# Introduction ### emSigner Support Center Welcome to the **emSigner Support Center**.\ emSigner is an enterprise-grade eSignature platform that enables **legally valid digital signatures across 180+ countries**. It is used by banks, financial institutions, enterprises, and technology providers to digitize document signing workflows securely, efficiently, and at scale. The platform replaces paper-based and manual signing with secure electronic signatures, helping organizations improve turnaround time, reduce operational costs, and meet compliance and governance requirements. *** ### Frequently Asked Questions (FAQs) #### 1. What is emSigner? emSigner is an electronic signature (eSignature) solution that allows organizations to digitally sign documents in a secure and legally valid manner. It supports high-volume, enterprise workflows and integrates with existing business systems. *** #### 2. Are signatures created using emSigner legally valid? Yes. emSigner supports legally valid electronic and digital signatures in accordance with applicable electronic signature laws and regulations across multiple jurisdictions, enabling cross-border acceptance. *** #### 3. What types of documents can be signed using emSigner? emSigner can be used to sign a wide range of documents, including: * Contracts and agreements * Banking and financial documents * Customer onboarding forms * HR and internal approvals * Compliance and regulatory documents *** #### 4. How does emSigner improve operational efficiency? emSigner eliminates manual printing, signing, scanning, and courier processes. Documents can be signed electronically in minutes, reducing turnaround time, minimizing errors, and enabling faster business outcomes. *** #### 5. How does emSigner enhance security? emSigner uses strong cryptographic controls, secure authentication mechanisms, and audit trails to ensure document integrity, signer authenticity, and non-repudiation throughout the signing process. *** #### 6. Can emSigner be integrated with existing enterprise systems? Yes. emSigner is designed for enterprise use and can be integrated with core banking systems, ERPs, CRMs, document management systems, and custom applications via APIs and standard integration mechanisms. *** #### 7. Does emSigner support high-volume or bulk signing? Yes. emSigner supports large-scale and high-volume signing use cases, making it suitable for banks, NBFCs, insurance providers, and enterprises with bulk document execution requirements. *** #### 8. How does emSigner help reduce costs? By digitizing the signing process, emSigner helps eliminate costs associated with paper, printing, physical storage, and document logistics, while also reducing manual effort and rework. *** #### 9. Does emSigner maintain an audit trail? Yes. Every document signed using emSigner includes a detailed audit trail capturing signing events, timestamps, and verification details to support compliance and governance needs. *** #### 10. Where can I get technical or operational support? Use this Support Center to access product documentation, integration guides, troubleshooting resources, and raise support requests with the emSigner support team. # emSigner Support You can reach us via the following channels ## Website **Via** "Contact Us" section on the website. ## Email **Write to us at ******** ## Phone For USA, please call + 1 559 546 4889 For EMEA, please call +44 120 212 5558 For Malaysia, please call +65 313 862 83 For India and Sri Lanka, please call +91 80-46156966 For All Other Locations, please call +1 559 546 4889
## Service Status You can check for outages and downtime for all our services across our global locations on the link below.\ # Key Concepts # Users Different user roles that shape how documents are sent, signed, and managed. ### Internal Users An **Internal User** is someone within your organization who has a login to emSigner and can use its core features. Typical activities include: * Initiating online signing processes * Uploading documents for approval or signature * Adding ad-hoc signers (outside your organization for a specific transaction) * Tracking the signing status of documents **Example:** An HR executive sending an employee’s appointment letter for digital signing. An **Administrator** is a special type of Internal User with extended privileges: * Creating and managing other internal user accounts * Setting organizational information in emSigner * Assigning and controlling access to templates and services * Managing role-based permissions and service-level restrictions **Tip:** Every organization must have at least one Administrator to manage overall account settings. *** ### External / Ad-hoc User An **External Signer** is not part of your organization and does not have an emSigner account. They receive a secure link via email to review and sign documents without logging in or creating an account. Authentication methods like OTP can be configured, along with enhanced verification (e.g., liveliness checks or demographic validation). Typical characteristics: * No ongoing access to the platform * Signs only through the provided secure link * Usually a client, vendor, partner, or other one-time participant **Example:** A freelance designer signing a project contract sent through emSigner. **Note:** External Signers cannot be converted into Internal Users. Both roles remain distinct. # Departments Departments provide an organizational structure within emSigner to logically group users, workflows, and documents. They enable segregation of responsibilities across business units, geographies, or functions, while supporting centralized administration and reporting. Department-level controls help enforce governance, access boundaries, and auditability in large enterprises. # Envelopes Bundle multiple documents into one secure package for easy sending and tracking. An **Envelope** is a secure way to group multiple documents and send them together for signing or review. Typical uses: * Sending multiple agreements to the same recipient in one go * Sharing related forms and contracts in one packet * Streamlining workflows by keeping related documents together **Example:** Sending a vendor both a service agreement and an NDA in the same envelope. **Note:** You can add up to 10 documents to a single envelope in emSigner. # Signature Fields Signature fields define the exact location and type of signature or action required within a document. These fields can be configured for handwritten (drawn), typed, image-based, or certificate-based electronic signatures, as well as initials, checkboxes, or date fields. Signature fields ensure consistency, prevent unauthorized modification, and bind signer intent to a specific document location. # Workflows Defines the order and method in which recipients act on documents. A **Workflow** determines the order in which recipients receive and act on a document. Types of workflows: * **Serial** – Recipients sign one after another in sequence. (e.g., Legal → CFO) * **Parallel** – All recipients can sign independently at the same time. * **In-Person** – Face-to-face signing on your device, in real time. **Example:** * Use *Serial* when a Legal team must approve before the CFO signs. * Use *Parallel* when multiple department heads can sign simultaneously. * Use *In-Person* when finalizing documents with a client in a meeting. # Templates Reusable document formats that save time and ensure compliance across teams. **Templates** allow you to design reusable document formats to standardize processes and save time. Benefits: * Create and store reusable templates * Standardize formats for compliance and branding * Avoid repetitive setup for similar workflows * Control template access at department/user level * Improve security with permission settings **Example:** An HR manager creates an *Offer Letter* template for consistent use across new hires. **Note:** Access to templates can be restricted by role or department. # Electronic and Digital Signatures Two ways to sign: simple intent-based methods or cryptographically secure signatures. ### Electronic Signature A **basic digital signing method**, examples include: * Typing your name in a signature box * Pasting an image of your signature * Clicking a “Sign” button Electronic signatures show intent but usually lack strong identity verification. *** ### Digital Signature A **secure form of e-signature** using cryptographic technology and PKI. Key points: * Issued by licensed Certificate Authorities (CAs) * Linked to a unique Digital Signature Certificate (DSC) * Provides encryption, authentication, and tamper-evidence * Becomes invalid if the document is altered after signing **Note:** Both types can be legally valid, but digital signatures are required for sensitive/regulated documents. # Types of Electronic or Digital Signatures Three signature levels—SES, AES, QES—each offering different trust and security. ## Types of Electronic Signatures Electronic signatures are generally classified into three levels under regulations such as **eIDAS (EU)**: *** ### 1. Simple Electronic Signature (SES) A **Simple Electronic Signature (SES)** is any electronic data used to indicate acceptance or intent. #### Examples * Typing a name * Clicking “I Agree” * Uploading a scanned signature * Email confirmation #### Characteristics * Confirms intent * Does not inherently verify identity * May include audit logs or document sealing (not mandatory) * Lowest level of assurance **Example:** Approving an internal memo. *** ### 2. Advanced Electronic Signature (AES) An **Advanced Electronic Signature (AES)** provides higher assurance of signer identity and document integrity. #### Must Meet the Following Requirements * Be uniquely linked to the signer * Be capable of identifying the signer * Be under the signer’s sole control * Detect document modifications (signature becomes invalid if altered) #### Common Implementations May Include * OTP-based verification * Biometric verification * Secure cryptographic binding * Tamper-evident controls **Example:** Signing vendor agreements or NDAs. *** ### 3. Qualified Electronic Signature (QES) A **Qualified Electronic Signature (QES)** provides the highest level of legal assurance under eIDAS. #### Key Characteristics * Created using a qualified digital certificate * Issued by a licensed Certificate Authority * Legally equivalent to handwritten signatures in the EU #### In India, This Corresponds To * Digital Signature Certificates (DSC) * Issued by licensed Certifying Authorities under the IT Act, 2000 **Example:** Government filings, regulated financial statements. *** ### Recommendation While **SES** may be legally valid in many cases, **AES or QES/DSC-based signatures** are recommended for sensitive, high-value, or regulated transactions. # Electronic Seals Electronic seals are applied by organizations rather than individuals and are used to ensure document origin, integrity, and authenticity. eSeals are commonly used for invoices, certificates, statements, and system-generated documents where a legal entity, not a natural person, is the signatory. Once applied, any alteration to the document invalidates the seal. # Timestamping Timestamping cryptographically binds a trusted time to a document or signature, proving that it existed in a specific state at a specific moment. Trusted timestamps strengthen non-repudiation and are critical for long-term validity, dispute resolution, and regulatory compliance. Timestamping is typically issued by an independent Time Stamping Authority (TSA) which can be configured in the platform # Participants The key players—signers, senders, authorities, platforms, and regulators—in a secure signing process. Key participants in an e-signing process: * **Signer(s):** Review and sign documents. * **Document Sender / Initiator:** Prepares and sends documents, defines order, sets deadlines, configures authentication. * **Certifying Authority (CA):** Issues DSCs for secure digital/qualified signatures. * **Electronic Signature Platform / Service Provider:** Enables uploading, managing roles, applying/verifying signatures, ensuring encryption and compliance. * **Regulatory Bodies:** Define the legal framework (e.g., IT Act – India, eIDAS – EU, ESIGN – USA). **Example:** An HR Manager sends an offer letter (Sender) to a candidate (Signer) via emSigner (Service Provider), validated by eMudhra (CA), complying with the IT Act (Regulatory Body). # Trust Service Providers Certified organizations that verify identities and safeguard digital transactions. A **Trust Service Provider (TSP)** ensures security, authenticity, and legal validity in digital transactions. Key functions: * Issue/manage digital certificates * Provide timestamping services * Validate signatures for authenticity and integrity * Secure storage of signed documents * Detect tampering after signing **Regional regulation examples:** * India – licensed under the IT Act * EU – regulated by eIDAS **Prominent TSPs:** eMudhra, DigiCert, GlobalSign, Entrust. # Authentication Methods The platform supports multiple signer authentication methods to validate identity before signature execution. For Internal Users, the platform supports OTP and Single Sign On through Azure AD and other SSO providers to enable a secure login to the system For External Users, the platform supports validation of users using OTP, Advanced Authentication using Liveness or full ID verification through a Digital ID integration. The authentication methods can be configured per workflow based on risk, regulatory, and business requirements. # Audit Trail Every document processed through emSigner generates a tamper-evident Audit Trail (Completion Certificate). This document serves as the official record of the entire document lifecycle. It provides a comprehensive and chronological log of all document-level activities, including upload, viewing, signing, sealing, rejection, and completion. The Audit Trail captures detailed transaction metadata such as envelope information, originator and signer details, event timestamps (received, viewed, signed), IP address, time zone, geolocation (where available), and digital certificate information for certificate-based signatures. This record supports traceability, compliance requirements, audit reviews, and dispute resolution. # Integrations and APIs emSigner provides APIs and integration capabilities that allow electronic signing to be embedded into enterprise applications, portals, and business processes. The APIs support document upload, workflow initiation, signer management, status tracking, and retrieval of signed documents and related records. This facilitates integration with ERP, CRM, DMS, core banking systems, and custom applications. # Compliance and Legal Validity emSigner is designed to align with globally recognized electronic signature principles established under the UNCITRAL Model Law on Electronic Commerce and the Model Law on Electronic Signatures. These principles are implemented in national legislations such as the Electronic Transactions Act (in several jurisdictions) and the Information Technology Act, 2000 (India).\ Key legal principles supported include: * Functional equivalence of electronic and handwritten signatures * Signer intent and consent * Integrity of the signed document * Reliability and auditability of the signing process # Roles and Permissions Role-based access control (RBAC) defines what actions users can perform within emSigner. Typical roles include administrators, document creators, signers, reviewers, and auditors. Permissions can be tailored to control document access, workflow configuration, reporting, and administrative functions, ensuring least-privilege access and governance compliance. # Session A session represents a secure, time-bound interaction between a user and the emSigner platform. Sessions manage authentication context, signing state, and user actions during document execution. Session controls help prevent unauthorized access, replay attacks, and incomplete or abandoned transactions. emSigner platform has been configured with the **15 minutes session timeouts** and also pops up the session extender before the session timeout to prevent the discontinuity of signing activity. # PDF Standards, Document Sizes and Orientation emSigner supports industry-standard PDF formats to ensure compatibility, long-term readability, and legal acceptance. Documents may be signed across multiple page sizes (e.g., A4, Letter, Legal) and orientations (portrait or landscape). Signature appearance and placement automatically adapt to document dimensions while preserving document integrity. # Billing and Wallets emSigner follows a hybrid billing model that combines subscription plans based on users and envelopes with a prepaid wallet for third-party and value-added services. User and envelope plans define core platform usage, while the wallet is used for services such as SMS and WhatsApp notifications, eStamping and stamp duty, Aadhaar-based and other remote eSignature services, digital and cloud signature providers, qualified signatures (eIDAS), and identity verification services, depending on the customer’s configuration and enabled integrations. Subscription counters and wallet balances operate independently and are tracked in real time. Wallet charges are applied based on actual consumption using default or customer-specific pricing. Any unused wallet balance may be refundable upon subscription termination, subject to applicable contractual terms. # User Plans What are User Plans and what are the plans available? emSigner offers subscription plans tailored to individuals, teams, and enterprises with varied signing and workflow needs. * **For Individuals and Single Users**, Pay-eSign and the Bharat Plan are available in India. Pay-eSign is designed for one-time or case-based signing using Aadhaar-based eSign. The Bharat Plan provides essential e-signature functionality such as Aadhaar/PAN-based eSign, document storage, activity logs, reminders, and profile management. This plan is currently available only for users in India. * For teams and enterprises, emSigner offers tiered user-based plans — **Essential** and **Professional** — each building on the previous tier with additional features for workflows, security, customization, and compliance. * For **high-volume or integration-driven use cases**, emSigner provides *Envelope & API plans* that extend the Professional plan with advanced integrations, APIs, and cloud storage connectors. These plans ensure flexibility for scaling from an individual user to enterprise-grade deployments, covering document signing, workflow automation, integrations, and long-term compliance requirements. For the latest details, please visit: . # For Individual/Single User Simple, secure, and flexible e-signing plans built for individuals emSigner offers two plans designed for individuals and sole proprietors with personal or occasional e-signature needs — **Pay & Sign** and **Bharat Plan**. * If you need to sign a document quickly on a one-time basis without any subscription, the **Pay & Sign** plan lets you get started instantly without any long-term commitment. * If you have regular signing needs and want access to a broader set of features under an annual subscription, the **Bharat Plan** is designed for you. > 📍 Both plans are currently available for users in India only. Explore the plans below to find the one that best suits your needs. # Pay & Sign **Pay & Sign** We offer the **Pay & Sign** plan for users who require a quick, one-time document signing solution without committing to a subscription. > 📍 **Availability: Currently available for users in India only.** **Plan includes:** * **Single Transaction Access** — Initiate signing by providing basic details such as Name, Email ID, and PIN Code. No long-term subscription required. * **One Document Upload** — Upload and send one document per transaction. * **Up to 5 Participants** — Add up to five participants within the same envelope for signing. * **Aadhaar v2 eSign** — Supports Aadhaar v2 based eSign for all participants. * **Quick & Simple Process** — Designed for fast, hassle-free document signing on a pay-per-use basis. * **Secure Digital Signing** — Ensures legally valid and secure electronic signatures. To get started, visit # Bharat Plan We offer the **Bharat Plan** for individuals and sole proprietors to meet their basic e-signature needs. > 📍 **Availability: Currently available for users in India only.** **Plan includes:** * **Single User Access** – Only the subscribed user can log in and use the service. * **eMudhra eKYC**-The subscribed user can enroll into eMudhra eKYC and sign unlimited documents without any additional charges. eMudhra's eKYC enables OTP-based identity verification for obtaining Token-based Digital Signature Certificates and eSign (eSignV3) without incurring any additional Aadhaar-related charges. * **Aadhaar-based eSign** – Supports signing with Aadhaar-based eSign (eSign V2) for all users. This is legally valid under the Information Technology Act of India. eMudhra is a licensed Certifying Authority and eSign Service Provider. For more information on eSign, visit cca.gov.in. * **Document Store** – View all documents you have ever uploaded, signed, and received in one place. Delete or purge documents when required. * **Profile Management** – Customize profile settings and enable required functionalities. * **Reminders & Notifications** – Automated alerts to ensure timely signing and review. * **Activity Logs** – Detailed audit trails for visibility and control. * **Download and View Attachment** – View and download supporting documents uploaded during signing. * **24x7 Support** – SLA-based responses within 12 hours. To get started, visit # For Teams & Enterprise Scalable, secure, and enterprise-ready e-signing plans built for teams of all sizes. emSigner offers plans designed for teams and enterprises looking to streamline their document signing workflows — **Essential**, **Professional**, and **Envelope & API Plans**. * If you are a small team starting your digital signing journey and need core signing and team management capabilities, the **Essential** plan is the right fit for you. * If your organization requires advanced signing workflows, enterprise-grade security, and system integrations, the **Professional** plan is designed for you. * If you are looking for API-based or envelope-based signing to integrate emSigner into your existing systems or applications, explore the **Envelope & API Plans**. Explore the plans below to find the one that best suits your organization's needs. # Essential Best suited for small to medium teams that need to send, sign, and collaborate. **Essential Plan** We offer the **Essential Plan** for small teams starting their digital signing journey. *** **Key Capabilities:** **Document Signing** * **Send Documents for Digital Signing** – Send documents to internal and external signers seamlessly. * **Multi-party Signing** – Support for signing documents with multiple parties. * **Reusable Document Templates** – Create and reuse document templates for frequently used workflows. * **Transaction Logs** – Maintain detailed records of all document transactions for audit and compliance purposes. **Team Management** * **Manage Users** – Add and manage users within the account. * **Manage Departments** – Organize users into departments for better workflow and access control. * **External Signers** – Enable signing by external users. * **Activity Logs** – Detailed audit trails for full visibility and control across the organization. **Dashboard & Tracking** * **Dashboard and Transaction Logs** – Get a consolidated view of all document activity and signing status. **Support** * **24x7 Support** – SLA-based responses within 12 hours. * **Tailored Roadmaps** – Get product roadmap guidance aligned to your organization's needs. * **Professional Service Team** – Access to a dedicated professional services team for onboarding and ongoing assistance. To get started, visit # Professional Built for enterprises that need advanced automation, bulk operations, and custom integrations. **Professional Plan** We offer the **Professional Plan** for organizations that require advanced signing workflows, enterprise-grade security, and system integrations. *** **Key Capabilities:** **Document Signing** * **Send Documents for Digital Signing** – Send documents to internal and external signers seamlessly. * **Multi-party Signing** – Support for signing documents with multiple parties. * **Reusable Document Templates** – Create and reuse document templates for frequently used workflows. * **Transaction Logs** – Maintain detailed records of all document transactions for audit and compliance purposes. * **Advanced Signing Workflows** – Access advanced workflow configurations for complex signing scenarios. **Team Management** * **Manage Users** – Add and manage users within the account. * **Manage Departments** – Organize users into departments for better workflow and access control. * **External Signers** – Enable signing by external users. * **Activity Logs** – Detailed audit trails for full visibility and control across the organization. * **Role-based Access Control** – Define and enforce access levels across the organization. **Workflow Automation** * **Auto-delegate Signing Tasks** – Automatically transfer signing responsibilities when a user is unavailable. * **Custom Document Status** – Configure document statuses to align with your organization's terminology. * **Signer Attachments** – Allow signers to attach supporting documents during the signing process. **Integrations** * **API Authentication** – Securely connect and authenticate external systems via API. * **Webhooks** – Trigger external systems automatically when signing events occur. * **Marketplace Integrations** – Connect with third-party applications via marketplace connectors. * **Storage Connectors** – Integrate with external storage platforms for document management. * **API and System Integrations** – Extend platform capabilities through broader system integrations. **Security & Compliance** * **Timestamping** – Add trusted timestamps to signed documents for evidentiary validity. * **Identity Provider (SSO)** – Enable Single Sign-On login via your organization's identity provider. * **Geofencing** – Restrict signing access based on geographic boundaries. * **Trusted Logins** – Enforce trusted authentication mechanisms for enhanced security. * **Azure Key Vault Certificate Storage** – Store and manage signing certificates securely using Azure Key Vault. * **Enterprise Security Controls** – Apply organization-wide security policies and controls. **Support** * **24x7 Support** – SLA-based responses within 12 hours. * **Tailored Roadmaps** – Get product roadmap guidance aligned to your organization's needs. * **Professional Service Team** – Access to a dedicated professional services team for onboarding and ongoing assistance. To get started, visit # Envelope & API Plans emSigner Envelope and API plans are designed for enterprises and financial institutions that need to execute legally valid eSignatures at scale using UI driven and API based signing **Includes everything in Professional plus:** * **Demographic data verification** – Validate user details against trusted sources. * **Webhooks support** – Enable real-time workflow automation. * **Cloud storage integration** – Connect with Google Drive and Dropbox. * **REST API access** – Integrate signing workflows into your applications. * **Embedded signing** – Allow users to sign documents seamlessly within your app or website by invoking emSigner as an extension. To get started, visit # Accessing Your Subscription Your emSigner subscription details are available to authorized administrators within the emSigner console. Administrators can view the active plan, subscription status, usage limits, and validity period associated with the organization.
