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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.

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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:

  1. Create envelope and define its workflow
  2. Designer to place signature and form fields
  3. Send Envelope

You also can save the envelope as Draft or Template.

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When you create a new envelope, you can set at least the following parameters:

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  • 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: Beginner Guide)
    • Needs to Sign (PKCS#7): optional feature to sign a document with a PKCS#7 signature (For more information: 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)

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Further reading:

For users who want to go deeper into product capabilities, we recommend to consider also the following chapters:


Create and Send Envelopes

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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:

  1. Create envelope and define its workflow
  2. Designer to place signature and form fields
  3. Send Envelope

You also can save the envelope as Draft or Template.

(1) Create Envelope
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CreateEnvelope
CreateEnvelope

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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
      • 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: Beginner Guide)
      • Needs to Sign (PKCS#7): optional feature to sign a document with a PKCS#7 signature (For more information: 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)
  • 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.

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  1. Envelope
  2. Documents
  3. Recipients
  4. Message
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.

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  1. Defines order in workflow
  2. Address book
  3. Phone number
  4. Task
  5. Personal message
  6. Authentication
  7. Additional details
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:

  • SMS-Authentication (Authentication settings->SMS-Code)
  • Disposable certificate (Additional details->Disposable Certificate)
  • SMS-OTP Signature (Additional details->SMS-OTP Signature)

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.

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  1. Authentication settings

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(2) Designer

The Designer helps you to assign predefined signature fields of the document to the recipients and define additional signature fields and form fields.

  • Recipients: Select a recipient for placing signature or form fields by drag and drop. Every recipient has its own color to be easily visible at the document preview.
  • Form fields and predefined fields: signature field and form fields (e.g. text form, checkbox, radio button) and predefined field (e.g. initials of the recipient)
  • Document: The document shows the pages of the envelopes documents and the placed elements (signatures and form fields) can be easily moved, edited (by clicking on it) and deleted (except predefined form fields of the uploaded PDF document).
Info

The next figures show you how to add for example signature fields and textfields in the eSignAnyWhere viewer. In the video you see how you can position the fields and how you can change the settings of the form fields. For example we changed the settings of the first signature field in the video from Click2Sign to Draw2Sign (if you select more than one type, the signer can choose his signing method).

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  1. Recipients
  2. Tools
  3. Document

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:

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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.

FigureDescription

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  1. Replace


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.


Image Added

  1. Defines order in workflow
  2. Address book
  3. Phone number
  4. Task
  5. Personal message
  6. Authentication
  7. Additional details


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:

  • SMS-Authentication (Authentication settings->SMS-Code)
  • Disposable certificate (Additional details->Disposable Certificate)
  • SMS-OTP Signature (Additional details->SMS-OTP Signature)

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.




Image Added
  1. Authentication settings


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(2) Designer


The Designer helps you to assign predefined signature fields of the document to the recipients and define additional signature fields and form fields.

  • Recipients: Select a recipient for placing signature or form fields by drag and drop. Every recipient has its own color to be easily visible at the document preview.
  • Form fields and predefined fields: signature field and form fields (e.g. text form, checkbox, radio button) and predefined field (e.g. initials of the recipient)
  • Document: The document shows the pages of the envelopes documents and the placed elements (signatures and form fields) can be easily moved, edited (by clicking on it) and deleted (except predefined form fields of the uploaded PDF document).
Info

The next figures show you how to add for example signature fields and textfields in the eSignAnyWhere viewer. In the video you see how you can position the fields and how you can change the settings of the form fields. For example we changed the settings of the first signature field in the video from Click2Sign to Draw2Sign (if you select more than one type, the signer can choose his signing method).


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  1. Recipients
  2. Tools
  3. Document

Define Signature of Recipient

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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 Beginner Guide)
    • SMS-OTP Signature: The recipient receives a SMS with the one-time-password (OTP)

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Form Fields

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You can add form fields simply by drag and drop and place it on the document or via the advanced tags as predefined fields.

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  • Textfield
    • allows the signer to fill in some text (e.g. telefon number)
  • Signature (see above)
  • Radiobutton
    • allows to create a group of field, where just one can be selected (e.g. Yes or No)
  • Checkbox
    • allows to check a box; if required is set, the checkbox must be selected before the workstep can be finished.
  • Listbox
    • enables to select 0-many fields of the list
  • Combobox
    • enables to select one field of the list
  • Signer Attachment
    • allows the signer to attach a file

Some of the fields enable an advanced setting, where you can define additional settings (e.g. font family).

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(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
    • Expiration Date of the envelope
    • Automatic Reminders: configure reminders for the recipient if he has not fulfilled his tasks
  • General Setting: To use a qualified timestamp server for all recipients
    • ; if required is set, the checkbox must be selected before the workstep can be finished.
  • Listbox
    • enables to select 0-many fields of the list
  • Combobox
    • enables to select one field of the list
  • Signer Attachment
    • allows the signer to attach a file

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.

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SendEnvelope
SendEnvelope


(3) Send Envelope

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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
    • Expiration Date of the envelope Image Added
    • Automatic Reminders: configure reminders for the recipient if he has not fulfilled his tasks
  • General Setting: To use a qualified timestamp server for all recipients

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:

Image Added

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 Image Addedis the first reminder after the envelope was sent. After this first reminder the continuing reminders Image Addedstart. 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 Image Addedthe 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 Image Added.

Image Added


For more information about the api configuration please also see the beginner guide.


  1. Summary
  2. Notification settings
  3. General settings
  4. Send the envelope

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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)

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  • 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.

Image Removed
 

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.

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Image Removed

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  • Expiration Date
  • Subject
  • Document(s) as CSV
  • Recipient(s) as CSV

Templates

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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

Image Added
 

Document Tags and Placeholders

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Here you can download a PDF which contains one recipient with a Click2Sign signature field by using the tags. For a complex example please see the Text Placeholders Use Case.

Document Tags

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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).

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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 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

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Bulk Envelopes Image Added

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For further information please see the Bulk Sending Use Case.

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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 Bulk Sending Use Case.

Automatic Remote SignaturesSignatures Image Added

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eSignAnyWhere allows you to use automatic remote signatures to be applied to a document. Details are available in the Beginner Guide. Please contact your Namirial Sales if you are interested in this feature.

PKCS#7 SignerSigner Image Added

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This is a feature to allow the signer to sign a document with a PKCS#7 signature. You find details in the Beginner Guide.

SwissCom On-Demand-CertificateCertificate Image Added

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Please contact your Namirial Sales if you are interested in this feature.

BankId Image Added

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Please contact your Namirial Sales if you are interested in this feature.

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Configure the user token:

Image RemovedImage Added


If you use eSignAnywhere on premise you also can configure the endpoint (URL).

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