Knowledge Base Archive - Page 4 of 13 - Signority

Enabling Auto-Search for Anchor Text

Available with: Standard Team & Custom Plans Users: All Users (if activated by Admin)

Save time by enabling the auto-search feature for Anchor Text. This will allow you to skip having to remember to check the box “Add tags automatically based on anchor text” when creating a new document or template.

Note: You must be a Billing Admin or Super Admin in order to enable/disable this feature.

How to enable auto-search for anchor text:

In your Sidebar menu select Admin.
Click Settings in the Admin Console sidebar menu and then Global Settings.
Once your Global Settings modal window pops up select Document (1).
In the list of options enable the “Enable “Anchor Text” import by default when adding new files” option, as seen below (2).
Click Save on the top right of the Global Setting window.

Doing this will auto-check the “Add tags automatically based on anchor text” option in both the new document and template creation processes, as seen below.

Global Settings: Signer Options

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

Signer Options allows an organization to determine what, if any, restrictions signers have when signing a document. These are in both Global and Team settings. You can make them a default or enforce (lock) the settings.

They can be found in both Global and Team settings. By enabling or disabling each option you allow or restrict what a signer can, or cannot, do when signing a document. Below is an image of the Signer Options from Global Settings.

When the slider button to the left of the option is on the left and gray the option is visible to the signer. If the button is on the right with a blue background, then the option is hidden from the signer.

Global Settings - Signer Options
Let’s review what each of these options allow a signer to do if not disabled.

Note: The below setting for controlling the document workflow once a signer has rejected the document is only found within the Global Settings.

Signing flow behavior when a recipient rejects

This dropdown option is directly tied to the setting that comes after it, Hide Reject Button, and is applicable if the setting is disabled; meaning that the Reject button is available to the signer.

Should a signer reject a document this setting allows you to determine what the next action will be regarding the workflow.

Once a signer Rejects a document you can choose:

Continue with the signing flow (the document will continue uninterrupted.)

Cancel the document and send an email notifying the signers (that the document has been cancelled).

Cancel the document and do not send an email to the signers (do not let the signers know the document has been cancelled).

Hide Reject Button

This option will hide the Reject option. This option allows the signer to reject, this action will let you know that they have decided not to sign the document. You can set what the workflow will do next in the Global Settings. By the “Hide Reject Button” option you will see the dropdown with three (3) options, as in the image below.

Hide Change Signer Button

Change Signer allows the signer to do exactly what it says, it allows them to reassign their tags in the document to another signer, i.e.: A husband may change it so that his wife will sign the document. At this time Signority will ask for her name and email address to forward the document.

Hide Save Button

If the Hide save button option is enabled, the recipient will not have the ability to save their progress as they are undergoing the signing process, and will have to either fill out the entirety of a form in one session or start over the next time they access the document.

Hide Download Button

Upon selecting the Hide download button option, the signer will not have the option to download the document that they are currently signing.

Hide View Document Button

When the Hide view document button option is picked, the signer will not be able to see the document again after they have signed it.

Hide Status Button

If the Hide status button option is selected, the signer will be unable to view the document’s ID, GUID, name, Creation date, Expiry date, Recipient list, and history while information about whether or not other recipients have signed will also be unavailable.

Hide Thumbnail

If the Hide thumbnail option is selected, the signer will no longer see the thumbnail summary showing how many pages there are in each file that makes up the document.

Hide Help Button

If the Hide help button option is selected, the signer will no longer see the help button located at the bottom right side of the page.

Hide Draw Signature Option

This will hide the Draw tab on the Signature box when they click to sign the document, preventing them from using their finger or stylus to apply their signature.

Hide Type Signature Option

This will hide the Type tab on the Signature box when they click to sign the document, preventing them from typing their signature.

Hide Upload Signature Option

This will hide the Upload tab on the Signature box when they click to sign the document, preventing them from uploading an image of their signature to use to sign the document.

Allow Users to Delegate Signing Authority

When enabled this option allows users to designate a member from their own team to sign a document on their behalf. This option is particularly useful when a user is going on vacation and has time sensitive documents out for signing. You can read how to delegate a signer here.

Signer View Options Overview

Available with: All Plans Role: All Users

Signer View is the document specific version of ‘Signer Options’. They allow a sender to restrict the signers ability to perform certain actions when signing the document.

Leaving the option unchecked will allow the signer to access that option. If it is checked, as shown with the “Hide thumbnail button” below, the option will be hidden from the signer.