Subscription access is role-based and may be restricted depending on your permissions. For any changes, clarifications, or subscription-related requests, please contact your organization administrator or reach out to emSigner Support. # How Billing and Wallet works ### Billing and Wallet Management in emSigner #### Overview emSigner uses a **hybrid billing model** that combines **subscription-based counters** with a **prepaid wallet system**. This approach provides flexibility for predictable usage (such as users and envelopes) while enabling pay-as-you-go consumption for value-added and third-party services. *** ### Subscription Counters #### User-Based Counters User-based subscriptions are measured by the number of **active users** enabled on the platform. * Only users who are enabled and can log in are counted. * Deactivated users are excluded from billing. * User counters reset or renew based on the subscription term. *** #### Envelope-Based Counters Envelope-based subscriptions are measured by the number of **envelopes** sent for signature. * An envelope represents a document or set of documents sent to one or more recipients. * Envelope counters are consumed when an envelope is created and sent. * Envelope usage is tracked in real time and reflected in subscription usage reports. *** ### Wallet-Based Billing #### emSigner Wallet For services not covered under subscription counters, emSigner maintains an **internal wallet**. * The wallet operates on a **prepaid balance** model. * Wallet balance is consumed based on actual service usage. * Administrators can monitor wallet balance and transaction history. *** #### Services Charged via Wallet The wallet is used for billing the following categories of services: * **Third-party eSignature services** * **Qualified Electronic Signature (QES) providers** * European Union Qualified Trust Service Providers * India-based Qualified Electronic Signature services * **Messaging services** * SMS notifications * WhatsApp notifications * **eStamping services** * Government or authorized eStamping providers Each usage event deducts the applicable amount from the wallet in real time. *** ### Pricing Model #### Default Pricing emSigner maintains **default price points** for all wallet-based services, which apply unless otherwise agreed. * Pricing is defined per transaction, message, or signature event. * Charges are applied automatically upon service consumption. *** #### Customer-Specific Pricing For enterprise customers, **custom pricing** may be configured based on: * Expected or committed volumes * Geographic scope * Service mix (for example, QES + SMS + eStamping) Customer-specific pricing overrides the default rates and is applied transparently during wallet deduction. *** ### Wallet Recharge & Balance Management * Wallets can be recharged through approved payment methods or invoicing arrangements. * Low-balance alerts may be configured to avoid service interruptions. * If the wallet balance is insufficient, wallet-based services may be temporarily unavailable until the balance is replenished. *** ### Usage Visibility & Reporting Administrators can access detailed reports that include: * Subscription counter usage (users and envelopes) * Wallet transaction history * Service-wise consumption breakdown * Applicable pricing per transaction These reports support cost tracking, reconciliation, and audit requirements. *** ### Important Notes * Subscription counters and wallet balances operate **independently**. * Consuming a wallet-based service does not affect user or envelope counters. * Pricing changes or custom rate configurations require confirmation through emSigner support. *** #### Need Help? For wallet recharges, pricing clarification, or enabling additional services, please contact your emSigner administrator or raise a request through the emSigner Support Portal. # FAQ's ### Subscription & Plans #### What subscription plans does emSigner offer? emSigner offers two primary subscription models: * **User-based plans**, designed for organizations with a fixed number of internal users who regularly access the platform. * **Envelope-based plans**, designed for high-volume or automated document workflows where usage is measured by the number of envelopes sent. Each plan is provisioned separately based on customer requirements. *** #### When should I choose a user-based plan? User-based plans are suitable when: * A defined group of internal users prepares and sends documents * Usage is predictable and primarily manual * API-based automation is not required *** #### When should I choose an envelope-based plan? Envelope-based plans are recommended when: * Documents are sent at scale * Workflows require automation or system-to-system integration * Applications use APIs to trigger signing flows > **Note:** emSigner APIs are available **only with envelope-based plans**. *** #### Can I switch between user-based and envelope-based plans? Automatic plan conversion is not supported. Any change or conversion between plan types must be requested through **emSigner support channels** and is subject to commercial review and approval. *** ### Billing & Usage #### How is usage measured in emSigner? Usage is measured using a combination of: * **Counters** for users and envelopes (based on your subscription plan) * A **wallet-based billing system** for value-added and third-party services such as SMS, WhatsApp notifications, Qualified Electronic Signatures, and eStamping These mechanisms operate independently. *** #### How are users counted? Only **active users** who are enabled to log in are counted. Deactivated users are excluded from billing while all historical documents and audit records remain intact. *** #### How are envelopes counted? An envelope is counted when a document (or set of documents) is sent for signature. Envelope consumption is tracked in real time and reflected in usage reports. *** #### What happens if I exceed my subscription limits? If usage approaches or exceeds allocated limits: * Administrators may receive usage notifications * Additional usage may require a plan upgrade or support intervention * Wallet-based services may be paused if wallet balance is insufficient *** ### Wallet & Add-On Services #### What is the emSigner wallet? The emSigner wallet is a **prepaid balance system** used to pay for services not covered by subscription counters. *** #### Which services are billed via the wallet? Wallet-based billing applies to: * Third-party eSignature services * Qualified Electronic Signature (QES) providers in: * European Union * India * SMS and WhatsApp notifications * eStamping services and authorized government providers *** #### How is pricing determined for wallet services? * emSigner maintains **default pricing** for all wallet-based services * **Customer-specific pricing** may be configured based on negotiated volumes, geography, or service mix * If configured, customer pricing automatically overrides default pricing *** ### Payments & Invoicing #### What payment methods are supported? The most commonly used payment method is: * **Credit card or debit card via an online payment gateway** This enables immediate plan activation upon payment confirmation. *** #### Does emSigner support Purchase Order (PO)–based activation? Yes. For enterprise customers, emSigner supports **purchase order–based activation**. * This option is typically used for large or long-term contracts * PO-based activation is **not recommended** for faster onboarding due to longer processing timelines *** #### When is my subscription activated? Subscriptions are activated: * **Immediately upon payment confirmation** for card-based payments * Upon commercial and internal approval for PO-based activations *** #### How does invoicing work? Invoices are generated based on: * The selected plan and billing period * Applicable taxes and local regulations * The emSigner entity issuing the invoice *** #### Why is my invoice issued by a different emSigner entity? emSigner operates through **multiple global entities**. Depending on: * Customer location * Billing country * Regulatory and tax requirements Your invoice may be issued by the appropriate emSigner legal entity aligned to your region. *** ### Currencies & Transactions #### Which currencies does emSigner support? While most transactions are processed in **USD**, emSigner also supports billing and payments in: * **EUR** * **AED** * **INR** * **IDR** Currency availability may depend on region, payment method, and issuing entity. *** #### Can I choose my billing currency? Billing currency is typically determined based on: * Customer location * Contractual terms * Applicable emSigner entity Please contact emSigner Support for currency-specific requests. *** ### Reporting & Visibility #### Can I track my subscription and billing usage? Yes. Authorized administrators can access: * Active subscription details * User and envelope consumption * Wallet transaction history * Service-wise usage reports These reports support reconciliation, budgeting, and audits. *** ### General & Compliance #### Does deactivating a user affect billing or document validity? Deactivated users are excluded from billing. All previously signed documents remain valid and verifiable. *** #### Are taxes included in pricing? Taxes are applied based on the billing entity, customer location, and applicable laws, and are shown separately on invoices where required. *** #### Where can I get help with billing or subscription changes? For plan changes, invoicing queries, wallet recharges, or payment issues, please contact your emSigner administrator or raise a request through the **emSigner Support Portal**. ### Subscription Termination & Data Handling #### What happens when my emSigner subscription is terminated? Upon subscription termination, user access to emSigner is disabled at the end of the applicable notice or contract period. No new documents can be sent or signed after termination. *** #### Will my existing signed documents remain valid after termination? Yes. All documents signed during the active subscription period remain **legally valid, verifiable, and tamper-evident**, even after the subscription ends. *** #### What happens to my data after subscription termination? Customer data, including signed documents, audit trails, and logs, is retained in accordance with: * Contractual terms * Applicable data-protection and regulatory requirements Data is not deleted immediately upon termination unless explicitly requested and contractually permitted. *** #### Will emSigner hand over my data after termination? Yes. Upon request, emSigner will provide a **data handover** to the customer in a standard, machine-readable format, subject to: * Completion of contractual obligations * Compliance with legal and regulatory requirements Data handover may include documents, audit trails, and associated metadata. *** #### Is there a time limit to request data handover? Data handover requests must be made within the timeframe specified in your contract or as communicated by emSigner support following termination. *** ### Wallet Balance & Refunds #### What happens to unused wallet balance when my subscription ends? Any **unused wallet balance** remaining at the time of subscription termination is **refunded to the customer**, subject to contractual terms and applicable deductions. *** #### How will the wallet balance be refunded? Refunds are processed: * Using the original payment method where feasible, or * Via bank transfer or credit note, depending on the billing entity and region Refund timelines may vary based on payment method and local regulations. *** #### Are there any deductions from the wallet balance before refund? Any pending or unbilled usage incurred before termination will be deducted from the wallet balance prior to refund processing. *** #### Will wallet-based services be available after termination? No. Once the subscription is terminated, wallet-based services such as SMS, WhatsApp notifications, Qualified Electronic Signatures, and eStamping are no longer available. *** ### Compliance & Final Billing #### Will I receive a final invoice after termination? Yes. A final invoice or statement may be issued to account for: * Remaining subscription usage * Wallet consumption up to the termination date * Applicable taxes or adjustments *** #### Who should I contact for termination-related requests? All termination, data handover, and refund requests must be initiated through **emSigner support channels** or via your designated account manager. # Using Username/Password and 2FA ### Login to emSigner – Help & Guidance
#### Overview The emSigner login process is designed to be secure, simple, and globally compliant. Login begins by entering your registered email address, which allows the platform to route you correctly and apply the appropriate security controls. *** #### 1. Email Address as the Primary Identifier Your **email address is the primary identifier in emSigner**. * Each emSigner user account is uniquely associated with an email address. * The email address identifies your user profile, organization, roles, and permissions. * Ensure you enter the same email address that was used during account creation or onboarding. *** #### 2. Data Residency Zone Identification When you enter your email address, emSigner uses it to determine the **data residency zone** applicable to your account. * emSigner operates multiple regional environments to meet data-localization and regulatory requirements. * Your email domain and account configuration help identify whether your data is hosted in the applicable region (for example, India, EU, Middle East, or other supported zones). * This ensures your login is routed to the correct emSigner environment securely and transparently. *** #### 3. Authentication Method Determination After validating your email address, emSigner determines the **authentication method** required for your account.
Depending on your organization’s security policy, you may be prompted to authenticate using one of the following:
* **Password** * **2-Factor Authentication such as One-Time Password (OTP)** * OTP sent via email or SMS, if enabled. * **Enterprise Single Sign-On (SSO)** * Log in using **Microsoft 365 (Azure AD / Entra ID)** * Log in using **Google Workspace** * **Custom SSO providers such as Okta** The authentication flow is automatically enforced based on your organization’s configured security policies. The authentication method or mode can be set up in the Manage Users section of emSigner under Administrator Settings. Using the Login Authentication option, the Administrator of the organization can control the authentication mode that users must use while logging in.
