Basic The user guide chapter is providing a basic documentation for envelope senders, registered users and administrators of an organization for the eSignAnyWhere product. After reading this guide you will know how to create and send signature requests and manage all organization related settings.
| Table of Contents | ||||
|---|---|---|---|---|
|
Create and Send Envelopes
In addition an advanced guide and an electronic signature guide are available for further information (also linked at relevant chapters).
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:
- Create envelope and define its workflow
- Designer to place signature and form fields
- 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:
Further reading:
For users who want to go deeper into product capabilities, we recommend to consider also the following chapters:
- The eSignAnyWhere Integration Stories, which document both API-related and Web UI typical use cases examples from a usecase centric perspective
- The Application Reference, which documents the different product features from an UI centric perspective
Create and Send Envelopes
...
In addition an electronic signature guide is available for further information (also linked at relevant chapters).
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:
- Create envelope and define its workflow
- Designer to place signature and form fields
- Send Envelope
You also can save the envelope as Draft or Template.
(1) Create EnvelopeAnchor CreateEnvelope CreateEnvelope
| CreateEnvelope | |
| CreateEnvelope |
...
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 view: the recipient must open the document to continue the workflow
- Recipient Types:
- 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 Beginner Guide)
- Needs to Sign (PKCS#7): optional feature to sign a document with a PKCS#7 signature (For more information: Advanced User Beginner 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)
- Recipient Types:
- 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.
Create_envelope
| Multimedia | ||||||
|---|---|---|---|---|---|---|
|
|
| Info |
|---|
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. |
...
- Defines order in workflow
- Address book
- Phone number
- Task
- Personal message
- Authentication
- Additional details
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 or an envelope, 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 or envelope, on the replace icon of the document.
| Figure | Description |
|---|---|
|
| Info |
|---|
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. |
|
| Info |
|---|
Additional information to the phone number of the recipient: The phone number of the recipient |
| Info |
Additional information to the phone number of the recipient: The phone number of the recipient is connected with the following three phone number settings:
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) DesignerThe Designer helps you to assign predefined signature fields of the document to the recipients and define additional signature fields and form fields.
|
|
Define Signature of Recipient
...
Please also see the electronic signature guide.
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. (For more Information please have a look into the Advanced User Beginner Guide)
- SMS-OTP Signature: The recipient receives a SMS with the one-time-password (OTP)
...
- 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:
...
Some of the fields enable an advanced setting, where you can define additional settings (e.g. font family).
A more detailled explaination of the different Form Elements and their properties is contained in the Designer Page chapter of the Application Reference.
Anchor SendEnvelope SendEnvelope
(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
- General Setting: To use a qualified timestamp server for all recipients
...
- Summary
- Notification settings
- General settings
- Send the envelope
Regarding the expiration date of the envelope:
Before sending you have to choose between the following two options:
- Envelope expiry as relative time, provided in days:hours:minutes after sending the envelope
- Envelope expiry as absolute time, provided as timestamp and selected in the timezone in the account settings
On the last page (envelope summary) of creating and sending an envelope you can find the settings for the absolute, relative date and also the configuration for the reminders. Please see the next figure for detail information:
Please see the following figure which shows the configured reminders in a timeline. Note that the use case one shows the exact configuration which is configured above in the envelope expiration settings. The difference in the second use is that the "warn signers before request expires (in days)" is 5 days instead of 4 which is shown in the configuration above. Summing up the configuration: The point 
is the first reminder after the envelope was sent. After this first reminder the continuing reminders 
start. Therefore, as it is configured in the settings above, every second day after the first reminder the recipient will get a reminder for signing the document. If also a reminder is configured before expiration 
the continuing reminders will orient themselves on this reminder. This is shown in the second use case. If such a reminder is used, the continuous reminder can be postponed by one day (referring to the last continuous reminder). Overall, the recipient will receive a reminder again two days after the additional reminder .
For more information about the api configuration please also see the beginner guide.
|
Envelope Management
...
In addition an electronic signature guide is available for further information (also linked at relevant chapters).
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
Envelope Management
In addition an advanced guide and an electronic signature guide are available for further information (also linked at relevant chapters).
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.
...
The finished document shows the PDF including the signed signature fields. Please also have a look at the signer guide.
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.
...
| Info |
|---|
When you first load the “Document” page no filters are applied. All your envelopes are listed in it. You can easily add multiple filters by selecting them from the menu (left) one after another 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.
...
...
- Download as CSV
.
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.
| Figure | Description |
|---|---|
|
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 template as a new envelope (same function also available in creation of an envelope in the document section as "add a template"
- Details: show details about template
- Edit: modify template
- recipients
- settings
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.
...
...
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. For a complexer complex example please see the Advanced User Guide and the advanced tags Text Placeholders Use Case.
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).
...
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. If you want to use the advanced tags, please go to the Advanced User Guide Text Placeholders Use Case.
| Info |
|---|
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 
...
For further information please see the Advanced User Guide Bulk Sending Use Case.
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.
...
After creating your CSV, you can upload it. Afterwards you can continue the standard process of creating an Envelope. For further information please see the Advanced User Guide Bulk Sending Use Case.
Automatic Remote SignaturesSignatures 
...
eSignAnyWhere allows you to use automatic remote signatures to be applied to a document. Details are available in the Advanced User Beginner Guide. Please contact your Namirial Sales if you are interested in this feature.
PKCS#7 SignerSigner
...
This is a feature to allow the signer to sign a document with a PKCS#7 signature. You find details in the Advanced User Beginner Guide.
SwissCom On-Demand-CertificateCertificate 
...
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.
...
Configure the user token:
If you use eSignAnywhere on premise you also can configure the endpoint (URL).
...