The Document Settings tab lets you configure documents related settings in a role. From here you can set the privileges for the document owners and recipients (within your enterprise) registered with this role, and may also configure document related provisions available within integration mode (i.e., iFrame).  

The concept of shared spaces has been introduced which allows delegating your document processing authority to a group of users, configure it as required. It also provides a team working environment, where the peers have the same set of privileges inside a space and can process the team documents accordingly.

Configure document settings in a role 
Make sure that you are logged in with your Enterprise Admin credentials.

  1. Click the profile drop down menu (available at the top right corner).
  2. Choose the "Enterprise Settings" option.



  1. Choose the "Roles" option from the left menu.



  1. Search and select the role to edit from the list and click the edit icon  adjacent to it. The "Edit Role" screen will appear for re-configurations.



  1. Click the "Document Settings" tab.

  

  1. Configure the available fields as required and click the "Save" button to apply changes.
    See description in the "Document Settings" table below.

 





Document Settings

Fields

Description

As Document Owner

Upload and Share

Select this option to allow the document owners within your enterprise (belonging to this role) to upload and share documents with any users (i.e., inside and outside your enterprise). This will enable the "New Workflow" option on their System Dashboard and Document Listing screens.

If you keep the "Upload and Share" option deselected, it will restrict the document owners to upload and share documents with other users. However, they can still sign their (personal and received) documents.

  • Select the "Start existing workflow" sub option to show or hide the "Start New Workflow" option on the the "Documents Listing" page under the More Options menu.
  • Select the "Replicate Workflow" sub option to show or hide the "Replicate Workflow" option on the the documents listing screen under the More Options menu, and on the document viewer screen. 
  • Select the "Only share with your enterprise contacts and groups" sub option to restrict the document owners to only share documents with their enterprise contacts and enterprise groups. The users will not be able to share documents with any personal contacts or personal groups.
  • Select a value (i.e., Just Others, Me and Others, or Only Me) from the "Workflow Mode" drop-down list that can be set as default when the document owners click the "New Workflow" button from their System Dashboard or Document Listing screens. They can however change the default workflow mode by clicking the adjacent drop-down list while initiating a workflow as required.
  • Select a value (i.e. Serial, Parallel, Individual, or Custom) from the "Workflow Type" drop-down list which can be displayed (as selected) to the document owners while adding recipients in a workflow. They can however change the default workflow type while initiating a workflow as required.

Manage recipients

Select this option to allow the document owners within your enterprise (belonging to this role) to change the specified recipients after sharing a document.
If you keep this option deselected, it will restrict the document owners to change the recipients once a workflow is initiated by them.

Print documents

Select this option to allow the document owners within your enterprise (belonging to this role) to print the documents after initiating their workflows.
If you keep this option deselected, it will restrict the document owners to print their workflow documents.

Download documents

Select this option to allow the document owners within your enterprise (belonging to this role) to download the documents after initiating their workflows.
If you keep this option deselected, it will restrict the document owners to download their workflow documents.

Manage document attachments and document merging

Select this option to allow the document owners within your enterprise (belonging to this role) to manage their documents attachments and merging, after initiating their workflows.
If you keep this option deselected, it will restrict the document owners to manage attachments of their documents or merge their documents once their workflows are initiated by them.

Recall documents after sharing a workflow

Select this option to allow the document owners within your enterprise (belonging to this role) to recall a document after sharing it. 
If you keep this option deselected, it will restrict the document owners to recall their documents after they have been shared.

View the workflow history and workflow evidence reports

Select this option to allow the document owners within your enterprise (belonging to this role) to view the workflow history and workflow evidence reports of their documents after initiating their workflows. 
If you keep this option deselected, the document owners will not be able to see these options against their workflow documents.

Save documents as templates

Select this option to allow the document owners within your enterprise (belonging to this role) to save their workflow configurations as document templates after initiating their workflows.
If you keep this option deselected, the document owners will not have the "Save Template" option on the document viewer screen.