*** #### Common Tips * Always use your **official work or registered email address**. * If your organization uses SSO, ensure you are logged in to your Microsoft or Google account before continuing. * If you do not receive an OTP, check your spam folder or contact your administrator. *** #### Need Help? If you are unable to log in or believe your email is not recognized, please contact your organization administrator or raise a support ticket through the emSigner Support Portal. # Using Microsoft 365 ### Setting Up Single Sign-On (SSO) with Microsoft 365 for emSigner #### Overview emSigner supports **Single Sign-On (SSO) using Microsoft 365 (Azure Active Directory / Microsoft Entra ID)** to enable secure, centralized user authentication. With SSO enabled, users can log in to emSigner using their existing Microsoft 365 credentials, eliminating the need for separate passwords and improving security and user experience. *** #### Prerequisites Before configuring Microsoft 365 SSO for emSigner, ensure the following: * An active **Microsoft 365 tenant** with administrative access * **Microsoft Entra ID (Azure AD)** admin privileges * A verified **email domain** in Microsoft 365 that matches emSigner user accounts * SSO enabled for your organization in emSigner by the emSigner support or onboarding team *** #### Supported SSO Protocol emSigner supports **SAML 2.0–based SSO** with Microsoft Entra ID. *** #### Configuration Steps **Step 1: Create an Enterprise Application in Microsoft Entra ID** 1. Sign in to the **Microsoft Entra Admin Center**. 2. Navigate to **Enterprise Applications** → **New Application**. 3. Select **Create your own application**. 4. Name the application (for example, *emSigner SSO*). 5. Choose **Integrate any other application you don’t find in the gallery (Non-gallery)**. *** **Step 2: Configure SAML-Based Sign-On** 1. Open the newly created Enterprise Application. 2. Go to **Single sign-on** → select **SAML**. 3. In **Basic SAML Configuration**, configure the following values (to be provided by emSigner): * **Identifier (Entity ID)** * **Reply URL (Assertion Consumer Service URL)** * **Sign-on URL** (if applicable) > These values are environment-specific (region and data residency zone) and must be obtained from emSigner. *** **Step 3: Configure User Attributes & Claims** 1. In **User Attributes & Claims**, ensure the following: * **NameID** is set to the user’s **email address** * Format: `emailAddress` 2. The email claim must match the **primary email identifier** used in emSigner. *** **Step 4: Download Federation Metadata** 1. From the **SAML Signing Certificate** section, download the **Federation Metadata XML**. 2. Share this metadata with the emSigner support or onboarding team. *** **Step 5: Assign Users or Groups** 1. In the Enterprise Application, navigate to **Users and Groups**. 2. Assign: * Individual users, or * Microsoft Entra ID groups (recommended for large organizations) Only assigned users will be able to access emSigner using SSO. *** #### emSigner Configuration Once Microsoft 365 configuration is complete: * emSigner will validate the metadata and enable SSO for your tenant. * Authentication policies will be mapped to your organization. * Optional controls such as **mandatory SSO**, **conditional access**, or **MFA enforcement** may be applied. *** #### User Login Experience After SSO is enabled: 1. User enters their **email address** on the emSigner login page. 2. emSigner detects that Microsoft 365 SSO is configured. 3. The user is redirected to the Microsoft login page. 4. Upon successful authentication, the user is logged in to emSigner automatically. *** #### Security & Compliance Notes * emSigner does **not store Microsoft passwords**. * Authentication is handled entirely by Microsoft Entra ID. * Microsoft-configured security controls such as **MFA**, **Conditional Access**, and **device policies** continue to apply. * All login events are captured in emSigner audit logs. *** #### Troubleshooting **User is not redirected to Microsoft login** * Ensure SSO is enabled for the organization in emSigner. * Verify that user’s email domain matches the configured Microsoft tenant. **Login fails after Microsoft authentication** * Confirm that the email attribute is correctly mapped. * Ensure that the user is assigned to the Enterprise Application. **Access denied** * Check Microsoft Conditional Access or MFA policies. *** #### Need Assistance? For environment-specific URLs, metadata validation, or enabling Microsoft 365 SSO for your tenant, please contact emSigner Support or raise a support ticket through the Support Portal. # Using Google ### Setting Up Single Sign-On (SSO) with Google Workspace for emSigner #### Overview emSigner supports **Single Sign-On (SSO) using Google Workspace** to allow users to authenticate using their corporate Google credentials. This enables centralized identity management, improves security, and simplifies access by eliminating separate login credentials for emSigner. *** #### Prerequisites Before configuring Google Workspace SSO for emSigner, ensure the following: * An active **Google Workspace** domain * **Google Workspace Admin** privileges * A verified email domain in Google Workspace that matches emSigner user accounts * SSO enabled for your organization in emSigner by the emSigner support or onboarding team *** #### Supported SSO Protocol emSigner supports **SAML 2.0–based SSO** with Google Workspace. *** #### Configuration Steps **Step 1: Create a SAML App in Google Workspace** 1. Sign in to the **Google Admin Console**. 2. Navigate to **Apps** → **Web and mobile apps**. 3. Click **Add app** → **Add custom SAML app**. 4. Enter an application name (for example, *emSigner SSO*) and proceed. *** **Step 2: Download Google Identity Provider (IdP) Metadata** 1. On the **Google IdP Information** page, download the following: * **IdP Metadata XML**, or * **SSO URL**, **Entity ID**, and **Certificate** 2. Share these details with the emSigner support or onboarding team. *** **Step 3: Configure Service Provider Details** 1. In the **Service Provider Details** section, enter the values provided by emSigner: * **ACS URL (Assertion Consumer Service URL)** * **Entity ID** * **Start URL** (if applicable) > These values are environment-specific and depend on your emSigner data residency zone. *** **Step 4: Configure Attribute Mapping** 1. In **Attribute Mapping**, configure the following: * **Primary email** → `email` 2. Ensure the email attribute sent by Google matches the **primary identifier** configured in emSigner. *** **Step 5: Assign Users or Groups** 1. Enable the SAML app for: * All users, or * Specific organizational units or groups (recommended) 2. Only enabled users will be able to log in to emSigner using Google SSO. *** #### emSigner Configuration Once Google Workspace configuration is complete: * emSigner validates the IdP metadata. * SSO is enabled for your organization and mapped to your domain. * Optional policies such as **mandatory SSO** or **2-Factor Authentication (2FA) enforcement** may be applied based on organizational requirements. *** #### User Login Experience After Google Workspace SSO is enabled: 1. The user enters their **email address** on the emSigner login page. 2. emSigner detects Google SSO configuration for the domain. 3. The user is redirected to the Google login page. 4. Upon successful authentication, the user is logged in to emSigner. *** #### Security & Compliance Notes * emSigner does **not store Google credentials**. * Authentication is performed entirely by Google Workspace. * Google-enforced security policies such as **2-Step Verification**, **context-aware access**, and **device policies** continue to apply. * All authentication events are recorded in emSigner audit logs. *** #### Troubleshooting **User is not redirected to Google login** * Verify that SSO is enabled for the organization in emSigner. * Ensure that the user’s email domain matches the configured Google Workspace domain. **Authentication succeeds but login fails** * Confirm that the email attribute mapping is correct. * Ensure that the user is enabled for the SAML app in Google Workspace. **Access denied** * Check Google Workspace security policies or 2-Step Verification settings. *** #### Need Assistance? For environment-specific URLs, metadata validation, or enabling Google Workspace SSO for your tenant, please contact emSigner Support or raise a support ticket through the Support Portal. # Using Single Sign On ### Configuring Custom SSO Providers (e.g., Okta) with emSigner
#### Overview emSigner supports integration with **custom Identity Providers (IdPs)** such as **Okta**, **Ping Identity**, **Auth0**, or other SAML 2.0–compliant platforms. This allows organizations to authenticate users using their existing enterprise identity infrastructure while maintaining emSigner’s security, auditability, and compliance controls. This menu can be accessed from the "Identity Provider" option available in Admin Settings under the Settings section. *** #### Supported Protocol * **SAML 2.0** * Authentication requests can be sent using **POST** or **GET.** * emSigner acts as the **Service Provider (SP).** * Your enterprise IdP (for example, Okta) acts as the **Identity Provider (IdP).** *** #### Prerequisites Before configuring a custom SSO provider: * Administrative access to your Identity Provider (for example, Okta Admin Console) * A configured **SAML application** in the IdP for emSigner * SSO enabled for your organization in emSigner * The email address configured as the **unique user identifier** in both emSigner and the IdP *** #### Identity Provider Configuration in emSigner The **Identity Provider** screen in emSigner is used to register your IdP details. Each field is described below. *** **1. Identity Provider Metadata URL** * **Optional but recommended** * A URL that hosts the IdP’s SAML metadata XML * emSigner can automatically retrieve: * Issuer * Login URL * Logout URL * Signing certificate If provided, you may use **Auto-fill** to populate fields automatically. **Example (Okta):**\ `https:///app//sso/saml/metadata` *** **2. Identity Provider Issuer** * The **Entity ID** of your Identity Provider. * This value uniquely identifies the IdP in SAML assertions. * Must exactly match the Issuer configured in the IdP. *** **3. Authentication Request Method** Defines how emSigner sends authentication requests to the IdP. * **POST** (recommended) * **GET** Select the method supported and configured in your IdP. *** **4. Identity Provider Login / Redirect URL** * The **Single Sign-On (SSO) URL** of your Identity Provider. * Users are redirected to this URL during login. * Provided by your IdP’s SAML configuration. *** **5. Logout Request Method** Defines how emSigner sends logout requests. * **POST** or **GET** * This should match the IdP’s logout endpoint configuration. *** **6. Identity Provider Logout URL** * The **Single Logout (SLO) URL**, if supported by your IdP. * Enables centralized logout across applications. * Optional, but recommended for enterprise environments. *** **7. Certificate** * Paste the **X.509 signing certificate** provided by the Identity Provider * Used by emSigner to: * Verify SAML assertion signatures * Ensure message integrity and authenticity > Ensure the certificate is kept up to date before expiry. *** #### IdP-Side Configuration (Example: Okta) When configuring emSigner as a SAML app in your IdP: * **Assertion Consumer Service (ACS) URL**: Provided by emSigner * **Entity ID (Audience URI)**: Provided by emSigner * **NameID format**: Email address * **NameID value**: User’s primary email * **Attribute mapping**: * Email → emSigner user identifier *** #### User Login Flow Once configuration is complete: 1. The user enters their **email address** on the emSigner login page. 2. emSigner identifies that a custom SSO provider is configured for the domain. 3. The user is redirected to the Identity Provider (e.g., Okta). 4. Upon successful authentication, the user is logged in to emSigner. *** #### Security & Compliance Notes * emSigner does **not store IdP passwords**. * All authentication decisions are handled by the Identity Provider. * Existing IdP controls such as **MFA**, **Conditional Access**, and **device trust** continue to apply. * Login events are recorded in emSigner audit logs for traceability. *** #### Troubleshooting **Users not redirected to IdP** * Verify the domain-to-IdP mapping in emSigner * Ensure email domain matches the configured IdP **Authentication fails** * Confirm Issuer and ACS values match exactly * Verify certificate validity and format **Access denied after login** * Check user assignment in the IdP * Review IdP MFA or policy restrictions *** #### Need Assistance? For environment-specific ACS URLs, metadata validation, or help onboarding custom SSO providers such as Okta, Ping, or Auth0, please contact emSigner Support or raise a ticket through the Support Portal. # Renewing your account How can the user Renew their emSigner account? **Renewing Your Subscription** Account administrators can renew their emSigner subscription directly from within the platform. Follow the steps below to complete your renewal. > **Note:** Only the Super Admin of the account can perform subscription renewal. The Super Admin controls the overall operation of the plan or organization, including managing users, departments, workflow templates, and access privileges. **Step 1: Log in to your emSigner account** Navigate to the emSigner login page and validate using your credentials.
**Step 2: Check for the expiry notification** If your subscription has expired, a notification banner will appear on your Dashboard indicating the expiry date. Click **Renew** directly from the banner to initiate the renewal process. Alternatively, you can write to for assistance.
**Step 3: Initiate Renewal** Clicking **Renew** will open the **Renew Subscription** panel where you can review your current plan details and configure your renewal.
**Step 4: Review Renewal Details** Once the renewal details are configured, review the order summary carefully before proceeding to payment.
**Step 5: Proceed to Payment** Click **Proceed to Payment** to be redirected to the payment gateway. Complete the payment using your preferred payment method.
**Step 6: Confirmation** Once the payment is successful, a **Renewal Successful** confirmation will be displayed. Your subscription is activated immediately upon successful payment confirmation, and you can continue using emSigner without any delay.
# Changing the number of users **Adding Users to Your Subscription** emSigner allows account administrators to add users to an existing user-based subscription plan at any time, without changing the current plan or billing cycle. **Step 1: Navigate to Subscription Management** Go to **Settings → Subscription Management**. The page displays your current subscription details including: * Plan name and users included * Subscribed date and expiry date * Billing cycle * User Limit and Active Users count
**Step 2: Initiate User Addition** Click **Add More User(s)** to open the **Add More Users** panel. The panel displays your current subscription details for reference: * **Plan** — Your active plan name. * **Active Users** — Current number of active users against the total user limit. * **Days Remaining** — Number of days left in the current subscription cycle.
**Step 3: Enter Number of Users to Add** Enter the number of additional users you wish to add. The **Price Breakdown** section updates in real time and displays: * Base price per user * Pro-rata days remaining in the current billing cycle * Subtotal * Applicable taxes * Total amount payable
**Step 4: Proceed to Payment** Click **Proceed to Payment** to be redirected to the secure payment gateway. Complete the payment using your preferred payment method — UPI, Credit/Debit Card, Net Banking, or Wallet.
**Step 5: Confirmation** Once the payment is successful, a **Payment Successful** confirmation is displayed with the Transaction ID and Amount paid. The confirmation window closes automatically after a few seconds.
**Step 6: Updated Subscription** After successful payment, the Subscription Management page reflects the updated user limit immediately. The subscription validity and billing cycle remain unchanged. You can now proceed to onboard the newly added users via **Manage Users**.
# Changing your plan How do I upgrade my subscription? **Upgrading Your Subscription** Account administrators can upgrade their emSigner subscription plan directly from within the platform. Follow the steps below to complete your upgrade. > **Note:** Only the Super Admin of the account can perform subscription upgrades. **Step 1: Navigate to Subscription Management** Go to **Settings → Subscription Management**. The page displays your current subscription details including plan name, users included, subscribed date, expiry date, and billing cycle.
**Step 2: Initiate Plan Upgrade** Click **Upgrade Plan** to open the **Upgrade Plan** panel. The panel displays your current plan details for reference: * **Plan Name** — Your active plan name. * **Users** — Current number of users in the plan. * **Days Remaining** — Number of days left in the current subscription cycle.
**Step 3: Select New Plan** Select the plan you wish to upgrade to from the **Select New Plan** dropdown. You can also click **View plan details and features** to review the features included in the new plan before proceeding. **Step 4: Proceed to Payment** Click **Proceed to Payment** to be redirected to the secure payment gateway. Complete the payment using your preferred payment method — UPI, Credit/Debit Card, Net Banking, or Wallet.
**Step 5: Confirmation** Once the payment is successful, a **Plan Upgraded Successfully** confirmation is displayed with the following details: Click **Close** to return to the Subscription Management page, where your updated plan will be reflected immediately.
> **Looking to upgrade to the Professional Plan?** Please [Contact Us](https://www.emsigner.com/ContactUs) to get assistance from our team. # Topping up your wallet The Top-Up Wallet feature allows you to pre-load funds into your emSigner account. The wallet balance can then be used for pay-per-use services, ensuring uninterrupted transactions without repeated payment steps. #### Accessing Wallet Information 1. From the Dashboard, navigate to Settings. 2. Open the Subscription section. 3. Select the Wallet Info tab. The Wallet Info page displays: * Total Wallet Recharged – Cumulative amount added to the wallet * Wallet Balance – Available balance for usage * Wallet Transaction Details – History of wallet usage
*** #### Topping Up Your Wallet 1. From the Subscription Management tab, click TopUp Wallet. 2. In the Topup your Account dialog: * Enter the amount you want to add to your wallet. * Click Topup Wallet to proceed.
*** #### Completing the Payment 1. You will be redirected to the secure payment gateway. 2. Choose a preferred payment method. 3. Complete the payment within the session time limit. All payments are processed through a secure checkout. *** #### Confirmation and Wallet Update Once payment is successful, a confirmation screen is displayed with: * Payment amount * Transaction reference ID * Wallet recharge status After successful recharge: * The Wallet Balance is updated. * The transaction appears under Wallet Transaction Details. * The balance is available for applicable services without further payment steps. *** #### Important Notes * Wallet top-ups are optional and intended for convenience. * Wallet balance is consumed based on service usage. * The transaction history can be exported using Export to CSV for reconciliation or reporting. # Converting your plan #### Plan Conversion in emSigner emSigner offers two distinct subscription models: **user-based plans** and **envelope-based plans**, each designed for different usage patterns and operational needs. These plans are provisioned independently and are not interchangeable by default. Automatic conversion between user-based and envelope-based plans is **not supported**. Any request to convert, upgrade, or change the plan type must be initiated through **emSigner support channels** and is subject to commercial review and confirmation. # Creation of an Envelope How can the users upload a document and initiate an envelope? Creating an envelope in emSigner is the process of packaging documents and defining how they will be signed from start to completion. emSigner supports **three signing flows** to accommodate different use cases: * **Only I Will Sign** – for self-signing documents * **I Will Sign with Others** – for documents where the sender is also a signer * **Only Others Will Sign** – for documents signed solely by external recipients **Envelope Creation Steps** 1. **Select the Signing Flow**\ Choose one of the three supported flows based on who needs to sign the document: * *Only I Will Sign*: the sender signs the document themselves. * *I Will Sign with Others*: the sender and one or more additional recipients sign the document. * *Only Others Will Sign*: only external recipients sign; the sender does not sign. 2. **Upload Documents**\ Upload one or more documents to be included in the envelope. All documents within the envelope follow the same workflow. 3. **Add Recipients**\ Define recipients such as signers, approvers, or CC. For each recipient, configure identity details, role, and authentication method. 4. **Configure Signing Order**\ Specify whether recipients sign **sequentially,** **in parallel, or hybrid**, based on business and approval requirements. 5. **Place Fields**\ Add and assign fields (signature, initials, date, text, checkboxes, etc.) to the relevant recipients. Each recipient can only act on their assigned fields. 6. **Review and Send**\ Review the envelope setup and send it for signing. emSigner notifies recipients and manages the signing process automatically. 7. **Track and Complete**\ Track the envelope through its lifecycle—sent, viewed, signed, and completed. Once all required actions are completed, emSigner finalizes the documents with a secure audit trail. This flexible envelope flow allows emSigner to support **self-signing, collaborative signing, and third-party signing scenarios**, both through the user interface and via APIs, while maintaining security, compliance, and traceability # Signing Flows # Only I will sign # Document Upload The **Upload Document** screen is the first step in creating a signing workflow (envelope) in emSigner. This screen allows you to name the envelope, upload one or more documents, and configure basic envelope settings before adding participants and signature fields.
### Screen Overview This screen is divided into three main sections: 1. **Envelope Details** 2. **Document Upload Area** 3. **Workflow Navigation** *** ### 1. Envelope Details #### Envelope Name * Enter a meaningful name to identify the signing transaction. * This name is used for tracking, search, and reporting. * Example: *Vendor Agreement – FY2026* *** #### Envelope Reference Number (Optional) * An optional reference number for internal reconciliation or ERP/CRM mapping. * This field does not impact the signing process. * Example: *PO-INV-45892* *** ### 2. Document Upload Area #### Supported File Formats You can upload documents in the following formats: * PDF * DOC / DOCX * XLS / XLSX #### Upload Limits * Maximum **10 documents** per envelope * Maximum **20 MB total size** per envelope *** #### Upload Methods You can upload documents using either method: * **Browse Files**\ Click *Browse Files* to select documents from your device. * **Drag & Drop**\ Drag files directly into the upload area. Once uploaded, documents will appear in the **Document Uploaded** panel on the right side of the screen. #### Document Uploaded Panel * Displays all documents added to the envelope. * Allows users to visually confirm successful uploads. * If no documents are uploaded, the panel will show **“No Document Uploaded”**. *** #### Envelope Configuration * Click **Envelope Configuration** to access advanced envelope-level settings (if enabled). * Configuration options may include advanced settings option like Include timestamp in signature, Include Organization name in signature, etc. (based on account settings). *** #### Sustainability Indicator The platform may display a sustainability message indicating the environmental benefit of electronic signing, such as reduced paper usage. This is informational and does not affect document processing. *** ### 3. Workflow Navigation At the bottom of the screen, the workflow progress indicator shows three steps: 1. **Upload Document** (current step) 2. **Add Participants** 3. **Set Signature** *** #### Navigation Buttons * **Back to Dashboard**\ Returns you to the main dashboard without proceeding further. * **Next**\ Proceeds to the **Add Participants** step. > Note: At least one document must be uploaded to continue. *** ### Common Errors & Tips * Ensure file formats are supported before uploading. * Check total file size if uploads fail. * Use clear envelope names for easier tracking and audit purposes. * Verify uploaded documents in the preview panel before proceeding. > **Note:** In Google Chrome, ensure that **Max Privacy** settings or any high-privacy browser extensions (if enabled) are disabled, as they may block file upload functionality. Reload the page and retry after disabling the setting. *** ### What Happens Next? After successfully uploading documents: * You will add signers and reviewers in **Add Participants.** * You will define signature fields and placement in **Set Signature.** * The envelope can then be sent for execution. # Select Type of eSignature/Digital Signature This screen allows you to define **who will sign the envelope** and **how the signing will be performed**. This step determines the signing flow before signature fields are placed on the document.