Here is an explanation for each option:

Hide Change Signer Button

Hide Reject Button

Hide Save Button

If the Hide save button option is checked, the recipient will not have the ability to save their progress as they are undergoing the signing process, and will have to either fill out the entirety of a form in one session or start over the next time they access the document.

Hide Download Button

Upon selecting the Hide download button option, the signer will not have the option to download the document that they are currently signing.

Hide View Document Button

When the Hide view document button option is checked, the signer will not be able to see the document again after they have signed it.

Hide Status Button

Hide Thumbnail

If the Hide thumbnail option is selected, the signer will no longer see the thumbnail summary showing how many pages there are in each file that makes up the document.

Hide Help Button

If the Hide help button option is selected, the signer will no longer see the help button located at the bottom right side of the page.

Hide Draw Signature Option

If selected this will hide the Draw tab on the Signature box when they click to sign the document, preventing them from using their finger or stylus to apply their signature.

Hide Type Signature Option

Checking the box for this option will hide the Type tab on the Signature box when they click to sign the document, preventing them from typing their signature.

Hide Upload Signature Option

This will hide the Upload tab on the Signature box when they click to sign the document, preventing them from uploading an image of their signature to use to sign the document.

Editor Recipient Abilities

Available with: Custom & Enterprise Plans Role: All Users

Editing a Document as an Editor Recipient

The Editor role does not have any tags to fill or sign. Their purpose is to make changes to the package by updating or adding additional tags and adding supplemental pages before it reaches the next recipient.

Editor recipients will receive an email similar to other recipients when they are assigned as an Editor, however, after opening the document and accepting the terms of use, they will be brought to a version of the editor page, rather than the signing page.

Editor Recipient email notification
On this page the Editor Recipient can review and make changes by:

adding additional pages to the document package
adding/removing tags, update any tag settings
Once done, click Finish Editing to allow the signing of the document

Note: Editors are not able to adjust the recipients or document settings.

Editor Recipient document design page

Editor Recipient

Available with: Custom & Enterprise Plans Role: All Users

This is a role you would assign someone if you wish to allow them to make changes to the document before it is sent for signing.

A Recipient Editor:

Must be the first recipient in the workflow
Are not signers and cannot have tags assigned to them. They may be added as a Signer later in the signing order if they need to contribute to the document.
May add, remove, or replace document files in the package
May add, remove, or replace tags that are on the document.
Cannot edit the workflow or recipients
Cannot change document settings, i.e.: Signer Options.

Note: For any large errors, completing a cancel and resend of the package should be considered.

Adding an Editor Recipient

Begin by creating a new document, then upload your documents or go straight to the add recipients page.
In the Recipients page select the Signing Order checkbox.
Add your recipients, placing the person that you want to be the Recipient Editor as the first signer.
Change their role to Editor in the dropdown menu.
Finish designing the document as you normally would and then click Send (or Save if this is a Template)

What do the Severity Level and Priority mean for my support issue?

When you submit a support ticket you will receive an email stating the tickets Severity Level and Priority level, shown in the image below. These let you know the estimated time for resolution of the problem and how wide spread it may be.

Before we begin, you can read a much more detailed explanation of Signority’s standard SLA (Support Level Agreement) here.

Here are the five (5) level of Severity Levels that Signority has defined and what they mean:

Level 1 – Critical:
Services are unavailable for all Users
Level 2 – Disruptive:
Services prevent clients from executing one or more critical business processes for a substantial number of Users, or Services are usable with limited capabilities and/or intermittent interruptions which have serious business Impact.
Level 3 – Localized, no Workaround:
Services disrupt important business processes for less than a substantial number of Users. No reasonable workaround available.
Level 4 – Localized, w/Workaround:
Disruption of important business processes where a workaround is available or functionality is not imperative to Your business operations. Disruption does not have a significant impact on Your business operations, but may impair nonessential functions of the Services or adversely affect the use of the Services. Reasonable workaround is available. A reasonable workaround is available.
Client Knowledge:
An issue that can be resolved by sending the user an already available Knowledge Base article, online video tutorial, or support guidance.

Along with the Severity Level assigned to your ticket will be a Priority Level, this level gives guidance on the estimated timeline required to resolve the issue.

The Priority Levels are Low, Medium, and High.