Add invisible signatures in the document

Select this option to allow the document owners within your enterprise (belonging to this role) to add invisible signatures in a document. This will add an additional field (i.e., Display) under the "Details" tab of a signature field properties dialog.
An invisible signature will not be displayed on a document. However it entails all other verifiable characteristics of e-signing i.e., Time stamping, Certificate Chain, Certificate Status, etc. An invisible signature can be a Digital Signature, Witness Digital Signature or Witness In-Person Signature as configured in a workflow.

Set document access authentication for all recipients

Select this option to require the document owners within your enterprise (belonging to this role) to set the document access authentication for all the recipients before sharing the workflow. By default, this option is deselected. 
If you keep this option deselected, the document owners will be able to share the workflow without having to set the document access authentication for all the recipients.

Set document signing authentication for all recipients

Select this option to require the document owners within your enterprise (belonging to this role) to set the document signing authentication for all the recipients before sharing the workflow. By default, this option is deselected. 
If you keep this option deselected, the document owners will be able to share the workflow without having to set the document signing authentication for all the recipients.

Allowed Signature Fields 

Signature

Select this option to allow the document owners within your enterprise (belonging to this role) to add signature fields in their workflows. If this option is selected, the "Level of Assurance" and "Default Level of Assurance" mandatory fields will appear for the user to configure.
If you keep this option deselected, the document owners will not be able to add the "Signature" field while preparing workflows.


The "Level of Assurance" field allows the enterprise admin to configure the levels of assurance that the document owners are allowed to use for a signature field. You can either allow specified levels of assurance or allow all available levels of assurance. The drop down list for this field displays the levels of assurance as configured in the service plan. The possible options for this field are:

  • Simple Electronic Signature (SES)
  • Electronic Seal (eSeal)
  • Advanced Electronic Seal (AdESeal)
  • Qualified Electronic Seal (QESeal)
  • Advanced Electronic Signature (AES)
  • High Trust Advanced Signature (AATL)
  • Qualified Electronic Signature (QES)


  For details about the above mentioned levels of assurances, click here. 

The "Default Level of Assurance" field defines what levels of assurance will be used by default when the document owners drops a signature field. The system automatically populates this field as per the "Default Levels of Assurance" field, in the service plan. The configured levels of assurance from the "Level of Assurance" field will be listed in the "Default Level of Assurance" drop down list for the enterprise admin to manually configure the "Default Level of Assurance" field. The configuration of this field supersedes the configuration of the "Default Levels of Assurance" field  in the service plan.

For a new enterprise user under a specific role, the system will pick the configured default level of assurance from this field and set it as the default level of assurance for the user in Personal Settings.
  1. ​The naming standards of the Levels of Assurance are subject to the SigningHub Admin configurations.
  2. If the Simple Electronic Signature (SES) is set as the default level of Assurance, no other level of assurance can be set with SES under the "Default Level of Assurance".

In-Person Signature

Select this option to allow the document owners within your enterprise (belonging to this role) to add In-Person signature fields in their workflows. If this option is selected, the "Level of Assurance" and "Default Level of Assurance" mandatory fields will appear for the user to configure.
If you keep this option deselected, the document owners will not be able to add the "In-Person Signature" field while preparing workflows.


The "Level of Assurance" field allows the enterprise admin to configure the levels of assurance that the document owners are allowed to use for an In-Person signature field. You can either allow specified levels of assurance or allow all available levels of assurance. The drop down list for this field displays the levels of assurance as configured in the service plan. The possible options for this field are:

  • Simple Electronic Signature (SES)
  • Electronic Seal (eSeal)
  • Advanced Electronic Seal (AdESeal)
  • Qualified Electronic Seal (QESeal)


The "Default Level of Assurance" field defines what level of assurance will be used by default when the document owners drops an In-Person signature field. The system automatically populates this field as per the "Default Levels of Assurance" field, in the service plan. The configured levels of assurance from the "Level of Assurance" field will be listed in the "Default Level of Assurance" drop down list for the enterprise admin to manually configure the "Default Level of Assurance" field. The configuration of this field supersedes the configuration of the "Default Levels of Assurance" field  in the service plan.