### Screen Overview This screen is divided into two sections: 1. **Who will be signing the envelope?** 2. **I want to sign with** A workflow progress indicator at the bottom shows: * **Step 1:** Upload Document (Completed) * **Step 2:** Add Participants (Current) * **Step 3:** Set Signature *** ### 1. Who Will Be Signing the Envelope? Select one of the following options to define signer participation: The flow presumes that the originator of the document is the only person who will sign the document. * This option is chosen if the user is the **sole signer** of the document. * No additional participants will be added. * Commonly used for self-approvals, internal declarations, or personal documents. *** ### 2. I Want to Sign With Select the signing method to be used for the envelope. The available options on this screen are: #### eSignature * Allows signers to apply an electronic signature using platform-supported methods such as typed, drawn, or image-based signatures. * Suitable for low to medium risk transactions and high-volume workflows. #### Digital Signature (Token or Smart Card) * Enables signing using a cryptographic digital signature backed by a hardware token or smart card. * Provides higher assurance, signer identity binding, and non-repudiation. * Commonly used for regulated, contractual, or compliance-driven documents. *** > **Note:** The availability of other signing methods such as Qualified Electronic Signatures in EU, AADHAAR eSign or country specific remote signing modes depends on account configuration, regulatory requirements, and organizational policy. # Adding Signature Placeholders and Fields The **Set Signature** screen allows you to place signature fields and other form components on the document for each participant. This step defines **where and how participants will sign or fill information** before the envelope is sent for execution. ***
### Screen Overview The screen is divided into three primary sections: 1. **Document, Participant, and Fields & Components (Left)** 2. **Document Preview & Field Placement Area (Center)** 3. **Action Controls (Bottom & Top Bar)** *** ### 1. Documents Panel #### Documents * Displays all documents uploaded to the envelope. * Shows document name and page count. * If multiple documents are present, you can switch between them. * Documents are signed in the order defined in the workflow. *** ### 2. Select Participant #### Participant Selector * Use the **Select Participant** dropdown to choose the signer or participant for whom fields are being placed. * Fields added while a participant is selected will be **assigned only to that participant**. * Example shown: **John Doe** > Each participant must have at least one required field (e.g., Signature) to complete signing. *** ### 3. Fields and Components This section contains all available fields that can be dragged and dropped onto the document. #### Signature Fields * **Signature** – Primary signing field for the participant * **Initials** – Used for initials at specific locations *** #### Identity & Metadata Fields * **Name** * **Email** * **Mobile** * **ID Number** * **Designation** * **Department** * **Date** These fields can be auto-filled or user-entered based on configuration. *** #### Form Fields * **Textbox** – Free text input * **Drop Down** – Select from predefined values * **Radio Button** – Single selection * **Checkbox** – Multiple selections Used for agreements requiring additional data capture beyond signatures. *** #### Additional Components * **Photo** – Capture or upload an image * **Stamp** – Apply a predefined stamp (if added in profile) * **QRCode** – Embed a QR code linked to verification data * **QR Disclaimer** – Displays verification or legal disclaimer text linked to the QR code *** ### 4. Document Preview & Field Placement #### Drag and Drop Placement * Drag any field from the left panel and drop it onto the document. * Resize and reposition fields using corner handles. * Each field displays action icons: **Settings (⚙️)** – Configure field properties (mandatory/optional, format, validation) Clicking the **Settings (⚙️)** icon opens the **Properties** panel, where you can configure additional options for the selected field.\ The available settings vary depending on the field type.
Common configuration options include: * **Select Page** – Choose whether the field appears on the current page only or other pages. * **Tag Name** – Define a unique identifier for data mapping (used in bulk document generation). * **Visibility** – Control whether the field is visible to the signer (available for select components). * **Font & Display Settings** – Adjust font style, size, alignment, and color (for text-based fields). * **Tab Index** – Set the navigation order when moving through fields using the keyboard. * **Caption** – Add a label or helper text for the field. * **QR Inclusion** – Specify whether the field value should be embedded into a QR code. > **Note:** Some advanced options such as **Mandatory**, **Validation**, **Max Length**, and **Multiline** are available only for specific fields (for example, Textbox) and will appear in the Properties panel only when supported. **Delete (✖)** – Remove the field *** #### Signature Appearance * Signature fields visually show how the signature will appear to the signer. * Example includes: * Full signature * Initials * Signer name and signing indicator *** ### 5. Toolbar & Navigation Controls #### Top Bar * **Document Navigation Controls** – Move between pages * **Click to change appearance** – Customize signature appearance (font/style, where permitted) *** #### Bottom Controls * **Modify Participants** – Go back to edit signer details * **Save as Draft** – Save the envelope without sending * **Next** – Proceed to the final step to review and send the envelope *** ### Best Practices * Ensure each signer has at least one **mandatory signature field**. * Place fields clearly and avoid overlapping content. * Use initials for multi-page documents where required. * Verify participant selection before placing fields. *** ### What Happens Next? After completing field placement: * The envelope is finalized * Signing requests are sent to participants * Audit trail and completion certificate are automatically generated upon completion *** ### Common Questions **Can I place fields for multiple participants?**\ Yes. Select each participant from the dropdown and place fields separately. **Can fields be optional?**\ Yes. Field properties allow marking fields as optional or mandatory. **Can I edit fields after sending?**\ No. Fields must be finalized before sending the envelope. **Can signature controls be placed on multiple pages?**\ Yes. Signature, initials, and other fields can be placed on any page of the document. This allows signatures or initials to be applied across multi-page documents as required by the workflow. **Can I have both initials and a full signature on the same document for the same user?**\ Yes. A single participant can be assigned both initials and full signature fields within the same document. This is commonly used when initials are required on internal pages and a full signature is required on the final page. **Can I place more than one signature for the same user?**\ Yes. Multiple signature fields can be placed for the same user on a document. Each signature is independently recorded and cryptographically bound to the document. **Are all fields mandatory by default?**\ No. Fields can be configured as mandatory or optional. Mandatory fields must be completed by the participant before the signing process can be completed. **How can I verify a document when it is printed or accessed offline?**\ Printed or offline documents can be verified using embedded QR codes (if enabled), standard PDF signature validation tools, and the completion certificate, which contains document hashes, timestamps, and signer details. **Will the signature remain valid if the document is downloaded or shared?**\ Yes. Once signed, the document is cryptographically sealed. Any changes made to the document after signing will invalidate the signature and be detectable. **Can I move or resize fields after placing them?**\ Yes. Fields can be moved and resized until the envelope is sent. After sending, field placement cannot be modified. **Can different participants sign on different pages of the document?**\ Yes. Fields can be assigned to different participants and placed on different pages according to the defined signing workflow. **How is signer identity captured and recorded?**\ Signer identity is captured through configured authentication mechanisms and recorded in the audit trail along with timestamps, IP address, and document hash. **What happens if a participant skips a mandatory field?**\ The participant will not be able to complete the signing process until all mandatory fields assigned to them are completed. # Additional Workflow Settings ### Additional Settings The **Additional Settings** screen allows you to configure optional envelope-level preferences before completing the signing process. These settings help control document appearance, reminders, communication language, and supporting attachments. ***
#### Screen Overview This screen is divided into two sections: * **Additional Settings** * **Attach Supporting Document(s)** Navigation controls are available at the bottom of the screen. *** #### 1. Additional Settings **Apply Watermark** Enables a watermark to be applied to the document.\ Watermarks help visually indicate document status or confidentiality.\ This setting does not affect the legal validity of the signed document. #### Set Password Allows the initiator to secure the envelope with a password *(if enabled)*.\ All signatories must enter this password to access the document, adding an extra layer of security for sensitive workflows. *** #### 2. Attach Supporting Document(s) Supporting documents can be attached to the envelope for reference purposes. **Description (Optional)** Enter a brief description explaining the purpose of the attachment.\ This helps clarify why the document is included. **Add Attachment** Click **Add Attachment** to upload supporting documents.\ These documents: * Are shared with the signer * Do **not** require signatures * Are **not** included in the signing workflow Typical examples include annexures, reference material, or internal notes. *** #### Navigation Controls **Document Preview** Returns you to the document preview screen. **Save as Draft** Saves the envelope with all current settings.\ The envelope can be edited and completed later. **Next** Proceeds to the signing step. *** ### Common Questions **Are supporting documents legally signed?**\ No. Supporting documents are provided for reference only and are not signed or sealed. **Can I add multiple supporting documents?**\ Yes. Multiple supporting documents can be attached to the same envelope. **Can I change reminder settings after sending the document?**\ Reminder behavior depends on account configuration. In most cases, reminder settings must be defined before completing the process. **Does the email message affect the audit trail?**\ No. The email message is included in notifications only and does not impact the audit trail or document integrity. # Signing and Downloading the Document Once the initiator completes all required steps—document upload, signature placement, and additional workflow settings—they can proceed to sign the document by clicking **Next**. The visual appearance of the applied signature is determined by the signature configuration completed in the Signature Placeholders and Fields configuration stage. During that configuration stage, the user defines how the signature should appear on the document, including: * The signer’s full name * The **signature style**, such as: * Sample signature styles * Drawn signature * Uploaded signature image * Previously saved signatures (My Signatures)
Upon successful signing, a **signature completion screen** is displayed to confirm that the document has been signed.
*** #### Signature Completion Screen The signature completion screen confirms the successful signing of the document and provides the following options: * **Initiate Another Envelope**\ Start a new signing workflow * **Go to Dashboard**\ Navigate back to the main dashboard * **View Signed Document**\ Open the signed document immediately for review *** #### Viewing the Signed Document When **View Signed Document** is selected: * The signed PDF opens in the document viewer * The applied signature is visibly embedded in the document * Signature details such as signer name, date, and time are displayed * The document is digitally sealed and protected from modification
*** #### Accessing the Signed Document from Document Store The signed document can also be accessed later from the **Document Store**. To locate the document: 1. Navigate to **Doc Store** 2. Select the **Completed** section 3. Locate the signed document in the list 4. Click **View** to open the document The **Completed** section lists all finalized documents along with their status and signing details.
*** #### Viewing a Signed Document Click **View** against a completed envelope to open the document viewer. From this screen, users can: * Preview the final signed document * Access document-Log details
* View signing order diagram
* View Attachments
*** #### Available Actions on a Completed Document The following actions are available after signing: * Download All * View Document * Validation Report * Audit Trail * Download XML * Share / Comments
*** #### Verifying the Signed Document Downloaded signed documents can be verified using standard PDF readers such as **Adobe Acrobat** or other trusted verification tools. Verification confirms: * Document integrity (no changes after signing) * Authenticity of each signer * Signing timestamps * Certificate trust chain Any modification to the document after signing will invalidate the signature.
*** #### Audit & Compliance * Every action performed on the envelope is recorded in the **Audit Trail**. * The audit trail remains permanently linked to the document. * Signed documents remain verifiable even after download or external sharing. * This ensures compliance with legal, regulatory, and internal audit requirements. # I will sign with others # Document Upload The **Upload Document** screen is the first step in creating a signing workflow (envelope) in emSigner. This screen allows you to name the envelope, upload one or more documents, and configure basic envelope settings before adding participants and signature fields.
### Screen Overview This screen is divided into three main sections: 1. **Envelope Details** 2. **Document Upload Area** 3. **Workflow Navigation** *** ### 1. Envelope Details #### Envelope Name * Enter a meaningful name to identify the signing transaction. * This name is used for tracking, search, and reporting. * Example: *Vendor Agreement – FY2026* *** #### Envelope Reference Number (Optional) * An optional reference number for internal reconciliation or ERP/CRM mapping. * This field does not impact the signing process. * Example: *PO-INV-45892* *** ### 2. Document Upload Area #### Supported File Formats You can upload documents in the following formats: * PDF * DOC / DOCX * XLS / XLSX #### Upload Limits * Maximum **10 documents** per envelope * Maximum **20 MB total size** per envelope *** #### Upload Methods You can upload documents using either method: * **Browse Files**\ Click *Browse Files* to select documents from your device. * **Drag & Drop**\ Drag files directly into the upload area. Once uploaded, documents will appear in the **Document Uploaded** panel on the right side of the screen. #### Document Uploaded Panel * Displays all documents added to the envelope. * Allows users to visually confirm successful uploads. * If no documents are uploaded, the panel will show **“No Document Uploaded”**. *** #### Envelope Configuration * Click **Envelope Configuration** to access advanced envelope-level settings (if enabled). * Configuration options may include advanced settings option like Include timestamp in signature, Include Organization name in signature, etc. (based on account settings). *** #### Sustainability Indicator The platform may display a sustainability message indicating the environmental benefit of electronic signing, such as reduced paper usage. This is informational and does not affect document processing. *** ### 3. Workflow Navigation At the bottom of the screen, the workflow progress indicator shows three steps: 1. **Upload Document** (current step) 2. **Add Participants** 3. **Set Signature** *** #### Navigation Buttons * **Back to Dashboard**\ Returns you to the main dashboard without proceeding further. * **Next**\ Proceeds to the **Add Participants** step. > Note: At least one document must be uploaded to continue. *** ### Common Errors & Tips * Ensure file formats are supported before uploading. * Check total file size if uploads fail. * Use clear envelope names for easier tracking and audit purposes. * Verify uploaded documents in the preview panel before proceeding. > **Note:** In Google Chrome, ensure that **Max Privacy** settings or any high-privacy browser extensions (if enabled) are disabled, as they may block file upload functionality. Reload the page and retry after disabling the setting. *** ### What Happens Next? After successfully uploading documents: * You will add signers and reviewers in **Add Participants.** * You will define signature fields and placement in **Set Signature.** * The envelope can then be sent for execution. # Enabling eStamping (Optional) eStamping allows you to attach a stamp to documents as part of the signing workflow. This step is optional and can be configured while uploading documents. #### Enable eStamping 1. Upload the required document(s). 2. Toggle the **Enable eStamping** from the *Document Uploaded* section.
For a detailed view of the end-to-end eStamping journey: * **Online eStamping powered by NeSL** – Refer [*here*](https://support.emsigner.com/initiate-and-sign-envelopes/estamp/estamping-online) for the complete workflow * **Offline eStamping (Stamp Paper / Revenue Stamp)** – Refer [*here*](https://support.emsigner.com/initiate-and-sign-envelopes/estamp/estamping-offline) for the detailed steps # Adding Participants #### Selecting the Signing Option After uploading the document, the system prompts the user to choose **who will be signing the envelope**. Select **I will sign with others** to indicate that: * The initiator will sign the document, and * One or more additional participants will also sign the same document as part of the workflow.
Once this option is selected, click **Next** to proceed to participant configuration. *** #### Participant Configuration Screen In this step, the initiator defines **all participants involved in the signing journey**. By default: * The initiator is already added as a signer * The initiator appears as an **internal/admin user** The left panel displays the participant list, while the right panel is used to configure settings for the selected participant.
*** #### Adding Additional Participants The initiator can add more signers using the available options:
* **Search & add internal users**\ Search for existing internal users by entering at least the first four characters of their name or email.
* **Add New External Participant** Use **Add new external participant** to include signers who are not part of your organization and add them directly to the workflow. Provide the following details: * **Participant Name** * **Participant Email** * **Mobile Number** *(optional)* * **Company** *(optional)* * **Identification Number** *(optional)* Once added, the external participant can be configured for signing order, permissions, and signature placement.
Each added participant appears in the participant list and becomes part of the signing workflow.
*** #### Workflow Type and Signing Order While users can be defined to select in Serial or Parallel or a combination of both, for simplicity a workflow type setting is provided here as a master setting across all participants to either sign in * **Sequential** – Participants sign one after another, based on order * **Parallel** – Participants receive the document at the same time The signing order is automatically derived from: * The selected workflow type, and * The sequence of participants in the list This determines when each participant is notified and allowed to act on the document. # Configuring Workflow ### Configuring Workflow for Participants After adding all required participants to the envelope, the initiator must configure the workflow settings for **each participant individually**. This step defines **how**, **when**, and **in what role** each participant will interact with the document during the signing journey. *** #### Accessing Participant Configuration * Click on a participant from the participant list on the left * The configuration panel opens on the right for the selected participant * Settings configured here apply **only to the selected participant** Each participant must be reviewed and configured before proceeding to the next step.
*** #### Workflow Type The **Workflow Type** determines how this participant’s signing action is sequenced in the overall signing process. Available options: * **Serial** – The participant signs only after the previous participant completes their action * **Parallel** – The participant can sign at the same time as other participants * **Hybrid –** A combination of serial and parallel signing, where selected participants sign together while others sign in a defined sequence * **In-Person** – Used when signing is performed in a controlled, in-person scenario This setting defines the **order and dependency** of signing actions across participants. *** #### Role The **Role** defines what action the participant can perform on the document. Available roles include: * **Signer** – The participant is required to sign the document * **Reviewer** – The participant can review the document without signing * **CC Recipient** – The participant receives a copy for reference only Role selection directly affects whether the participant is required to complete an action for the workflow to progress. *** #### Signing Type The **Signing Type** determines how the signature is applied for the participant. Common options: * **Manual** – The participant actively signs the document * **Automated** – The signature is applied automatically based on configured rules (if enabled for the account). This works with eSignatures and BYOK (Bring Your Own Keys). This option is typically selected based on business requirements and participant type. *** #### Participant Will Sign With This setting defines the **signature method** used by the participant. #### eSignature * Allows signers to apply an electronic signature using platform-supported methods such as typed, drawn, or image-based signatures. * Suitable for low to medium risk transactions and high-volume workflows. #### Digital Signature (Token or Smart Card) * Enables signing using a cryptographic digital signature backed by a hardware token or smart card. * Provides higher assurance, signer identity binding, and non-repudiation. * Commonly used for regulated, contractual, or compliance-driven documents. *** > **Note:** The availability of other signing methods such as Qualified Electronic Signatures in EU, AADHAAR eSign or country specific remote signing modes depends on account configuration, regulatory requirements, and organizational policy. *** #### Optional Settings Optional settings allow additional controls over how the participant interacts with the document. These may include: * **Search Text** – Automatically positions signature fields based on text found in the document * **Anchor** – Uses predefined anchors to place signature or fields accurately These settings help streamline field placement and improve consistency across documents.