High
Will always be assigned to a Level 1 incident. This means all hands on deck and we are working to resolve the issue as quickly as possible.
Medium
This priority level will always be associated with a Level 2 situation, and in some cases a Level 3. This is a major interruption that most likely will require a Hotfix. This means as soon as we have a solution that has been tested thoroughly we will release it asap. We will always work to resolve the issue within 3-5 working days.
Low
The Low priority does not mean that you are necessarily at the bottom of the list. This simply means that as soon as we understand what is causing the issue we know it may take more time to resolve.
A low priority will be assigned to Severity Levels 3, 4, and 5.
It does mean that if the issue is restricted to select accounts and is not restricting business, the ‘fix’ will be released either in a Patch (a smaller release scheduled between our major updates/Sprints) or it may come out in our next sprint (major release).
A low priority will also be assigned to any ticket where we have been able to resolve it through sending you a tutorial or if you actually needed to speak with another department for your question.

Tag Font Size

Tag font size too large or too small for your documents? Customize tag font size on an individual case or global basis.

Individual Tag Font Size

Start a new document or template
Upload your file and add your recipients
Drag and drop your tags onto the document/template
Select the tag you would like to modify the font size of
Click on the gear icon above the tag to open the tags settings
Select the dropdown next to ‘font size’ and choose which size font you would like for the tag
Click Save and continue with the rest of the document creation process

Customize Default Font Size

Role(s): Individual User, Team Admin, Super Admin

To adjust this, open Global Settings (For team admins this is in the admin console under Settings)
Under Document, select the dropdown for ‘Default Font Size for Tags’
Choose what size font you would like for tags
Click Save

What happens when I log a support ticket?

When someone either emails support at suppport@signority.com, or logs a ticket using our support form (available through the website and your Signority application Dashboard), an official Signority Support ticket is created and logged.

The person experiencing the issue will then automatically receive:

an email confirming that we have received your submission
an email with your support ticket number

Depending on the urgency of your issue, plan, and your organizations SLA (Service Level Agreement), you will hear back from one of our support representatives between 1 business hour and 2 days. This representative will work with you to resolve the issue as soon as possible. View our Standard SLA.

Should your issue require a hotfix or patch we will give you the estimated timeline until the fix is in place, and then email you to confirm the fix once it has been initiated.

Usage Report

Available with: All Plans

Usage reports provide users with basic usage information for their accounts, including their team role, team usage, subteam usage, and individual usage. For Admins, it will also show the total usage of their team. Usage reports include: Signority provides users with various comprehensive reports that allow users to gain valuable insights into their account activities so that businesses and individuals can manage and monitor their accounts effectively.

Signority automatically generates a report at the end of every month, which will be titled “Monthly Report – Usage Report – “MONTH YEAR” which can be found on their respective pages. Monthly reports not covering everything you want out of a report? Run a customized report with specific dates that better fit your needs.

Accessing your usage reports can be done using the left sidebar menu. On the bottom of this menu you will see an icon labeled Reports. From the User Menu, click on Reports, and then click on Usage Report in the menu that appears as shown below.

When the Usage Report page opens, you will see a window similar to the one below. On this page, you will have access to your monthly reports as well as any previous usage reports you have run.

How to Run a Usage Report

Select the timeframe you wish the report to cover. You can either use one of Signority’s default timelines (1) or specify a custom timeframe (2) you require.
Click Run (3) to have the report generated.
Your report will be generated and will be listed under Saved Reports (4) and an email will be sent to you once the report is ready for you to view.
Once you receive the email, go back to the Usage Report page to find your report under Saved Reports.
Under Saved Reports (4) you can then click on the report to view it.
Export the report as a CSV file using the “Download” button.

Note: Reports are run each night and will be ready by 8:00 am EST time the next morning. Otherwise, your report may take up to an extra 24 hours.

