pressing “Print”.

Signority’s Printer Driver will then open and prompt you to sign in to your Signority account.

Once you are on the printer driver, you can select “Send Files to Signority.” This will redirect you to the Signority platform editor page where you can change the settings, add recipients, and add tags, just as you would with a Regular Document.

*Note: You may need to log in to Signority on your browser before running the Printer Driver

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(s): 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.