For a new enterprise user under a specific role, the system will pick the configured default level of assurance from this field and set it as the default level of assurance for the user in Personal Settings.
  1. ​The naming standards of the Levels of Assurance are subject to the SigningHub Admin configurations.
  2. If the Simple Electronic Signature (SES) is set as the default level of Assurance, no other level of assurance can be set with SES under the "Default Level of Assurance".
  3. For the "Default Level of Assurance" field, 
    • If any of eSeal,AdESeal,QESeal is selected as default in the service plan, they will be selected as default.
    • If none of eSeal,AdESeal,QESeal is selected as default in the service plan, but are allowed in the "Level of Assurance" field, they will be selected as default.

Initials

Select this option to allow the document owners within your enterprise (belonging to this role) to add initials fields in their workflows.
If you keep this option deselected, the document owners will not be able to add the "Initials" field while preparing workflows.

Allowed Form Fields

Name

Select this option to allow the document owners within your enterprise (belonging to this role) to add name fields in their workflows. 
If you keep this option deselected, the document owners will not be able to add the "Name" field while preparing workflows.

Company

Select this option to allow the document owners within your enterprise (belonging to this role) to add company fields in their workflows. 
If you keep this option deselected, the document owners will not be able to add the "Company" field while preparing workflows.

Text Area

Select this option to allow the document owners within your enterprise (belonging to this role) to add text areas in their workflows. 
If you keep this option deselected, the document owners will not be able to add the "Text Area" field while preparing workflows.

Add Text

Select this option to allow the document owners within your enterprise (belonging to this role) to add text fields in their workflows. 
If you keep this option deselected, the document owners will not be able to add the "Add Text" field while preparing workflows.

Email

Select this option to allow the document owners within your enterprise (belonging to this role) to add email fields in their workflows. 
If you keep this option deselected, the document owners will not be able to add the "Email" field while preparing workflows.

Date

Select this option to allow the document owners within your enterprise (belonging to this role) to add date fields in their workflows. 
If you keep this option deselected, the document owners will not be able to add the "Date" field while preparing workflows.

Radio Button

Select this option to allow the document owners within your enterprise (belonging to this role) to add radio buttons in their workflows.
If you keep this option deselected, the document owners will not be able to add "Radio Button" while preparing workflows.

Job Title

Select this option to allow the document owners within your enterprise (belonging to this role) to add job title fields in their workflows.
If you keep this option deselected, the document owners will not be able to add the "Job Title" field while preparing workflows.

Text Field

Select this option to allow the document owners within your enterprise (belonging to this role) to add text fields in their workflows.
If you keep this option deselected, the document owners will not be able to add "Text Field" while preparing workflows.

Check Box

Select this option to allow the document owners within your enterprise (belonging to this role) to add check boxes in their workflows.
If you keep this option deselected, the document owners will not be able to add "Check Boxes" while preparing workflows.

Attachment

Select this option to allow the document owners within your enterprise (belonging to this role) to add attachment fields in their workflows.
If you keep this option deselected, the document owners will not be able to add "Attachment" field while preparing workflows.
  1. By default, this option is selected: 
    • For all new enterprise roles.
    • For all the existing enterprise roles.​

Allowed Document Certify Options

Allowed Document Certify Options

The "Allowed Document Certify Options" field allows the enterprise admin to configure the certify options that the document owners are allowed to use for the documents being added to a workflow or template. You can either allow specified certify option or allow all available certify options. The drop down list for this field displays the certify options as configured in the service plan. The possible options for this field are:

  • Certify with no changes
  • Certify with form filling and signing
  • Certify with form filling, signing and annotations

Default Document Certify Option

The "Default Document Certify Option" field defines what certify option will be used by default when the document owners adds a the document to a workflow or template. The configured certify options from the "Allowed Document Certify Options" field will be listed in the "Default Document Certify Option" drop down list for the enterprise admin to manually configure the "Default Document Certify Option" field. The configuration of this field supersedes the configuration of the "Default Levels of Assurance" field  in the service plan.

