When it comes to a document access security, SigningHub gives you advanced options to additionally protect your document(s). There are three different ways through which you can restrict your document access for a recipient, i.e. configure password based authentication, or an OTP based authentication, or define a particular time period after which your document will be inaccessible to the recipients. See the following table for details:


Document Access Security

Fields

Description

Default Behavior

Document access authentication

Select the check box to enable recipient authentication through a specified password or an OTP process when attempting to access the document. OTP can be sent via SMS or Email. 

On selecting the checkbox, the dialog displays further options as displayed in the image below.

  • Password Authentication 
    This will let you set an exclusive password for a recipient to access the document.

            While typing in a password, the Password Policy will be displayed. SigningHub will allow you to specify a               password that complies with the given Password Policy. Password Policy will be configured at Enterprise             level or Administrator level according to account type.

             The following image illustrates the Password Policy displaying with the Password field.

If document owner is the part of an Enterprise than follow the Password Policy defined in Enterprise Advance Settings .If its an individual user than follow Password Policy defined in SigningHub Admin Global Settings.
  • OTP Authentication
    This will let you specify the mobile number of a recipient to send OTP. Whenever the recipient will try to open this document an OTP will be sent to that mobile number. The document will be opened/ accessible only upon providing the correct OTP.

            By default, the specified number is displayed partially masked to comply with the GDPR policy.

            Click  to view the complete number.

Disabled

Document access duration 

Select the check box to allow document access only for a specified duration for the selected or all recipients. You can specify the access duration via specific date and time or a number of days.

On selecting the check box, the dialog displays the following fields as shown in the image below.

  • Via date and time
    Set a specific start and end date/time for a recipient to access the document. The recipient will not be able to access the document beyond this duration. Also if the document is not processed within the specified time, the document will be considered declined.
  • Via days
    Set a number of days in which a recipient can sign the document after receiving it. The recipient will not be able to access the document after this duration. Also if the document is not processed within the specified days, the document will be considered declined.

Disabled

Document Signing Authentication

Select this check box to enable recipient authentication through OTP process when attempting to sign the document. 

On selecting the check box, the dialog displays the following option as shown in the image below.

  • Mobile Number

Enter the mobile number on which the OTP will be sent via SMS. The full international number must be entered in the  00 44 234334334 or +44 234334334 format. By default, the specified mobile number is displayed partially masked to comply with the GDPR policy. Click   to view the complete number.

In the following cases, the "Document Signing Authentication" option is not available on the "Set Access Security" dialog:

  • For the recipients of type "Reviewer" , "Editor" or "Send A Copy"
  • Workflow type is set to "Individual"
  • Recipient is a Group signer



To set access duration via date & time


Considering the screenshot scenario, the document will be accessible to "Simon Gill" only from December 21, 2016 14:00:20 to December 31, 2016 14:00:20 for processing. The document will be considered declined if it is not processed within this time-period. 


Access Duration via days



Considering the screenshot scenario, the document will be accessible to "Simon Gill" for the next 10 days after receiving it. The document will be considered declined if it is not processed within this time-period.


To set document access authentication
After you have:


  1. Click  against the recipient/ placeholder, for whom you want to set document access security.

  2. A dialog will appear, select the check box(es) as required. See the "Document Access Security" table for details.
  3. Click the "Save" button.


Password Authentication




Considering the screenshot scenario, the recipient "Caroline Joseph" will have to provide this (specified) password to access and process the document.



OTP Authentication


Considering the screenshot scenario, an OTP will be sent to the specified mobile number of "Simon Gill", whenever he attempts to access the document. He must provide the received OTP to access and process the document.


To set document signing authentication:


After you have:


  1. Click  against the recipient/ placeholder, for whom you want to set document access security.


 

2.    A dialog will appear, select the check box and enter the mobile number of the recipient.



3. Click "Save".

The availability of configuring OTP security feature is subject to your subscribed service plan. If you cannot find this option in your account, upgrade your service plan. 


See Also