*** #### Saving Participant Configuration * After configuring the required settings, click **Save** * Repeat the same process for each participant in the list * Ensure all participants are properly configured before moving forward The **Next** button becomes active only after all participant workflows are configured and saved. # Advanced Settings
### Advanced Verification The **Advanced Settings** section allows administrators and initiators to apply additional identity verification and security controls for **external users**—before they are allowed to sign a document. These settings enhance signer assurance and are typically used for high-value, sensitive, or compliance-driven workflows. *** ### Screen Overview The **Advanced Settings** panel is available as part of the **Signatory Configuration** and is optional.\ It provides controls for: * Demographic validation * OTP Authentication * Liveness/Facematch * ID-based verification The options displayed depend on account configuration, participant type, and administrative permissions. *** ### Verify Demographic Data When enabled, this option validates signer details (such as name or identifier) against available verification data during the signing process. * Helps ensure that the signer’s identity matches the expected participant details. * Commonly used in regulated or identity-sensitive workflows. *** ### User Authentication Options The **Users will authenticate through** setting defines the level of verification required before a participant can sign. #### None * No additional authentication beyond standard access controls. * Suitable for low-risk or internal workflows. *** #### Basic / Advanced Authentication Enables additional verification methods that may include one or more of the following: **OTP Authentication** * A one-time password is sent to the signer’s registered contact method. * The signer must successfully validate the OTP before signing. **Liveness / Face Match** * Confirms the physical presence of the signer. These methods increase confidence in signer authenticity while maintaining a smooth signing experience. *** #### ID Verification Enables identity verification using officially recognized identification methods. **Country** Defines the country context for ID verification. * Available verification methods may vary by country. Allows selection of an appropriate ID verification mechanism based on regional compliance and account configuration. ID verification is typically used when: * Regulatory compliance is required * Higher assurance of signer identity is needed *** ### Saving Advanced Settings Click **Save** to apply the selected advanced verification settings for the participant.\ These settings are applied before the signer is allowed to proceed to the signing stage. *** ### Notes * Advanced Settings are applied to external participants. * Available authentication and verification methods depend on: * Account configuration * Regional regulations * Administrator permissions * These settings directly impact the signer’s verification flow during signing. *** ### Best Practices * Use OTP or ID verification for external or unknown signers. * Enable liveness checks for high-risk or legally sensitive documents. * Avoid unnecessary verification steps for low-risk workflows to maintain signer experience. * Align verification strength with organizational and regulatory requirements. # Adding Signature Placeholders and Fields The **Set Signature** screen allows you to place signature fields and other form components on the document for each participant. This step defines **where and how participants will sign or fill information** before the envelope is sent for execution. ***
### Screen Overview The screen is divided into three primary sections: 1. **Document, Participant, and Fields & Components (Left)** 2. **Document Preview & Field Placement Area (Center)** 3. **Action Controls (Bottom & Top Bar)** *** ### 1. Documents Panel #### Documents * Displays all documents uploaded to the envelope. * Shows document name and page count. * If multiple documents are present, you can switch between them. * Documents are signed in the order defined in the workflow. *** ### 2. Select Participant #### Participant Selector * Use the **Select Participant** dropdown to choose the signer or participant for whom fields are being placed. * Fields added while a participant is selected will be **assigned only to that participant**. * Example shown: **John Doe** > Each participant must have at least one required field (e.g., Signature) to complete signing. *** ### 3. Fields and Components This section contains all available fields that can be dragged and dropped onto the document. #### Signature Fields * **Signature** – Primary signing field for the participant * **Initials** – Used for initials at specific locations *** #### Identity & Metadata Fields * **Name** * **Email** * **Mobile** * **ID Number** * **Designation** * **Department** * **Date** These fields can be auto-filled or user-entered based on configuration. *** #### Form Fields * **Textbox** – Free text input * **Drop Down** – Select from predefined values * **Radio Button** – Single selection * **Checkbox** – Multiple selections Used for agreements requiring additional data capture beyond signatures. *** #### Additional Components * **Photo** – Capture or upload an image * **Stamp** – Apply a predefined stamp (if added in profile) * **QRCode** – Embed a QR code linked to verification data * **QR Disclaimer** – Displays verification or legal disclaimer text linked to the QR code *** ### 4. Document Preview & Field Placement #### Drag and Drop Placement * Drag any field from the left panel and drop it onto the document. * Resize and reposition fields using corner handles. * Each field displays action icons: **Settings (⚙️)** – Configure field properties (mandatory/optional, format, validation) Clicking the **Settings (⚙️)** icon opens the **Properties** panel, where you can configure additional options for the selected field.\ The available settings vary depending on the field type.
Common configuration options include: * **Select Page** – Choose whether the field appears on the current page only or other pages. * **Tag Name** – Define a unique identifier for data mapping (used in bulk document generation). * **Visibility** – Control whether the field is visible to the signer (available for select components). * **Font & Display Settings** – Adjust font style, size, alignment, and color (for text-based fields). * **Tab Index** – Set the navigation order when moving through fields using the keyboard. * **Caption** – Add a label or helper text for the field. * **QR Inclusion** – Specify whether the field value should be embedded into a QR code. > **Note:** Some advanced options such as **Mandatory**, **Validation**, **Max Length**, and **Multiline** are available only for specific fields (for example, Textbox) and will appear in the Properties panel only when supported. **Delete (✖)** – Remove the field *** #### Signature Appearance * Signature fields visually show how the signature will appear to the signer. * Example includes: * Full signature * Initials * Signer name and signing indicator *** ### 5. Toolbar & Navigation Controls #### Top Bar * **Document Navigation Controls** – Move between pages * **Click to change appearance** – Customize signature appearance (font/style, where permitted) *** #### Bottom Controls * **Modify Participants** – Go back to edit signer details * **Save as Draft** – Save the envelope without sending * **Next** – Proceed to the final step to review and send the envelope *** ### Best Practices * Ensure each signer has at least one **mandatory signature field**. * Place fields clearly and avoid overlapping content. * Use initials for multi-page documents where required. * Verify participant selection before placing fields. *** ### What Happens Next? After completing field placement: * The envelope is finalized * Signing requests are sent to participants * Audit trail and completion certificate are automatically generated upon completion *** ### Common Questions **Can I place fields for multiple participants?**\ Yes. Select each participant from the dropdown and place fields separately. **Can fields be optional?**\ Yes. Field properties allow marking fields as optional or mandatory. **Can I edit fields after sending?**\ No. Fields must be finalized before sending the envelope. **Can signature controls be placed on multiple pages?**\ Yes. Signature, initials, and other fields can be placed on any page of the document. This allows signatures or initials to be applied across multi-page documents as required by the workflow. **Can I have both initials and a full signature on the same document for the same user?**\ Yes. A single participant can be assigned both initials and full signature fields within the same document. This is commonly used when initials are required on internal pages and a full signature is required on the final page. **Can I place more than one signature for the same user?**\ Yes. Multiple signature fields can be placed for the same user on a document. Each signature is independently recorded and cryptographically bound to the document. **Are all fields mandatory by default?**\ No. Fields can be configured as mandatory or optional. Mandatory fields must be completed by the participant before the signing process can be completed. **How can I verify a document when it is printed or accessed offline?**\ Printed or offline documents can be verified using embedded QR codes (if enabled), standard PDF signature validation tools, and the completion certificate, which contains document hashes, timestamps, and signer details. **Will the signature remain valid if the document is downloaded or shared?**\ Yes. Once signed, the document is cryptographically sealed. Any changes made to the document after signing will invalidate the signature and be detectable. **Can I move or resize fields after placing them?**\ Yes. Fields can be moved and resized until the envelope is sent. After sending, field placement cannot be modified. **Can different participants sign on different pages of the document?**\ Yes. Fields can be assigned to different participants and placed on different pages according to the defined signing workflow. **How is signer identity captured and recorded?**\ Signer identity is captured through configured authentication mechanisms and recorded in the audit trail along with timestamps, IP address, and document hash. **What happens if a participant skips a mandatory field?**\ The participant will not be able to complete the signing process until all mandatory fields assigned to them are completed. # Configuring a recipient as a Reviewer In emSigner, a recipient is automatically treated as a **reviewer** when no signature or initial placeholder is assigned to them in the document. Reviewers are invited to view and review the document but are not required to sign. While reviewers do not affix a signature, all their actions—such as document access, review time, and completion—are fully tracked and recorded in the audit trail for transparency and traceability.
# Additional Workflow Settings ### Additional Workflow Settings The **Additional Workflow Settings** screen allows the initiator to configure optional, envelope-level preferences before the document is sent for signing. These settings apply to **all participants** in the workflow and help control communication, reminders, document appearance, and reference materials. ***
#### Screen Overview This screen is divided into two sections: * **Additional Settings** * **Attach Supporting Document(s)** Navigation controls are available at the bottom of the screen to move forward or return to the previous step. *** ### 1. Additional Settings #### Apply Watermark Enables a watermark to be applied to the document.\ Helps visually indicate confidentiality or document status.\ Visible to all participants. *** #### Reminder Controls automated reminder notifications for participants who have not completed their action. **Options may include:** * Don’t Remind * Periodic reminders (based on configuration) Useful for ensuring timely completion in multi-participant workflows. *** #### Choose Workflow Language Sets the language used in the signing interface.\ Applies uniformly to all participants.\ Helps ensure a consistent experience for signers. *** #### Email Message Allows the initiator to add a custom message.\ Included in the email notification sent to all participants. Commonly used to: * Provide context about the document * Share instructions or timelines *** #### Set Password Allows the initiator to secure the envelope with a password *(if enabled)*.\ All signatories must enter this password to access the document, adding an extra layer of security for sensitive workflows. *** #### Envelope Expiry Defines an expiry date for the envelope *(if enabled)*.\ After the specified date, participants will no longer be able to access or sign the document. *** ### 2. Attach Supporting Document(s) Supporting documents can be added to the envelope for reference purposes. #### Description (Optional) * Add a brief description explaining the purpose of the attachment * Helps participants understand its relevance *** #### Add Attachment * Upload one or more supporting documents * These documents: * Are visible to all participants * Do not require signatures * Are not part of the signing workflow * Typically used for annexures, reference material, or policy documents *** ### Navigation Controls #### Document Preview * Returns to the document preview and signature placement screen #### Save as Draft * Saves the envelope with all current configurations * The envelope can be edited and sent later #### Next * Proceeds to the next step in the workflow * The document moves forward based on: * Configured participants * Defined workflow order * Envelope-level settings applied on this screen *** ### Key Notes * All settings on this screen apply at the **envelope level** * Participant-specific signing and verification settings are handled separately * Supporting documents are shared for reference only and are not signed # Signing the document ### Signing the Document Once the initiator completes all prior steps—adding participants, configuring workflow settings, and defining additional workflow options—they can proceed to sign the document. #### What Happens When You Click **Next** The initiator is taken through the signing step.The visual appearance of the applied signature is determined by the signature configuration completed in the Signature Placeholders and Fields configuration stage. During that configuration stage, the user defines how the signature should appear on the document, including: * The signer’s full name * The **signature style**, such as: * Sample signature styles * Drawn signature * Uploaded signature image * Previously saved signatures (My Signatures)
After the initiator signs, a confirmation screen is displayed with a success message indicating that: * The document has been signed successfully by the initiator. * The document has been sent to other participants for their action. This screen confirms that the workflow is progressing and that the next signer(s) have been notified.
#### Available Actions on the Completion Screen The initiator can choose one of the following actions: **Initiate Another Envelope** * Starts a new signing workflow immediately. * Useful when sending multiple documents in succession. **Go to Dashboard** * Redirects the user to the Dashboard. * Allows quick access to ongoing, completed, or pending envelopes. **View Signed Document** * Opens the current document in a read-only view. * Shows the initiator’s completed signature along with signature metadata. * The document remains in a **partially signed state** until all participants complete their signing. #### Key Notes * At this stage, the document is **not yet fully completed** unless all participants have already signed. * Subsequent participants will receive notifications (email or platform-based, depending on user type) to complete their signatures. * The initiator can continue to track the document’s progress from **Dashboard**/**Doc Store**. # Sending Documents to others ### Sending Documents to Others Once the initiator completes their signing in an **I will sign with others** workflow, the document is automatically sent to the next participant based on the configured signing order. *** #### Email Notification to the Next Participant The next participant in the workflow receives an email notification containing: * Document details (name, sender, date) * A **Review and Sign** action button This email indicates that the document is pending their signature or review.
*** #### Accessing the Document for Signing When a participant clicks **Review and Sign**: * **External participants** are taken directly to the document signing page via the secure signing link. * **Internal participants** are redirected to the emSigner login screen and, upon successful login, are taken to the signing interface. Once accessed, participants can review the document and proceed with their assigned action. *** #### Viewing the Signing Order Participants can view the **Signer Order Diagram** to understand: * Who initiated the document * All participants involved in the workflow * The current signing status of each participant (completed, pending, not started) This provides clear visibility into the overall signing progress.
*** #### Completing the Signature Once the participant: * Reviews the document * Applies their signature * Clicks **Sign & Finish** The document moves forward in the workflow: * If additional participants remain, it is sent to the next signer * If all participants have completed signing, the workflow is marked as completed
*** #### Completion of the Workflow After the final participant signs: * The document status is updated to **Completed** * All internal participants can access the signed document from **Doc Store** * Audit trail and signing details are preserved for reference and compliance This completes the multi-signer workflow.
# Tracking and Downloading the Signed Document ### Tracking & Reviewing Completed Documents Once all configured signatories have completed their actions, the envelope reaches the **Completed** state. Signed documents can be tracked, viewed, downloaded, and verified at any time from the **Document Store**. *** #### Accessing Completed Documents To view signed documents: 1. Navigate to **Doc Store** from the top menu. 2. Select the **Completed** tab. 3. Use filters such as: * **Status** * **Year** * **Search** 4. The list displays all completed envelopes accessible to the logged-in user.
*** #### Viewing a Signed Document Click **View** against a completed envelope to open the document viewer. From this screen, users can: * Preview the final signed document
* Access document-Log details
* View signing order diagram
* View Attachments
*** #### Available Actions on a Completed Document The **Actions** available post-signature activities: * Download All * View Document * Validation Report * Audit Trail * Download XML * Share / Comments
*** #### Verifying the Signed Document Downloaded signed documents can be verified using standard PDF readers such as **Adobe Acrobat** or other trusted verification tools. Verification confirms: * Document integrity (no changes after signing) * Authenticity of each signer * Signing timestamps * Certificate trust chain Any modification to the document after signing will invalidate the signature.
*** #### Audit & Compliance * Every action performed on the envelope is recorded in the **Audit Trail**. * The audit trail remains permanently linked to the document. * Signed documents remain verifiable even after download or external sharing. * This ensures compliance with legal, regulatory, and internal audit requirements. # Only others will sign # Document Upload The **Upload Document** screen is the first step in creating a signing workflow (envelope) in emSigner. This screen allows you to name the envelope, upload one or more documents, and configure basic envelope settings before adding participants and signature fields.
### Screen Overview This screen is divided into three main sections: 1. **Envelope Details** 2. **Document Upload Area** 3. **Workflow Navigation** *** ### 1. Envelope Details #### Envelope Name * Enter a meaningful name to identify the signing transaction. * This name is used for tracking, search, and reporting. * Example: *Vendor Agreement – FY2026* *** #### Envelope Reference Number (Optional) * An optional reference number for internal reconciliation or ERP/CRM mapping. * This field does not impact the signing process. * Example: *PO-INV-45892* *** ### 2. Document Upload Area #### Supported File Formats You can upload documents in the following formats: * PDF * DOC / DOCX * XLS / XLSX #### Upload Limits * Maximum **10 documents** per envelope * Maximum **20 MB total size** per envelope *** #### Upload Methods You can upload documents using either method: * **Browse Files**\ Click *Browse Files* to select documents from your device. * **Drag & Drop**\ Drag files directly into the upload area. Once uploaded, documents will appear in the **Document Uploaded** panel on the right side of the screen. #### Document Uploaded Panel * Displays all documents added to the envelope. * Allows users to visually confirm successful uploads. * If no documents are uploaded, the panel will show **“No Document Uploaded”**. *** #### Envelope Configuration * Click **Envelope Configuration** to access advanced envelope-level settings (if enabled). * Configuration options may include advanced settings option like Include timestamp in signature, Include Organization name in signature, etc. (based on account settings). *** #### Sustainability Indicator The platform may display a sustainability message indicating the environmental benefit of electronic signing, such as reduced paper usage. This is informational and does not affect document processing. *** ### 3. Workflow Navigation At the bottom of the screen, the workflow progress indicator shows three steps: 1. **Upload Document** (current step) 2. **Add Participants** 3. **Set Signature** *** #### Navigation Buttons * **Back to Dashboard**\ Returns you to the main dashboard without proceeding further. * **Next**\ Proceeds to the **Add Participants** step. > Note: At least one document must be uploaded to continue. *** ### Common Errors & Tips * Ensure file formats are supported before uploading. * Check total file size if uploads fail. * Use clear envelope names for easier tracking and audit purposes. * Verify uploaded documents in the preview panel before proceeding. > **Note:** In Google Chrome, ensure that **Max Privacy** settings or any high-privacy browser extensions (if enabled) are disabled, as they may block file upload functionality. Reload the page and retry after disabling the setting. *** ### What Happens Next? After successfully uploading documents: * You will add signers and reviewers in **Add Participants.** * You will define signature fields and placement in **Set Signature.** * The envelope can then be sent for execution. # Enabling eStamping (Optional) eStamping allows you to attach stamp to documents as part of the signing workflow. This step is optional and can be configured while uploading documents. #### Enable eStamping 1. Upload the required document(s). 2. Toggle **Enable eStamping** from the *Document Uploaded* section.
For a detailed view of the end-to-end eStamping journey: * **Online eStamping powered by NeSL** – Refer [*here*](https://support.emsigner.com/initiate-and-sign-envelopes/estamp/estamping-online) for the complete workflow * **Offline eStamping (Stamp Paper / Revenue Stamp)** – Refer [*here*](https://support.emsigner.com/initiate-and-sign-envelopes/estamp/estamping-offline) for the detailed steps # Adding Participants ### Adding Participants #### Selecting Participants for the Workflow After uploading the document, the initiator is guided to define who will participate in the signing workflow. At this stage: * The initiator acts only as the sender * The document will be routed to selected participants for signing or review * The initiator does not sign the document themselves Click **Next** to proceed to participant configuration.
*** #### Participant Configuration Screen This screen is used to define all users involved in the signing journey. Key characteristics: * The initiator is **not included** in the participant list * Only added participants appear as part of the workflow * The left panel displays the list of participants * The right panel is used to configure settings for the selected participant This ensures the document is signed exclusively by the intended recipients.
*** #### Adding Participants Participants can be added using the available options: * **Search & add internal users**\ Search for existing internal users by entering at least the first four characters of their name or email.
* **Add New External Participant** Use **Add new external participant** to include signers who are not part of your organization and add them directly to the workflow. Provide the following details: * **Participant Name** * **Participant Email** * **Mobile Number** *(optional)* * **Company** *(optional)* * **Identification Number** *(optional)* Once added, the external participant can be configured for signing order, permissions, and signature placement.
*** #### Workflow Type and Signing Order While users can be defined to select in Serial or Parallel or a combination of both, for simplicity a workflow type setting is provided here as a master setting across all participants to either sign in * **Sequential** – Participants sign one after another, based on order * **Parallel** – Participants receive the document at the same time
The signing order is automatically derived from: * The selected workflow type, and * The sequence of participants in the list This determines when each participant is notified and allowed to act on the document. # Configuring Workflow ### Configuring Workflow for Participants After adding all required participants to the envelope, the initiator must configure the workflow settings for **each participant individually**. This step defines **how**, **when**, and **in what role** each participant will interact with the document during the signing journey. *** #### Accessing Participant Configuration * Click on a participant from the participant list on the left * The configuration panel opens on the right for the selected participant * Settings configured here apply **only to the selected participant** Each participant must be reviewed and configured before proceeding to the next step.