Allowed Templates

All

Select this option to allow the enterprise user (belonging to this role) to access all enterprise templates.
  1. By default, this option is selected: 
    • For all new enterprise roles.
    • For all the existing enterprise roles.​

Any

Select this option to allow the enterprise user (belonging to this role) to access only selected enterprise templates.
  1. In case this option is selected, a minimum of one enterprise template will have to be allowed. ​


When this option is selected, the "Templates" button will appear. Clicking on the "Templates" button opens a dialog that enables you to:

  • View the list of allowed enterprise templates. 
  • Search for an allowed enterprise template. 
  • Add an enterprise template(s) to the list of allowed enterprise templates.
  • Delete an allowed enterprise template(s) from the list of allowed enterprise templates.

None

Select this option to allow the enterprise user (belonging to this role) to access none of the enterprise templates.

Allowed Library Documents

All

Select this option to allow the enterprise user (belonging to this role) to access all enterprise documents.
  1. By default, this option is selected: 
    • For all new enterprise roles.
    • For all the existing enterprise roles.​

Any

Select this option to allow the enterprise user (belonging to this role) to access only selected enterprise documents.
  1. In case this option is selected, a minimum of one enterprise document will have to be allowed. ​


When this option is selected, the "Library" button will appear. Clicking on the "Library" button opens a dialog that enables you to:

  • View the list of allowed enterprise documents. 
  • Search for an allowed enterprise document. 
  • Add an enterprise document(s) to the list of allowed enterprise documents. While adding an enterprise document(s), a filter for "Folder" will appear, if there is at least one enterprise library document folder created. 
  • Delete an allowed enterprise document(s) from the list of allowed enterprise documents.

None

Select this option to allow the enterprise user (belonging to this role) to access none of the enterprise documents.

As Document Recipient

Automatically proceed with workflow upon completion of mandatory actions by signer

Select this option to automatically trigger the "Finish" button in a role. When the users belonging to this role will complete the mandatory actions of their collaboration, the "Finish" button will not be displayed on the screen and the process will be concluded automatically from their end.

If the "Automatically proceed with workflow upon completion of mandatory actions by signer" option is checked, the "Automatically close the document viewer" option shall appear.
Select the "Automatically close the document viewer" sub option to automatically close the document viewer once the signer has performed all the mandatory actions. By default, this option will be unchecked. 
  1. The system will ignore the configurations of the "Automatically close the document viewer" option if, the document signing is performed via an integration link. In this case, the integration settings will be followed.

Miscellaneous

Add comments on documents

Select this option to allow the enterprise users (belonging to this role) to add comments on the workflow documents once their workflows are initiated. 
If you keep this option deselected, it will restrict them to add comments on such documents.

Allow users to delete documents

Select this option to allow the enterprise users (belonging to this role) to delete a document from their account. This will be applicable to all the statuses of a document. 
If you keep this option deselected, it will not allow the users to delete a document.

Bulk Signing and Sharing

Select this option to allow the bulk signing and bulk sharing functionalities in a role. This will enable the "Bulk Sign" and "Bulk Share" options under the documents listing toolbar for the document recipients within your enterprise belonging to this role.

Show local signing setup dialog upon login

Select this option to configure local signing setup in a role. This will show the "Local Signing Connectivity Wizard" option after login for your enterprise users belonging to this role.

Perform actions on behalf of enterprise users

Select this option to allow your enterprise admin to upload and share documents, manage recipients, add signature fields and form fields on behalf of the enterprise users belonging to this role, by using the SigningHub API. This is useful in cases where a specific set of users (i.e., Reviewers) are not allowed to upload and share documents on their own (i.e., the "Upload and Share" option is turned off for them), however they can still review the current status of documents and can send their reminders as required.