Usage Report Page Features

Filter Results: When running a report, you can use the Filter Results dropdown to filter your reports by a Signority’s default timelines.
Note: When you run one of these filters the results will not include the day you are making the request.The preset time periods are:
1. Yesterday: The day prior
2. Last 7 Days: The previous 7 days
3. Last 30 Days: The previous 30 days
4. Quarter to Date: Quarters are based on the calendar year, Jan-Feb, March-May, June-Sept, and Oct-Dec. For example, if you are running this report on August 8th you will receive a report for the dates of June 1 to August 7th
5. Last Quarter: The quarter prior to the one you are currently in
6. Year to Date: From January 1st to the day before running the report
7. Subscription Period to Date: From your subscription start date (or last renewal date) to the day before you are running the report (If you are paying monthly, you will receive only up to the previous 30 days. If you are yearly, it will go back up to 364 days, depending on when you are running it.)
Date from/to: If the Filter Results menu does not suit your need, these fields allow you to run a report for a specific timeframe that you require.
Run: This button will send the request for the report to be generated. Once complete, you will receive an email letting you know it is ready for viewing.
Saved Reports: This is where your report will appear. It will list the reports’ status as queued (queued to be generated), complete (ready to view), or opened.
Rename: Rename the report by selecting the checkmark next to the report and then clicking “Rename”

The information that will be included in the report:

User Name: The team member this information is relevant to.
User Email: The email address associated with the respective team member.
Document Storage: The amount of storage space used by the team member for storing signed documents.
Documents Sent: The total number of documents sent by the team member.
Average Time To Sign In: The average time it took for the team member to sign in to Signority.

Bulk Export

Available with: All Plans Role: Super Admin, Billing Admin

In the case where you need to close your account or move your documents in mass, bulk export allows users to save copies of documents sent from a you and your organization. Similarly, if have enabled document retention so that your documents will be automatically purged from your Signority account after a specific number of days, bulk export will allow you to save copies of those documents to your device or an integration.

Note: If the files selected for the export are greater than 1GB, the documents will be compressed into two or more ZIP/TGZ files.

Running a Bulk Export

To export documents in bulk:

If your plan is a(n):

Individual Plan: Select Bulk Export from your lefthand sidebar menu.
Team Plan: Admin >> Bulk Export

On the bulk export page you will see:

Bulk Export Page

View Exports: Takes you to the Export History page to view past bulk exports.
Document Status: Filter the documents you need to export by their status.
Export documents from: This is the date range you want the documents fall within.
Export documents to: There are two options:
1. Direct Download: which will result in a link being generated where you will be able to download the documents from.
  Note: A direct download link is only active for 7 calendar days before it expires. You may, within 7 days of it expiring, refresh the link for another 7 days, after which the link is permanently deactivated.
  Important: Once the link is permanently deactivated the compressed files containing your documents are deleted permanently and unrecoverable.
2. Integration: You would choose this if you have an integration set up, i.e. SharePoint. This allows you to specify the location where the documents will be sent.
File Type: This is the compression file type you want to receive the files in. There are two choices; Zip file or TGZ file.
Automatically Delete Exported Documents: This option allows you to have the documents deleted off of our servers once the export has been completed.

Your Bulk Export is Ready

Once you have completed each option click the Export button at the bottom of the list to start the export. When the export has been successful, you will receive an email letting you know that you can access your documents.

Bulk Export Email

The next time you go to the Bulk Export page you may be taken directly to the Export History if you have not yet downloaded your last export.

You can access your files by either:

Going to the location you specified in the integration option, or
Clicking on the link in the email if you chose Direct Download.

Remember: You only have seven (7) calendar days to access the documents.

Once you click the link you will be taken to the Export History page (you must be signed into Signority to access the page).

Bulk Export History

From left to right, the columns above show you the:

Document Period: This is the date range you chose for that export.
Document Status: This lists the status requirements you set for the documents.
Export Date: Gives you the time and date of the export.
Export Documents Deleted: Tells you if you requested that the documents be deleted after export.
Export Status: This lets you know if your export is Queued, Ready, or Expired.
Exported To: Lists the type of export you requested; Direct Download or Integration

Access Your Documents

To access the documents of a recent export, click anywhere on the row of the export you want to download.

Bulk Export Click row

This will open an Export Details page; on this page you will be able to:

Bulk Export Details Page

View the details of the export
Go back to the Exports History Page
Download the ZIP/TGZ files directly
View the list of documents and verify that their export was successful

View Export Report List

To view the list of documents you exported and verify that they all completed successfully, click the cross beside the export name.

The overall report will show you the list of all the documents you selected for export, as shown below.

Export list expanded

The columns in the report, from right to left, are:

Document Name: Name of the document
Owner: This is the person who created the document
Last Modified: The date this document was last modified.
Status: This is the status of the document at the time of its export.
Document Size: The file size of the document.

To the left of the document name, you will also see either a green icon with a circle and checkmark, or a red icon of an x and a checkmark. This tells you whether or not the export of that document was successful.

failure success