*** #### Workflow Type The **Workflow Type** determines how this participant’s signing action is sequenced in the overall signing process. Available options: * **Serial** – The participant signs only after the previous participant completes their action * **Parallel** – The participant can sign at the same time as other participants * **Hybrid –** A combination of serial and parallel signing, where selected participants sign together while others sign in a defined sequence * **In-Person** – Used when signing is performed in a controlled, in-person scenario This setting defines the **order and dependency** of signing actions across participants. *** #### Role The **Role** defines what action the participant can perform on the document. Available roles include: * **Signer** – The participant is required to sign the document * **Reviewer** – The participant can review the document without signing * **CC Recipient** – The participant receives a copy for reference only Role selection directly affects whether the participant is required to complete an action for the workflow to progress. *** #### Signing Type The **Signing Type** determines how the signature is applied for the participant. Common options: * **Manual** – The participant actively signs the document * **Automated** – The signature is applied automatically based on configured rules (if enabled for the account). This works with eSignatures and BYOK (Bring Your Own Keys). This option is typically selected based on business requirements and participant type. *** #### Participant Will Sign With This setting defines the **signature method** used by the participant. #### eSignature * Allows signers to apply an electronic signature using platform-supported methods such as typed, drawn, or image-based signatures. * Suitable for low to medium risk transactions and high-volume workflows. #### Digital Signature (Token or Smart Card) * Enables signing using a cryptographic digital signature backed by a hardware token or smart card. * Provides higher assurance, signer identity binding, and non-repudiation. * Commonly used for regulated, contractual, or compliance-driven documents. *** > **Note:** The availability of other signing methods such as Qualified Electronic Signatures in EU, AADHAAR eSign or country specific remote signing modes depends on account configuration, regulatory requirements, and organizational policy. *** #### Optional Settings Optional settings allow additional controls over how the participant interacts with the document. These may include: * **Search Text** – Automatically positions signature fields based on text found in the document * **Anchor** – Uses predefined anchors to place signature or fields accurately These settings help streamline field placement and improve consistency across documents.
*** #### Saving Participant Configuration * After configuring the required settings, click **Save** * Repeat the same process for each participant in the list * Ensure all participants are properly configured before moving forward The **Next** button becomes active only after all participant workflows are configured and saved. # Advanced Settings
### Advanced Signatory Verification (Optional Settings) The **Advanced Settings** section allows administrators and initiators to apply additional identity verification and security controls for external users—before they are allowed to sign a document. These settings enhance signer assurance and are typically used for high-value, sensitive, or compliance-driven workflows. *** ### Screen Overview The **Advanced Settings** panel is available as part of the **Signatory Configuration** and is optional.\ It provides controls for: * Demographic validation * OTP Authentication * Liveness/Facematch * ID-based verification The options displayed depend on account configuration, participant type, and administrative permissions. *** ### Verify Demographic Data When enabled, this option validates signer details (such as name or identifier) against available verification data during the signing process. * Helps ensure that the signer’s identity matches the expected participant details. * Commonly used in regulated or identity-sensitive workflows. *** ### User Authentication Options The **Users will authenticate through** setting defines the level of verification required before a participant can sign. #### None * No additional authentication beyond standard access controls. * Suitable for low-risk or internal workflows. *** #### Basic / Advanced Authentication Enables additional verification methods that may include one or more of the following: **OTP Authentication** * A one-time password is sent to the signer’s registered contact method. * The signer must successfully validate the OTP before signing. **Liveness / Face Match** * Confirms the physical presence of the signer. These methods increase confidence in signer authenticity while maintaining a smooth signing experience. *** #### ID Verification Enables identity verification using officially recognized identification methods. **Country** Defines the country context for ID verification. * Available verification methods may vary by country. **ID Verification Type** Allows selection of an appropriate ID verification mechanism based on regional compliance and account configuration. ID verification is typically used when: * Regulatory compliance is required * Higher assurance of signer identity is needed * External signers are involved *** ### Saving Advanced Settings Click **Save** to apply the selected advanced verification settings for the participant.\ These settings are applied before the signer is allowed to proceed to the signing stage. *** ### Notes * Advanced Settings are applied to external participants. * Available authentication and verification methods depend on: * Account configuration * Regional regulations * Administrator permissions * These settings directly impact the signer’s verification flow during signing. *** ### Best Practices * Use OTP or ID verification for external or unknown signers. * Enable liveness checks for high-risk or legally sensitive documents. * Avoid unnecessary verification steps for low-risk workflows to maintain signer experience. * Align verification strength with organizational and regulatory requirements. # Adding Signature Placeholders and Fields The **Set Signature** screen allows you to place signature fields and other form components on the document for each participant. This step defines **where and how participants will sign or fill information** before the envelope is sent for execution. ***
### Screen Overview The screen is divided into three primary sections: 1. **Document, Participant, and Fields & Components (Left)** 2. **Document Preview & Field Placement Area (Center)** 3. **Action Controls (Bottom & Top Bar)** *** ### 1. Documents Panel #### Documents * Displays all documents uploaded to the envelope. * Shows document name and page count. * If multiple documents are present, you can switch between them. * Documents are signed in the order defined in the workflow. *** ### 2. Select Participant #### Participant Selector * Use the **Select Participant** dropdown to choose the signer or participant for whom fields are being placed. * Fields added while a participant is selected will be **assigned only to that participant**. * Example shown: **John Doe** > Each participant must have at least one required field (e.g., Signature) to complete signing. *** ### 3. Fields and Components This section contains all available fields that can be dragged and dropped onto the document. #### Signature Fields * **Signature** – Primary signing field for the participant * **Initials** – Used for initials at specific locations *** #### Identity & Metadata Fields * **Name** * **Email** * **Mobile** * **ID Number** * **Designation** * **Department** * **Date** These fields can be auto-filled or user-entered based on configuration. *** #### Form Fields * **Textbox** – Free text input * **Drop Down** – Select from predefined values * **Radio Button** – Single selection * **Checkbox** – Multiple selections Used for agreements requiring additional data capture beyond signatures. *** #### Additional Components * **Photo** – Capture or upload an image * **Stamp** – Apply a predefined stamp (if added in profile) * **QRCode** – Embed a QR code linked to verification data * **QR Disclaimer** – Displays verification or legal disclaimer text linked to the QR code *** ### 4. Document Preview & Field Placement #### Drag and Drop Placement * Drag any field from the left panel and drop it onto the document. * Resize and reposition fields using corner handles. * Each field displays action icons: **Settings (⚙️)** – Configure field properties (mandatory/optional, format, validation) Clicking the **Settings (⚙️)** icon opens the **Properties** panel, where you can configure additional options for the selected field.\ The available settings vary depending on the field type.
Common configuration options include: * **Select Page** – Choose whether the field appears on the current page only or other pages. * **Tag Name** – Define a unique identifier for data mapping (used in bulk document generation). * **Visibility** – Control whether the field is visible to the signer (available for select components). * **Font & Display Settings** – Adjust font style, size, alignment, and color (for text-based fields). * **Tab Index** – Set the navigation order when moving through fields using the keyboard. * **Caption** – Add a label or helper text for the field. * **QR Inclusion** – Specify whether the field value should be embedded into a QR code. > **Note:** Some advanced options such as **Mandatory**, **Validation**, **Max Length**, and **Multiline** are available only for specific fields (for example, Textbox) and will appear in the Properties panel only when supported. **Delete (✖)** – Remove the field *** #### Signature Appearance * Signature fields visually show how the signature will appear to the signer. * Example includes: * Full signature * Initials * Signer name and signing indicator *** ### 5. Toolbar & Navigation Controls #### Top Bar * **Document Navigation Controls** – Move between pages * **Click to change appearance** – Customize signature appearance (font/style, where permitted) *** #### Bottom Controls * **Modify Participants** – Go back to edit signer details * **Save as Draft** – Save the envelope without sending * **Next** – Proceed to the final step to review and send the envelope *** ### Best Practices * Ensure each signer has at least one **mandatory signature field**. * Place fields clearly and avoid overlapping content. * Use initials for multi-page documents where required. * Verify participant selection before placing fields. *** ### What Happens Next? After completing field placement: * The envelope is finalized * Signing requests are sent to participants * Audit trail and completion certificate are automatically generated upon completion *** ### Common Questions **Can I place fields for multiple participants?**\ Yes. Select each participant from the dropdown and place fields separately. **Can fields be optional?**\ Yes. Field properties allow marking fields as optional or mandatory. **Can I edit fields after sending?**\ No. Fields must be finalized before sending the envelope. **Can signature controls be placed on multiple pages?**\ Yes. Signature, initials, and other fields can be placed on any page of the document. This allows signatures or initials to be applied across multi-page documents as required by the workflow. **Can I have both initials and a full signature on the same document for the same user?**\ Yes. A single participant can be assigned both initials and full signature fields within the same document. This is commonly used when initials are required on internal pages and a full signature is required on the final page. **Can I place more than one signature for the same user?**\ Yes. Multiple signature fields can be placed for the same user on a document. Each signature is independently recorded and cryptographically bound to the document. **Are all fields mandatory by default?**\ No. Fields can be configured as mandatory or optional. Mandatory fields must be completed by the participant before the signing process can be completed. **How can I verify a document when it is printed or accessed offline?**\ Printed or offline documents can be verified using embedded QR codes (if enabled), standard PDF signature validation tools, and the completion certificate, which contains document hashes, timestamps, and signer details. **Will the signature remain valid if the document is downloaded or shared?**\ Yes. Once signed, the document is cryptographically sealed. Any changes made to the document after signing will invalidate the signature and be detectable. **Can I move or resize fields after placing them?**\ Yes. Fields can be moved and resized until the envelope is sent. After sending, field placement cannot be modified. **Can different participants sign on different pages of the document?**\ Yes. Fields can be assigned to different participants and placed on different pages according to the defined signing workflow. **How is signer identity captured and recorded?**\ Signer identity is captured through configured authentication mechanisms and recorded in the audit trail along with timestamps, IP address, and document hash. **What happens if a participant skips a mandatory field?**\ The participant will not be able to complete the signing process until all mandatory fields assigned to them are completed. # Configuring a recipient as a reviewer In emSigner, a recipient is automatically treated as a **reviewer** when no signature or initial placeholder is assigned to them in the document. Reviewers are invited to view and review the document but are not required to sign. While reviewers do not affix a signature, all their actions—such as document access, review time, and completion—are fully tracked and recorded in the audit trail for transparency and traceability.
# Additional Workflow Settings ### Additional Workflow Settings The **Additional Workflow Settings** screen allows the initiator to configure optional, envelope-level preferences before the document is sent for signing. These settings apply to **all participants** in the workflow and help control communication, reminders, document appearance, and reference materials. ***
#### Screen Overview This screen is divided into two sections: * **Additional Settings** * **Attach Supporting Document(s)** Navigation controls are available at the bottom of the screen to move forward or return to the previous step. *** ### 1. Additional Settings #### Apply Watermark Enables a watermark to be applied to the document.\ Helps visually indicate confidentiality or document status.\ Visible to all participants. *** #### Reminder Controls automated reminder notifications for participants who have not completed their action. **Options may include:** * Don’t Remind * Periodic reminders (based on configuration) Useful for ensuring timely completion in multi-participant workflows. *** #### Choose Workflow Language Sets the language used in the signing interface.\ Applies uniformly to all participants.\ Helps ensure a consistent experience for signers. *** #### Email Message Allows the initiator to add a custom message.\ Included in the email notification sent to all participants. Commonly used to: * Provide context about the document * Share instructions or timelines *** #### Set Password Allows the initiator to secure the envelope with a password *(if enabled)*.\ All signatories must enter this password to access the document, adding an extra layer of security for sensitive workflows. *** #### Envelope Expiry Defines an expiry date for the envelope *(if enabled)*.\ After the specified date, participants will no longer be able to access or sign the document. *** ### 2. Attach Supporting Document(s) Supporting documents can be added to the envelope for reference purposes. #### Description (Optional) * Add a brief description explaining the purpose of the attachment * Helps participants understand its relevance *** #### Add Attachment * Upload one or more supporting documents * These documents: * Are visible to all participants * Do not require signatures * Are not part of the signing workflow * Typically used for annexures, reference material, or policy documents *** ### Navigation Controls #### Document Preview * Returns to the document preview and signature placement screen #### Save as Draft * Saves the envelope with all current configurations * The envelope can be edited and sent later #### Next * Proceeds to the next step in the workflow * The document moves forward based on: * Configured participants * Defined workflow order * Envelope-level settings applied on this screen *** ### Key Notes * All settings on this screen apply at the **envelope level** * Participant-specific signing and verification settings are handled separately * Supporting documents are shared for reference only and are not signed # Sending Documents to Others ### Sending Documents to Others Once all participants are added, workflows are configured, and additional settings are completed, the initiator clicks **Next** to initiate the envelope. In this flow, the initiator does **not** sign the document. Clicking **Next** directly sends the document to the configured participants for their signature or review. *** ### Envelope Initiation Confirmation After the envelope is initiated, a confirmation screen is displayed indicating that the document has been successfully sent to participants for their signatures and reviews. This message confirms that: * The envelope has been created successfully * The signing workflow has started * Notifications have been triggered to all configured participants based on the defined workflow *** ### Email Notification to the Next Participant Based on the configured workflow (serial or parallel), participants receive an email notification when it is their turn to act. Each email contains: * Document details (document name, sender, and date) * A **Review and Sign** action button This notification indicates that the document is pending the participant’s signature or review.
*** ### Accessing the Document for Signing When a participant clicks **Review and Sign**: * **External participants** are taken directly to the document signing page via the secure signing link. * **Internal participants** are redirected to the emSigner login screen and, upon successful login, are taken to the signing interface. Once accessed, participants can review the document and proceed with their assigned action. *** ### Viewing the Signing Order Participants can view the **Signer Order Diagram** to understand: * Who initiated the document * All participants involved in the workflow * The current status of each participant (completed, pending, or not started) This provides clear visibility into the overall signing progress and the position of the participant in the workflow.
*** ### Completing the Signature After reviewing the document, the participant: * Applies their signature * Clicks **Sign & Finish** The document then progresses based on the workflow configuration: * In **serial workflows**, the document is sent to the next participant in sequence. * In **parallel workflows**, the document continues collecting signatures from remaining participants simultaneously.
*** ### Completion of the Workflow Once all participants have completed their actions: * The document status is updated to **Completed** * A completion email, along with the signed document and audit trail, is sent to **all participants** * The signed document is available in **Doc Store** for future access * Audit logs and signing details are preserved for compliance and verification This marks the successful completion of the multi-participant signing workflow. # Tracking and Downloading the Signed Document ### Tracking & Reviewing Completed Documents Once all configured signatories have completed their actions, the envelope reaches the **Completed** state. Signed documents can be tracked, viewed, downloaded, and verified at any time from the **Document Store**.
*** #### Accessing Completed Documents To view signed documents: 1. Navigate to **Doc Store** from the top menu. 2. Select the **Completed** tab. 3. Use filters such as: * **Status** * **Year** * **Search** 4. The list displays all completed envelopes accessible to the logged-in user. *** #### Viewing a Signed Document Click **View** against a completed envelope to open the document viewer. From this screen, users can: * Preview the final signed document
* Access document-Log details
* Signing order diagram
* View Attachments (if any)
*** #### Available Actions on a Completed Document The **Actions** menu provides multiple options for post-signature activities: * Download All * View Document * Validation Report * Audit Trail * Download XML * Share / Comments *** #### Verifying the Signed Document Downloaded signed documents can be verified using standard PDF readers such as **Adobe Acrobat** or other trusted verification tools. Verification confirms: * Document integrity (no changes after signing) * Authenticity of each signer * Signing timestamps * Certificate trust chain Any modification to the document after signing will invalidate the signature.
#### Audit & Compliance * Every action performed on the envelope is recorded in the **Audit Trail**. * The audit trail remains permanently linked to the document. * Signed documents remain verifiable even after download or external sharing. * This ensures compliance with legal, regulatory, and internal audit requirements. # Recalling an envelope emSigner allows the initiator to **recall a document that is currently pending with participants**, provided the signing workflow has not yet been completed. Recalling a document immediately stops the signing process and notifies relevant participants. *** #### Where Recall Is Available A document can be recalled **only when it is in progress**. To access the recall option: * Navigate to **Dashboard** * Open the **Waiting for Others** tab * Locate the required envelope * From the **Actions** dropdown, select **Recall** The Recall option is available only for envelopes initiated by you and currently awaiting participant action.
*** #### Providing Recall Remarks When you choose to recall an envelope: * A confirmation dialog is displayed * Enter **remarks** explaining the reason for recall\ *(maximum 200 characters)* Remarks are mandatory and help participants understand why the document was recalled. Click **OK** to confirm the recall action. A success message is displayed confirming the document has been recalled
*** #### Participant Notification After recall: * **All participants** receive an email notification * The email includes: * Document name * Recall reason (remarks entered by the initiator) * Recalled by and recalled on details * Reference number (if applicable) This ensures transparency and clear communication with all stakeholders.
