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Home > The Document Signing Process > Signing a pending document

Signing a pending document

SigningHub allows you to sign a document in "Draft" and "Pending" statuses. A "Draft" document is signed when you need to sign a personal document without initiating the workflow, while a "Pending" document is signed when someone else sends you a document for approval.

A "Pending" document is usually associated with a workflow, so it is shared with certain exclusive permissions (e.g. printing, downloading, access duration, password protection, etc) by the respective document owner. In this case, you will receive an intimation email from SigningHub with the link of shared document.

To sign a pending document,
  1. Click the "Home" option from the top menu.
  2. Open the pending document to sign from the main grid.
    Alternatively you can also follow the document link in the intimation email that has been sent to you.
  3. Add/ download the document attachments (if they are permitted to you).
  4. Add textual notes (if they are permitted to you).
  5. Click the yellow highlighted "Start Navigation" caption to start the signing process, and the system will assist you in the serial manner as per configurations.
  6. Fill in the form fields (if they are configured for you).
  7. Fill in the information fields (if they are configured for you)
  8. Fill in the initials fields (if they are configured for you).
  9. Sign the in-person fields (if they are associated with you).
  10. Once done, click the signature field assigned to you.
    • The system will prompt to agree to the legal notice (if it is configured for you).
    • Select one of the options Draw, Text or Upload for the type of visible signature you wish to apply. 
    • Based on your signature settings, the authentication method may change. For details regarding the signature types, see the below details.
    • You can optionally specify Signing Reason, Contact Information and Location also, if specified they will become the permanent part of the PDF signatures. 
    • Click the "Sign Now" button. The document is now digitally signed. 
      • The status of document will be changed from "Pending" to "Signed".
      • The system will notify the respective document owner regarding your signature through an email. An intimation email will also be sent from document owner to the next configured recipient (if any), requesting him/ her to respond to the document workflow accordingly. The recipient can then follow the document link from the email to sign/ review the document.
  11. Click the "Finish" button.
  12. Post the signing comments (if required).

Client Side (Local) Signing 
When the local signing is configured, the signing certificate residing in your local keystore or inside the crypto device (token/ smartcard) will be used. In other words, the signing activity is locally performed on your machine. For this, you need to download and install a small app on your machine. The app would start running as a backend utility. At the time of local signing, your browser will interact with this app to complete your signing process. The app is capable to access your keys and certificates via MSCAPI and PKCS#11 on Windows platform. 

When you click the signature field to sign a document,
  • In case if your signing key is inside a crypto device, attach the device and specify your device pin.
  • In case if your signing certificate is inside your local key store and protection has been enabled for it, then select the required certificate from the list and provide your certificate password. 
  • Click the "Sign Now" button.
    The document will be signed.

Server Side Signing
When the server side signing is configured, the signing certificate residing on the server will be used. In other words, the signing activity is performed on the server but not on your machine. 
Based on your Signature Settings, SigningHub supports 9 types of authentication schemes for server side signing, they are 
  1. Server Side Signing with No Authentication
  2. Server Side Signing with OTP Authentication
  3. Server Side Signing with SigningHub ID Authentication
  4. Server Side Signing with Salesforce Authentication
  5. Server Side Signing with Microsoft Active Directory Authentication
  6. Server Side Signing with Microsoft ADFS
  7. Server Side Signing with Microsoft Office 365
  8. Server Side Signing with Entrust IdentityGuard
  9. Server Side Signing with AET ConsentID

Server Side Signing with No Authentication

In this type of server side signing authentication, SigningHub will use the same authentication method through which you logged in to your SigningHub account, without requiring any password.

When you click the signature field to sign a document,

  • Click the "Sign Now" button.  
    The document will be signed without requiring any password or OTP.

Server Side Signing with OTP Authentication
SigningHub also allows two-factor authentication for the server side signing. In this case, an OTP (one time password) is sent on your (signer) configured mobile number through an SMS. This OTP is used in addition to the account password to sign a document. However, the OTP facility is subject to your subscribed service plan and the SMS service is chargeable accordingly. 

When you click the signature field to sign a document, 
  • Specify your account password. 
  • Click the "Next" button.
  • An OTP will be sent on your configured mobile number.
  • Specify the OTP in the next appearing screen.
  • Click the "Sign Now" button.
    The document will be signed.

                         


Server Side Signing with SigningHub ID Authentication
In this type of authentication, when you click the signature field to sign a document, 
  • Click the "Next" button.
  • Specify your SigningHub account password.
  • Click the "Sign Now" button. 
    The document will be signed.

Server Side Signing with Salesforce Authentication
In this type of authentication, when you click the signature field to sign a document, 
  • Click the "Next" button.
  • Click the "Sign Now" button
  • The Salesforce popup will appear. Specify your Salesforce credentials (ID and password). Please note, if you are already logged in to SigningHub through your Salesforce account, then this step will not be triggered.
    The document will be signed.
In case you have logged in through SigningHub ID and want to sign through your Salesforce credentials, then your SigningHub ID (email address) and your Salesforce ID (email address) must be same.

Server Side Signing with Microsoft Directory Authentication

In this type of authentication, when you click the signature field to sign a document, 
  • Click the "Next" button.
  • Specify your user ID (registered in Active Directory) and domain password.
  • Click the "Sign Now" button. 
In case you have logged in through SigningHub ID and want to sign through Microsoft Active Directory credentials, then your SigningHub ID (email address) and your Microsoft Active Directory ID (email address) must be same.

Server Side Signing with Microsoft ADFS
In this type of authentication, when you click the signature field to sign a document,
  • Click the "Next" button.
  • Click the "Sign Now" button. 
  • Specify your ADFS credentials (user ID and domain password).
    The document will be signed.
In case you have logged in through SigningHub ID and want to sign through Microsoft ADFS credentials, then your SigningHub ID (email address) and your Microsoft ADFS ID (email address) must be same.

Server Side Signing with Microsoft Office 365
In this type of authentication, when you click the signature field to sign a document,
  • Click the "Next" button.
  • Click the "Sign Now" button. 
  • The Microsoft Office 365 popup will appear. Specify your Office 365 credentials (ID and password). Please note, if you are already logged in to SigningHub through your Office 365 credentials, then this step will not be triggered.
    The document will be signed.
In case you have logged in through SigningHub ID and want to sign through your Microsoft Office 365 credentials, then your SigningHub ID (email address) and Microsoft Office 365 ID (email address) must be same.

Server Side Signing with Entrust IdentityGuard

In this type of authentication, when you click the signature field to sign a document,
  • Click the "Next" button.
  • Click the "Sign Now" button.
  • A signing request will be sent on your mobile device running the Entrust IdentityGuard smart credentials app. 
    Upon accepting the challenge from the Entrust IdentityGuard app and confirmation, the document will be signed.  

Server Side Signing with AET ConsentID
In this type of authentication, when you click the signature field to sign a document,
  • Click the "Next" button.
  • Click the "Sign Now" button. 
  • signing request will be sent on your mobile device running the AET ConsentID app. 
    Upon confirmation from the AET ConsentID app, the document will be signed.


‚Äč1. The signature appearances are managed from SigningHub Admin interface, where customized appearances can also be defined based on your business/ organizational preferences.
2. The availability of server side signing authentication modes are subject to your subscribed service plan.
3. Whenever a document is digitally signed by a signer, the digital signatures quota of respective document owner's account is consumed, and hence the available count is decreased by one.
4. If you delete a pending document from your main grid without signing, it is considered as declined.


See also


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