Restrict Delegated Signing to only registered users

Select this option to restrict the Delegated Signing provision to the registered users only. This will also impact the document sharing, recipients changing, and placeholder update areas in the same way. The enterprise users belonging to this role won't be able to share documents, delegate their signing authority, change recipients or update placeholder fields with unregistered (i.e., guests or non-activated) users of SigningHub.

Conversely, if you keep this option deselected, the users belonging to this role won't have any such restriction. They can easily delegate their signing authority to guest users as well, and can also share documents, change recipients, and update placeholder fields with them.

Manage shared spaces

Select this option to allow the users within your enterprise (belonging to this role) to manage their shared spaces. They can create their own shared spaces for their nominated collaborators, and may also edit and delete these spaces as required. In this way, the nominated collaborators can process the workflows of a shared space documents on behalf of the space owner in their absence.

If you keep this option deselected, the users (belonging to this role) would not be able to manage their own shared spaces. However they can still collaborate in the shared spaces of other users, if they are made collaborators in them.

Allow users to sign documents

Select this option to allow the users within your enterprise (belonging to this role) to sign documents. They will be able to perform signing operations and can also manage their signature settings accordingly.

Conversely, if you deselect this option, the users will not be able to add any variants of a signature (i.e., e-signature, In-Person signature, Witness e-signature, or Digital signature) in the documents nor be able to manage their signature settings. However, they can still add their Initials, manage the Initials appearance, and may decline their pending documents. 

Allow users to only use personal contacts and groups

Select this option to restrict the users to only use their personal contacts and personal groups. The users will not be able to use any of their enterprise contacts or enterprise groups.

By default the checkbox will remain unchecked. 


  1. ​The enterprise admin who is willing to upload and share documents on behalf of their enterprise users, must have the "Application Integration" rights in their assigned role.
  2. The "Template Applying", "Package Renaming", "Document Renaming", "Documents Merging", and "Documents Managing" options will not be available in the integration mode (i.e., iFrame), irrespective of their role settings.
  3. When you update a role in a production environment, the saved changes are applicable to the related users on their next login.
  4. The availability of "Bulk Signing and Sharing" provision is subject to your subscribed service plan. If you cannot find this option in your account, upgrade your service plan.
  5. In the "Level of Assurance" field under the "Allowed Signature Fields" section, the names of the Levels of Assurance are displayed as configured in the SigningHub Admin. In addition, this field displays all the Levels of Assurance available in the SigningHub Admin.
  6. The "Only share with your enterprise contacts and groups" and the "Allow users to only use personal contacts and groups" options can not be checked simultaneously. If either one of the checkbox is checked, and the user tries to check the other one, the system will prompt an error.
  1. In case the "Allow users to only use personal contacts and groups" checkbox is checked, only personal contacts and groups will be visible to the user while:
    • Starting a workflow
    • Changing a recipient
    • Adding a collaborator for the workflow
    • Adding a collaborator in the template
    • Adding a collaborator in the shared space
    • Configuring delegated signing
    • Configuring the delegate settings; for the delegator and the gatekeeper 
    • Personal groups
    • Configuring the personal groups; the system will hide the enterprise dropdown from personal groups.
    • Configuring the personal contacts; the system will hide the enterprise dropdown from personal contacts.
    • Configuring post processing 
  1. The system will show the user name of a configured contact by checking the email address in the personal contacts, if the contact does not exist in personal contacts, then the system will show, as user name, the name set by the contact itself in their "My Settings".
  2. If the "Set Document Access Authentication for all recipients" option is selected against the document owner's user role, the document owner will not be allowed to share the workflow until "Document Access Authentication" is set for all the recipient in the workflow. 
  3. If the "Set Document Signing Authentication for all recipients" option is selected against the document owner's user role, the document owner will not be allowed to share the workflow until "Document Signing Authentication" is set for all the recipient in the workflow. 


See Also