*** #### Impact on Signing Order Once recalled: * The recall action is reflected in the **Signing Order diagram** * The workflow status visually indicates that the envelope has been recalled * This helps track where the process was stopped
*** #### Viewing Recalled Documents in DocStore Recalled envelopes are stored for reference and audit purposes. To view recalled documents: * Navigate to **Doc Store** * Use **Filter by Status** * Select **Recalled** The recalled envelope appears in the list with: * Created by and date * Envelope details * Recalled by and recalled on information * Access to remarks and signing order details * Option to mark as inactive
#### Key Notes * Recall is possible **only before the document is completed** * A recalled document cannot be resumed; it must be re-initiated if required * Remarks entered during recall are visible to participants * Recall status is consistently reflected across: * Dashboard * DocStore * Signing Order diagram * Email notifications # Using Templates # Creating and Managing Templates # Creating and Managing Activities The **Create and Manage Document Templates** section allows administrators to create, organize, and manage reusable document workflows in emSigner. Templates standardize frequently used business processes across teams and departments. *** #### Overview The template hierarchy in emSigner consists of two levels: * **Templates (Workflows)** — Top-level business groupings such as HR, Finance, Legal, or Procurement. Each template acts as a folder container. * **Activities** — Nested under templates, representing specific business use cases such as Onboarding Forms, Offer Letters, NDAs, or Invoice Approvals. Activities can be nested across multiple levels to further organize related use cases. Each activity is later configured as either a Fixed Form or Flexi Form workflow, where documents, participants, and signature fields are defined. *** #### Screen Overview
The Create and Manage Document Templates screen includes the following areas: * **Template list** — Displays all templates and their nested activities * **Search and filter bar** — Locate templates or activities quickly by name * **Inline action buttons** — Common controls available directly on each row * **Action menu (⋮)** — Additional management options per row * **Expandable detail panel** — Shows access, creator, and date information per activity *** #### Template List **Template Structure** Templates appear as top-level folder entries in the list. Activities appear nested beneath their parent template or activity. Both templates and activities can be expanded or collapsed using the arrow icon on the left side of each row. **Information Displayed Per Row** For each template and activity, the following details are visible on the row: * **Created By** — The user account that created the template or activity * **Created Date** — The date the entry was created, shown alongside the creator name * **Configuration Status** — A **Not Configured** badge appears on any activity that has not yet had a workflow set up * **Inline action buttons** — Context-sensitive controls for that row **Expanding an Activity** Clicking the down arrow (▼) on an activity row expands an inline detail panel showing: * **Created By** — The user who created the activity * **Start Date / End Date** — Validity window for the activity, if applicable * **Grant Access** — Displays current access status with a **MODIFY** shortcut link to update permissions directly * **Department** — Name of the department with access, or *Access not granted yet* * **User** — Specific user(s) with access, or *Access not granted yet*
*** #### Search and Filtering Use the **Type to filter template** search bar at the top of the template list to locate any template or activity by name. Filtering applies in real time and is useful when managing a large number of templates. *** #### Creating a New Template
To create a new top-level template grouping: 1. Click **+ Create new template** in the top-right corner of the screen. 2. The **Create New Workflow** dialog appears. Enter a name in the **Enter Workflow Name** field (for example: *HR Department Forms*, *Finance Department*). 3. Click **Save** to confirm, or **Cancel** to close without saving. Once created, the template appears immediately in the main template list and in the left-side Templates panel. Activities can then be added under the template, and access can be assigned before configuration begins. *** #### Template and Activity Actions Each row includes two types of controls: inline action buttons for the most common tasks, and an action menu (⋮) for additional management options. **Inline Action Buttons**
| Button | Function | | ------------------------------ | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Create Sub Activity if any** | Creates a new activity nested under the selected template or activity. Each activity represents a specific business use case (for example: Onboarding Forms, NDA, Offer Letter). This button is available at every level of the hierarchy, allowing activities to be nested across multiple levels to further organize related use cases. | | **Setup Template** | Opens the selected activity for detailed workflow configuration. Available on activities only, not top-level templates. | > **Note:** If an activity is already mapped to a configured workflow, creating a new sub-activity under it will be restricted. **Action Menu (⋮)**
Clicking the three-dot menu (⋮) on any row reveals the following options: | Action | Description | | ------------------- | ----------------------------------------------------------------------------------------------------------------------------- | | **Rename Activity** | Renames the selected template or activity. Useful when business terminology or use cases change after initial setup. | | **Remove Activity** | Permanently deletes the selected activity. This action does not affect other activities under the same template. | | **Grant Access** | Opens access management for the selected activity, allowing you to assign access to specific departments or individual users. | > **Note:** If the selected activity is already mapped with a workflow, both removing and renaming the activity will be restricted. *** #### Template Access Management Access controls determine which users or departments can view and use a template's activities to originate envelopes. Access can be managed directly from the template list. **Granting Access** To grant access to a template activity: 1. Click the three-dot menu (⋮) on the relevant activity row. 2. Select **Grant Access**. 3. Choose either **Department** or **User** access and select the target. 4. Confirm to apply. Access can also be modified from the expanded detail panel by clicking the **MODIFY** link next to the Grant Access label. **Access Types** | Access Type | Behaviour | | --------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | **Department-Level Access** | Grants access to all users mapped to the selected department. Suitable for role-based or team-wide access. | | **User-Level Access** | Grants access to a specific individual. If the user already belongs to a department that has access, user-level access takes precedence and overrides department-level access. | If no access has been assigned, the template remains visible only to administrators and the creator. The expanded detail panel displays *Access not granted yet* for both Department and User fields in this case. *** #### Left-Side Templates Panel A collapsible **Templates** panel is available on the left side of the screen. It displays all templates in a condensed tree view for quick navigation. Each template can be expanded to show its activities. This panel updates in real time as new templates and activities are created. *** #### What Happens Next? After creating templates and adding activities: * Click **Setup Template** on the relevant activity to begin workflow configuration. * Choose between a **Fixed Form** or **Flexi Form** workflow type. * Upload documents, define participants, and place signature and data fields. * Assign access to departments or users so they can originate envelopes from the configured template. > **Note:** Detailed configuration steps for Fixed Form and Flexi Form templates are covered in the subsequent sections of this guide. # Configure a Fixed Form Template ## # Upload Documents The **Upload Documents** step is the first stage in setting up a Fixed Form template. Accessed by clicking **Setup Template** on any configured activity, this is where you add the sample document(s) that will define the signing structure, participant roles, and signature placements for your template.
*** #### Accessing This Step To begin configuring a Fixed Form template: 1. Navigate to **Templates** from the top navigation menu. 2. Locate the relevant activity in the template list. 3. Click **Setup Template** on the activity row. This opens the template configuration wizard, starting at the **Upload Document** step. *** #### Step Progress Bar At the bottom of the screen, a progress indicator shows the three stages of Fixed Form template setup: **01 Upload document → 02 Add Participants → 03 Set Signature** Each step must be completed in sequence. Use the **Back** and **Next** buttons to navigate between steps. *** #### Uploading Documents
To upload documents: 1. Drag and drop your file(s) into the upload area, or click **Browse Files** to select them from your local system. 2. Uploaded documents appear immediately in the panel on the right, listed in the order they were added. **Supported formats and limits:** | Parameter | Limit | | --------------------- | ------------------------- | | Supported file types | PDF, DOC, DOCX, XLS, XLSX | | Maximum documents | 10 | | Maximum size per file | 20 MB | You can upload multiple documents as part of the same template, enabling workflows that span more than one file. *** #### Managing Uploaded Documents Once uploaded, each document is listed on the right panel with its file name, page count, and action icons. From here you can: * **Rename** a document using the edit (pencil) icon. * **Remove** a document using the delete (trash) icon if it is no longer needed. The total upload size used is displayed at the top of the document list, allowing you to track usage against the **20 MB** limit. *** #### IsFlexiform Toggle
The **IsFlexiform** toggle is located at the top-right of the uploaded documents panel. | Toggle State | Behaviour | | -------------- | --------------------------------------------------------------------------------------------------------------------- | | **OFF** (grey) | Configures the activity as a **Fixed Form** template — a fixed document layout with pre-defined signature placements. | | **ON** (blue) | Switches the activity to a **Flexi Form** template — a form-based input structure. | > **Important:** Ensure the **IsFlexiform toggle is set to OFF** when setting up a Fixed Form template. Changing this toggle will alter the template type and the configuration steps that follow. *** #### Key Notes * The document uploaded here serves as the reference layout for defining signature positions and workflow structure in the steps that follow. * In a Fixed Form template, this document is used for configuration purposes only. The actual document to be signed will be uploaded again when initiating a new envelope from this template. * Additional links are available at the bottom of the upload area: **Learn more** for guidance, and **Envelope Configuration** for advanced envelope-level settings. *** #### What Happens Next? Once your documents are uploaded, click **Next** to proceed to the **Add Participants** step, where you will define signatories, their roles, and the signing order. Signature and other required fields will then be placed on the uploaded document(s) in the step that follows. # Adding Participants The **Add Participants** step is the second stage in setting up a Fixed Form template. This step defines who will participate in the signing workflow, in what order they will act, and how each participant's access and signing experience is configured.
*** #### Screen Layout The Add Participants screen is divided into two panels: * **Left panel** — Lists all participants added to the workflow, with search and add controls at the top. * **Right panel** — Displays the configuration settings for the selected participant. When no participant is selected, a guided prompt is shown: *Select participant → Configure settings → Move forward*. > **Note:** Each participant must be fully configured before you can proceed to the next step. *** #### Adding Participants Participants can be added in either of the following ways: **Option 1: Add Signatories**
1. Click the **Add Signatories** button at the top of the left panel. 2. Use the **Search & Add participants** bar to find existing users — enter a minimum of 4 characters to search by name or email. 3. The search returns both internal organisation users and previously added external participants. External participants are identified with an **External** badge. 4. Select the user to add them to the workflow. **Option 2: Add External Participant**
1. Click the **Add external participant** button to add a signer who is not an existing user in the system. 2. The **Add External Participant** dialog appears. Fill in the following fields: | Field | Required | | ----------------- | -------- | | Participant name | Yes | | Participant email | Yes | | Mobile Number | No | | Company | No | | National ID | No | 3. Click **Add Participant** to confirm, or **Cancel** to close without saving. Once added, participants appear in the left panel as **Signatory 1**, **Signatory 2**, and so on, in the order they were added. Each row includes an **Assign Signatory** link to map a specific user to that position. *** #### Configuring Workflow Type
The **Workflow Type** toggle is available at the top of the participant list. Select the appropriate signing flow for the template: | Workflow Type | Description | | ------------- | --------------------------------------------------------------- | | **Serial** | Signatories sign one after another, in the defined order. | | **Parallel** | All signatories can sign simultaneously, irrespective of order. | | **In-person** | Signing is facilitated in a face-to-face setting. | The workflow type applies to the entire template and governs the signing sequence for all participants. *** #### Configuring Settings for Each Signatory Click on any signatory in the left panel to open their **Configure settings** panel on the right. The panel is headed **Configure settings for Signatory \[N]**. **Workflow Type** Select the workflow type for this individual signatory if it differs from the template-level setting. **Role** Assign the participant's role in the workflow: | Role | Description | | ---------------- | ------------------------------------------------------------------------------ | | **Signer** | The participant is required to sign the document. | | **Reviewer** | The participant reviews the document but does not sign. | | **CC Recipient** | The participant receives a copy of the document for information purposes only. | **Signatory Settings**
Expand the **Signatory Settings** section to configure the following: **Configure Attachment Profile** Select a **Profile Name** from the dropdown to define the type of attachments the signatory is required to submit as part of the signing process. **Access Controls** * **Allow to add exceptional users and define access controls** — Enable this toggle to permit the addition of users outside the standard participant list and to define custom access rules for this signatory. * **Don't Allow to download documents** — Enable this toggle to restrict the signatory from downloading the document during the signing process. **Attachment and Comment Visibility**
A table at the bottom of the settings panel lists all other signatories in the workflow. For each, you can control: | Setting | Description | | -------------------- | -------------------------------------------------------------------------------------- | | **Hide Attachments** | Prevents this signatory from viewing attachments submitted by the listed co-signatory. | | **Hide Comments** | Prevents this signatory from viewing comments added by the listed co-signatory. | Once all settings are configured for a signatory, click **Save Details** to apply the configuration before moving to the next participant. *** #### Key Notes * Each participant must be configured and saved before you can proceed to the **Set Signature** step. * The workflow type and participant roles defined here are locked into the template structure and will apply each time the template is used to initiate a signing transaction. * External participants added during this step are saved to the system and will appear in future participant searches with an **External** badge. *** #### What Happens Next? Once all participants are added and configured, click **Next** to proceed to the **Set Signature** step, where signature placeholders will be placed on the uploaded document(s) and mapped to the respective signatories. # Adding Fields The **Set Signature** step is the third and final stage in setting up a Fixed Form template. In this step, you place signature placeholders and supporting field components on the uploaded document(s) and map them to the respective signatories.
*** #### Left Panel Overview The left panel is organized into three sections: **Documents** All uploaded documents are listed here in the order they were added, along with their page count. Click any document name to switch to it in the preview area. You can also remove a document from the template using the delete icon next to it. **List of Signatories** A dropdown displaying all configured signatories. Select a signatory from this list to activate them — all fields and components placed on the document will be mapped to the currently selected signatory. The active signatory is visually indicated by the colour of the placed fields on the document. **Fields and Components** The following field types are available to drag and drop onto the document: | Field | Description | | ----------------- | ---------------------------------------------------------------------------- | | **Signature** | Places a signature box at the specified location for the selected signatory. | | **Initials** | Allows the signatory to place their initials at the specified location. | | **Photo** | Captures or displays a participant's photo at the specified location. | | **Stamp** | Adds a stamp component for organisational or compliance purposes. | | **QRCode** | Places a QR code on the document for reference or verification. | | **QR Disclaimer** | Places a QR-based disclaimer banner on the document. | *** #### Placing Fields on the Document
1. Select the signatory from the **List of Signatories** dropdown to whom the field should be assigned. 2. Drag the required field from the **Fields and Components** panel. 3. Drop it at the appropriate location on the document preview. 4. Once placed, the field is highlighted in the colour of the selected signatory, confirming correct mapping. When you switch the selected signatory, fields subsequently placed will be mapped to the newly selected participant. Fields placed for different signatories are colour-coded to help you visually distinguish assignments across the document. *** #### Field Properties
Clicking on any placed field opens the **Properties** panel on the right. The properties available depend on the field type: **Signature and Stamp** | Property | Description | | --------------- | ------------------------------------------------------------------------------------------------- | | **Select Page** | Specifies the page on which the field appears. Defaults to the current page. | | **Tag Name** | Optionally assign a unique identifier to the field, useful for tracking or integration purposes. | | **Invisible** | Enable this toggle if the field should be applied without displaying a visible box to the signer. | **Initials and Photo** | Property | Description | | --------------- | ---------------------------------------------------------------------------- | | **Select Page** | Specifies the page on which the field appears. Defaults to the current page. | | **Tag Name** | Optionally assign a unique identifier to the field. | **QR Code** | Property | Description | | --------------- | ------------------------------------------------------------------------------ | | **Select Page** | Specifies the page on which the QR code appears. Defaults to the current page. | **QR Disclaimer** | Property | Description | | ----------------- | ------------------------------------------------------------------------------------------------------------------------------- | | **Font Settings** | Configure the text styling of the disclaimer: Bold, Italic, Underline, text alignment, font size, font family, and font colour. | After configuring the required properties, click **Apply** to save the field settings. To remove a placed field, click the close icon directly on the field in the document preview. *** #### Navigating Between Documents If multiple documents have been uploaded, use the document list in the left panel to switch between them. The header of the preview area confirms which document you are currently viewing. Fields and placeholders must be placed on each document separately as required. *** #### Key Notes * The **List of Signatories** dropdown controls which participant newly placed fields are assigned to. Always verify the selected signatory before placing a field. * Each signatory is colour-coded, making it easy to visually audit field assignments across the document. * The **Invisible** toggle is available only for **Signature** and **Stamp** fields. It is not available for Initials, Photo, QR Code, or QR Disclaimer. * Use the **← Modify Participants** link at the bottom of the screen to return to the Add Participants step if any changes are needed. *** #### What Happens Next? Once all signature placeholders and fields are placed and configured, click **Next** to complete the Fixed Form template setup. The template will be ready for use and can be activated to initiate signing transactions. # Configuring Attachment Profile Signer Attachments allow you to collect **supporting documents from signatories** as part of the signing workflow (for example, ID proof or authorization documents). This configuration happens in **two stages**: 1. **Admin-level setup** and 2. **Template-level assignment to signatories**. *** **Configure Signer Attachments (Admin Setup)** Signer Attachments allow you to collect supporting documents from signatories as part of the signing workflow — for example, ID proof or authorisation documents. Before attachments can be assigned to a template, they must be configured by an admin. **To access Signer Attachments:** Navigate to **Settings → Attach Supporting Documents During Signing**.
The page lists all existing attachment profiles, showing the **Profile Name**, **Created Info** (Created By, Created On, Modified By, Modified On), and **Actions** for each entry. You can edit or delete any existing profile using the action icons in the corresponding row.
*** **Creating a New Profile**
Click **Create New** to define a new attachment profile. The **Create New Profile** form includes the following fields: * **Profile Name** *(required)* — A logical name to identify the attachment profile (e.g., IdentityProof, VendorDocuments). * **Document Name** *(required)* — The name of the document as it will be displayed to the signer during the signing process. * **Max Size** *(required)* — The maximum permitted file size for the uploaded document. Enter the value and select the unit (KB or MB) from the dropdown. * **File Extensions** *(required)* — The file formats accepted for this document. Supported extensions include doc, docx, pdf, jpeg, jpg, png, xlsx, and xls. Type to search and select the applicable formats. * **Document Instruction** — Optional guidance text displayed to the signer while uploading the document. Supports up to 200 characters. * **Is Mandatory** — Enable this toggle to make the document upload compulsory for the signer before they can proceed with signing. Once the details are filled in, click **+ Add** to add the document entry to the profile. The added entry appears in the table at the bottom of the form, showing the Document name, Max Size, File Extensions, and whether it is mandatory. A single profile can contain multiple document entries. Repeat the process to add additional documents to the same profile. When all required documents have been added, click **Save** to create the profile. Click **Cancel** to discard the changes. *** **Key Notes** * Once saved, the attachment profile becomes available for selection when configuring signatories in a template. * Multiple document types can be grouped under a single profile, allowing you to collect all required supporting documents from a signatory in one go. *** **Assign Attachment Profile in a Fixed Form Template**
After adding signatories in the **Add Participants** step, an attachment profile can be assigned to each signatory individually. **Steps:** 1. In the **Add Participants** step, click on the signatory from the left panel to open their **Configure settings** panel on the right. 2. Under **Signatory Settings**, locate the **Configure Attachment Profile** section. 3. Click the **Profile Name** dropdown and select the appropriate profile from the list. * The dropdown is populated with profiles created under **Settings → Attach Supporting Documents During Signing**. 4. Click **Save Details** to apply the configuration for that signatory. Repeat the process for each signatory who is required to submit supporting documents as part of the signing workflow. *** **Key Notes** * Attachment profile assignment is signatory-specific. Each signatory in the workflow can be assigned a different profile depending on the documents required from them. * Only profiles previously created in the admin settings are available for selection in this dropdown. * If no attachment is required for a particular signatory, the **Profile Name** field can be left unselected. # Adding Dynamic Users **Dynamic Participants** Dynamic Participants allow selected signatories to add additional participants during an active signing workflow, without restarting or recreating the document. This capability is controlled at the signatory level. *** **Enable Dynamic Participant Access** Dynamic participant access is granted by enabling a specific permission while configuring a signatory in the **Add Participants** step.
**Steps:** 1. In the **Add Participants** step, click on the signatory from the left panel to open their **Configure settings** panel on the right. 2. Under **Signatory Settings**, locate the toggle labelled **Allow to add exceptional users and define access controls**. 3. Enable the toggle to grant this permission to the signatory. 4. Click **Save Details** to apply the configuration. Once enabled, this signatory will be permitted to add new participants during the signing process. *** **How Dynamic Participants Work During Signing** * Only signatories with the **Allow to add exceptional users and define access controls** permission enabled can add participants during an active workflow. * Authorised signatories can add new reviewers or signers while the workflow is in progress, and assign roles and access permissions to the newly added participants. * The workflow continues without interruption or restart. *** **Completion Behavior** Once the signing process is completed, all participants — both original and dynamically added — receive the final signed document along with the completion certificate. # Setting workflow permissions **Workflow Permissions** Workflow permissions allow the template creator to control what each signatory can access and perform during the signing journey. These permissions are configured at the signatory level and help enforce document confidentiality and controlled collaboration. *** **Where to Configure** In the **Add Participants** step, click on the signatory from the left panel to open their **Configure settings** panel on the right. Under **Signatory Settings**, the following workflow permissions are available.
*** **Available Permission Controls** **1. Restrict Document Download** * **Don't Allow to download documents** — Enable this toggle to prevent the selected signatory from downloading the document during or after the signing process. This is useful for restricting document access for specific participants while still allowing them to sign. **2. Control Attachment and Comment Visibility** The second **Configure Attachment Profile** table at the bottom of the Signatory Settings panel lists all other signatories in the workflow. For each co-signatory listed, the template creator can control what the currently configured signatory is permitted to view: * **Hide Attachments** — Check this box to prevent the selected signatory from viewing attachments uploaded by the listed co-signatory. * **Hide Comments** — Check this box to prevent the selected signatory from viewing comments added by the listed co-signatory. These controls are applied per signatory pair, giving precise visibility management across all participants in the workflow. *** **Key Notes** * Workflow permissions are signatory-specific and must be configured individually for each participant who requires restricted access. * Once configured, click **Save Details** to apply the permissions before proceeding to the next step. # Setting Template Expiry **Expiry Section** The **Expiry Section** allows you to define the validity period for the Fixed Form Template. It is configured within the **Visual Appearance Settings** panel, which appears before activating the template.
**Configuration Options** * **Start Date** — Specifies the date from which the template becomes available for initiating signing transactions. * **End Date** — Specifies the date after which the template is no longer available for use. Use the calendar picker next to each field to select the appropriate dates. # Signatory M of N ### Signatory M-of-N (Template Configuration) The Signatory M-of-N feature allows templates to be configured with flexible signing rules, where M out of N signatories are required to complete the workflow. This enables complex approval scenarios while allowing actual signatories to be assigned dynamically during document initiation. ### Enabling Signatory M-of-N in a Template Enable M-out-of-N signatories (Template Initiation) from the Signature Settings section under Advanced Settings. Initiate a template that is configured by the Administrator with multiple signatories. In the example below, the template is configured with 4 signatories by the administrator and assigned to document initiator. Document initiator assign a number of signatories that is less than the total number configured by the Administrator. In the example below, 2 signatories are assigned. Initiate the template by clicking on Send. The document is initiated and sent only to the signatories assigned by the user, even though the number of assigned signatories is less than the total number configured by the Administrator. # Configure a Flexi Form Template ## # Upload Documents **Upload Documents** The **Upload Documents** step is the first stage in configuring a Flexi Form Template. In this step, you upload the actual document(s) that will be used for signing during transactions created from this template. Unlike Fixed Form templates, Flexi Form templates use the uploaded document as the final signing document, with predefined fields and signature placements that remain reusable across multiple transactions.
*** **To upload documents:** 1. Drag and drop your file(s) directly into the upload area, or click **Browse Files** to select them from your local system. 2. Supported formats: PDF, DOC, DOCX, XLS, XLSX — up to 10 documents, with a combined size limit of 20 MB. 3. Uploaded documents appear in the panel on the right, listed in the order they were added. *** **Managing Uploaded Documents** Once uploaded, each document is listed on the right side of the screen with its name, page count, and action icons. From here you can: * **Rename** a document using the edit (pencil) icon. * **Remove** a document using the delete (trash) icon if it is no longer needed. The total upload size is displayed at the top of the list, so you can track usage against the 20 MB limit. *** **IsFlexiform Toggle** The **IsFlexiform** toggle is displayed at the top-right of the documents panel and must remain **ON** (enabled) when setting up a Flexi Form Template. This ensures that the uploaded document is treated as the base signing document with reusable fields and predefined signature placements, rather than a reference layout used only for configuration. *** **Key Notes** * The uploaded document(s) serve as the base signing document for the Flexi Form Template. * Fields and signature placeholders defined on this document are reusable across multiple transactions. * When initiating a signing process using a Flexi Form Template, the document is not re-uploaded — the template's document is used directly. *** **What Happens Next?** Once your documents are uploaded, click **Next** to proceed to the **Add Participants** step, where you will define signatories, their roles, and the signing order. Fields and components will then be added to make the document dynamic and reusable across multiple signing journeys. # Adding Participants and Signature Placeholders **Add Participants and Signature Placeholders** The **Add Participants** step is the second stage in setting up a Flexi Form Template. This step defines who will sign the document, in what order they will sign, and how each participant's access and signing experience is configured. In a Flexi Form Template, the document, fields, and signature placeholders are configured during template setup, while field values are provided later when the template is used to initiate a signing transaction.
*** **Adding Participants** Participants can be added in either of the following ways: **Option 1: Add Signatories** Click the **Add Signatories** button at the top of the panel. Use the **Search & Add participants** bar to find existing users — enter a minimum of 4 characters to search by name or email. Select the user to add them to the workflow. **Option 2: Add External Participant** Click the **Add external participant** button to add a signer who is not an existing user in the system. Once added, participants appear in the left panel as **Signatory 1**, **Signatory 2**, and so on. Each signatory row includes an **Assign Signatory** option to map a specific user to that slot. *** **Configure Workflow Type** The **Workflow Type** toggle is available at the top of the participant list. Select the appropriate signing flow: * **Serial** — Signatories sign one after another, in the defined order. * **Parallel** — All signatories can sign simultaneously, irrespective of order. * **In-person** — Signing is facilitated in a face-to-face setting. *** **Configuring Settings for Each Signatory** Click on a signatory from the left panel to open their **Configure settings** panel on the right. Each participant must be configured before you can proceed to the next step. **Role** Assign the participant's role in the workflow: * **Signer** — The participant is required to sign the document. * **Reviewer** — The participant reviews the document but does not sign. * **CC Recipient** — The participant receives a copy of the document for information purposes only. **Signatory Settings** Expand the **Signatory Settings** section to configure the following: *Configure Attachment Profile* Select a **Profile Name** from the dropdown to define the type of attachments the signatory is required to submit as part of the signing process. *Access Controls* * **Allow to add exceptional users and define access controls** — Enable this toggle to permit the addition of users outside the standard participant list and to define custom access rules for this signatory. * **Don't Allow to download documents** — Enable this toggle to restrict the signatory from downloading the document during the signing process. *Attachment & Comment Visibility* A table at the bottom of the settings panel lists all other signatories in the workflow. For each, you can control: * **Hide Attachments** — Prevent this signatory from viewing attachments submitted by the listed co-signatory. * **Hide Comments** — Prevent this signatory from viewing comments added by the listed co-signatory. Once all settings are configured for a signatory, click **Save Details** to apply the configuration before moving to the next participant. *** **Key Notes** * Each participant must be configured before you can proceed to the **Set Signature** step. * The workflow type and participant roles defined here are locked into the template structure and will apply each time the template is used for a signing transaction. * In a Flexi Form Template, the document uploaded during setup is the final document — fields and signature placeholders are predefined, and users will fill in values and complete signing when the workflow is initiated. *** **What Happens Next?** Once all participants are added and configured, click **Next** to proceed to the **Set Signature** step, where signature placeholders and field components will be placed on the document and mapped to the respective signatories. # Adding Fields After uploading documents, adding signatories, and placing signature placeholders, you can add **fields and components** to capture structured input from participants.\ This is a **key capability of Flexi Form templates** and a major difference compared to Fixed Form templates. In a Flexi Form template, fields are **fillable during workflow initiation or signing**, allowing the document content to adapt dynamically based on user input. #### Available Field Components From the **Drag fields and components** panel on the left, the following field types are available in a Flexi Form template: **Text & Identity Fields** * **Name** * **Department** * **Designation** * **Mobile** * **Email** * **ID Number** * **Textbox** **Selection Fields** * **Checkbox** * **Radio Button** **Signature-Related Components** * **Initials** * **Photo** * **Stamp** **Reference & Compliance Components** * **QR Code** * **QR Disclaimer** These components allow you to design fully interactive documents where users can enter, select, or confirm information as part of the signing flow.
*** #### Placing Fields on the Document To place a field: 1. Drag the required field from the left panel. 2. Drop it at the appropriate location on the document. 3. Once placed, the field is visually highlighted and becomes configurable. **Visual Mapping to Signatories** * Each field automatically inherits the **color of the currently selected signatory**. * When you switch the selected signatory, the field color updates accordingly. * This color-coding helps ensure fields are mapped to the **correct participant**, especially in multi-signer workflows. Fields can be positioned anywhere on the document and are independent of signature placeholders. *** ### Field Properties FlexiForm templates support multiple fillable field types. Each field provides configurable properties to control ownership, appearance, validation, and data mapping. *** #### Common Properties *(Applicable to Name, Department, Designation, Mobile, Email, ID Number, and Textbox)* * **Assigned To** – Specifies the signatory responsible for filling the field.\ Field color reflects the selected signatory. * **Font Settings** – Style (Bold/Italic), alignment, size, font family, and color. * **Tag Name** – Unique identifier used for CSV/XLS mapping in bulk workflows. * **Tab Index** – Controls keyboard navigation order. * **Caption** – Displays a label or descriptive text. * **QR Code (Optional)** – Includes the field value in the generated QR code. *** #### Field-Specific Properties **Name / Department / Designation / Mobile / Email / ID Number** All these fields share the same configuration: * Assigned To * Font Settings * Tag Name * Tab Index * Caption * QR Code (Optional) *** **Textbox** Includes all common properties, plus: * **Mandatory** – Makes the field required. * **Box View** – Toggles bordered input. * **Placeholder** – Hint text inside the field. * **Max Length** – Character limit. * **Tool Tip** – Help text on hover. * **Validation** – Input validation (e.g., numeric, email). * **Multiline** – Allows multi-line input. *** **Checkbox** Used for selections or acknowledgements: * Mandatory * Assigned To * Group Name * Placeholder * Font Size * Tag Name * Tab Index * Caption *** **Radio Button** Used when only one option must be selected: * Assigned To * Group Name (single selection enforced per group) * Placeholder * Font Size * Tag Name * Tab Index * Caption
*** ### Saving or Removing a Field * After configuring the required properties, click **Apply** to save the field configuration. * If a field is no longer required, click the **close** icon on the field to remove it from the document. # Configuring Attachment Profile Signer Attachments allow you to collect **supporting documents from signatories** as part of the signing workflow (for example, ID proof or authorization documents). This configuration happens in **two stages**: 1. **Admin-level setup** and 2. **Template-level assignment to signatories**. *** #### 1. Configure Signer Attachments (Admin Setup) Before attachments can be used in a template, they must be configured by an admin. **Steps:** * Navigate to **SETTINGS →ATTACH SUPPORTING DOCUMENTS DURING SIGNING**
* Click **Create New** to define an attachment profile.
* Provide the following details: * **Profile Name** – Logical name for the attachment set (e.g., *IdentityProof*). * **Document Name** – Name shown to the signer. * **Document Instruction** – Guidance displayed to the signer while uploading. * **Allowed File Extensions** – Supported formats (PDF, JPG, PNG, etc.). * **Maximum File Size** – File size limit. * **Mandatory** – Mark whether upload is required to proceed. * Save the profile. Once saved, the attachment profile becomes available for use while configuring templates.
*** #### 2. Assign Attachment Profile in Flexi Form Template After adding signatories in the Flexi Form Template, attachment profiles can be assigned **per signatory**. **Steps:** 1. In the **Configure Signatory** panel, click the **Settings (⚙️)** icon for the required signatory. 2. The **Configure Attachment Profile** window opens. 3. Select a **Profile Name** from the dropdown. * The list is populated based on profiles created in **Signer Attachments (Admin Settings)**. 4. Click **Apply** to save the configuration.
*** #### Key Behavior * Attachment configuration is **signatory-specific**. * Only profiles created in **Admin → Signer Attachments** are available for selection. * This ensures controlled, reusable, and consistent attachment handling across templates. # Adding Dynamic Users ### Adding Dynamic Users Dynamic participants allow selected signatories to add additional participants during an active signing workflow, without restarting or recreating the document. This capability is controlled at the signatory level during template configuration. *** #### Enabling Dynamic Participant Access
To enable dynamic participant access for a signatory: 1. In the **Add Participants** step, click on the relevant signatory from the left panel to open their **Configure settings** panel. 2. Expand the **Signatory Settings** section. 3. Under **Configure Attachment Profile**, enable the toggle for **Allow to add exceptional users and define access controls**. 4. Click **Save Details** to apply. Once enabled, this signatory will be permitted to add new participants during the signing process. *** #### How Dynamic Participants Work During Signing * Only signatories with the **Allow to add exceptional users and define access controls** permission enabled can add participants. * Authorised signatories can add new reviewers or signers while the workflow is in progress and assign roles and access permissions to the newly added participants. * The workflow continues without interruption or restart. *** #### Completion Behaviour Once the signing process is completed: * All participants — both original and dynamically added — receive the final signed document and the completion certificate. # Setting workflow permissions ### Setting Workflow Permissions Workflow permissions allow the template creator to control what each signatory can access and perform during the signing journey. These permissions are configured at the signatory level and help enforce document confidentiality and controlled collaboration. *** #### Where to Configure
Workflow permissions are configured directly within the **Add Participants** step: 1. Click on the relevant signatory from the left panel to open their **Configure settings** panel. 2. Expand the **Signatory Settings** section. 3. Configure the required permissions under **Configure Attachment Profile**. 4. Click **Save Details** to apply. *** #### Available Permission Controls **1. Configure Attachment Profile** Select a **Profile Name** from the dropdown to define the type of attachments the signatory is required to submit as part of the signing process. **2. Restrict Document Download** * **Don't Allow to download documents** — When enabled, the selected signatory cannot download the document during or after the signing process. Useful for restricting document access for specific participants. **3. Dynamic Participant Access** * **Allow to add exceptional users and define access controls** — When enabled, the selected signatory can add new participants during an active signing workflow. Refer to the **Adding Dynamic Users** section for full details. **4. Control Attachment and Comment Visibility** The **Configure Attachment Profile** table lists all other signatories in the workflow. For each co-signatory listed, the following visibility controls are available: | Setting | Description | | -------------------- | --------------------------------------------------------------------------------------------- | | **Hide Attachments** | Prevents the selected signatory from viewing attachments uploaded by the listed co-signatory. | | **Hide Comments** | Prevents the selected signatory from viewing comments added by the listed co-signatory. | > **Note:** The visibility table reflects all signatories added to the workflow. If only one signatory has been configured, the table will display *No signatories available* until additional participants are added. *** #### Key Notes * Permissions are configured independently for each signatory. Repeat the process for every participant whose access needs to be controlled. * All permission settings are locked into the template and apply each time the template is used to initiate a signing transaction. # Setting Template Expiry ### Setting Template Expiry The **Setting Template Expiry** step allows you to define the validity period during which the Fixed Form template can be used to initiate signing transactions. This is configured from the **Visual Appearance Settings** panel during the final stage of template setup. *** #### Visual Appearance Settings Panel
The **Visual Appearance Settings** panel contains two areas: * **Visual Appearance Settings** — Controls how signature options are presented to signatories during signing. * **Expiry Section** — Defines the validity window for the template. *** #### Expiry Section The **Expiry Section** is located at the bottom of the Visual Appearance Settings panel. | Field | Description | | -------------- | --------------------------------------------------------------------------- | | **Start Date** | Specifies the date from which the template can be used to initiate signing. | | **End Date** | Specifies the date after which the template is no longer available for use. | > **Note:** Expiry configuration is optional and can be set based on business requirements. If no dates are set, the template remains available indefinitely. *** #### Visual Appearance Settings Before activating the template, you can optionally control how signature options are presented to signatories. Enable any of the following toggles to hide the corresponding signing method: | Setting | Description | | ---------------------------------- | ----------------------------------------------------------------------- | | **Hide Font Based Signing Option** | Hides the typed/font-based signature option from signatories. | | **Hide Draw Option** | Hides the hand-drawn signature option. | | **Hide Upload Option** | Hides the option to upload a signature image. | | **Hide Topaz Option** | Hides the Topaz hardware-based signature capture option, if applicable. | | **Hide My Signature** *(optional)* | Hides the previously saved signature option. | | **Hide For Seal** | Hides the seal option during signing. | These settings help standardise the signing experience and ensure signatories use only the permitted signature methods. *** #### Activating the Template Once all settings are configured: * Click **Apply and Activate** to activate the template and complete the configuration. The template will then be available for use to initiate signing transactions. * Click **Clear** to reset all selections in the panel without closing it. # Configuring as a Webform Collect signer details through a shareable form link before the signing session begins, enabling accurate data capture and high-volume or self-service signing. ### Web Form Settings FlexiForm templates support **Web Forms**, allowing documents to be signed directly through a shared link without requiring prior user creation. Web Form configuration is available from the Settings panel on the right-hand side. *** #### Enabling a Web Form To enable a web form: 1. Open **Web Form Settings**. 2. Enable **Create a web form**. 3. Choose one of the following options: * **Public** * **Private**
*** #### Public Web Form When **Public** is selected: * A **public signing URL** is generated after template activation. * The link can be shared with **any external user**. * No prior user mapping is required for the **first signatory**. **Important behavior:** * The **first signatory must be left unassigned** during template setup. * The external user accessing the link will act as **Signatory 1**. * Once Signatory 1 completes signing, the workflow continues to the remaining signatories based on the configured signing order. *** ### Private Web Form A **Private Web Form** allows controlled access to the signing experience with additional authentication and permission settings. This option is typically used when access must be restricted to known or authorized users. *** #### Enabling a Private Web Form To configure a private web form: 1. Expand **Web Form Settings**. 2. Enable **Create a web form**. 3. Select **Private**. Once selected, additional security and access controls become available. *** #### Authentication Settings Private web forms support authentication to validate the signer’s identity before allowing access. Available options include: * **Username & Password** * Signers must authenticate using credentials before accessing the web form. * **Office 365** * Enables authentication through Office 365 accounts (SSO-based access). One or more authentication methods can be enabled based on organizational requirements. *** #### Signatory Control **Allow to Choose/Add Signatories** * When enabled, the user accessing the private web form can: * Select an available signatory * Or add signatory details during the signing process (based on template rules) This provides flexibility in scenarios where signer details are not fixed at template creation time. *** #### Signing Flow Behavior * Access to the web form is restricted based on the configured authentication method. * Once authenticated, the signer proceeds according to the **workflow order** defined in the template. * After a signatory completes their action, the workflow continues to the next signatory as configured. *** #### Key Notes * Private web forms are suitable for **secure or internal signing scenarios**. * Authentication settings help ensure only authorized users can access the document. * Signatory addition permissions must align with the template’s workflow design. * Field configuration rules (such as mandatory placeholders for textboxes, checkboxes, and radio buttons) still apply. *** > **Web Form Field Requirement**\ > Before activating a web form, ensure that all interactive fields (Textbox, Checkbox, and Radio Button) have their **Placeholder** values configured. Missing placeholders will prevent successful activation of a public web form. *** #### Web Form Link Generation After successful activation: * A confirmation message is displayed. * A **Web Form URL** is generated. * The link can be: * Copied directly * Shared via email or other channels
*** #### Key Notes * Web Forms are available **only for FlexiForm templates**. * The signing flow follows the **same workflow order** defined in the template. * Once activated, the web form link reflects the latest template configuration. # Signatory M of N ### Signatory M-of-N (Template Configuration) The Signatory M-of-N feature allows templates to be configured with flexible signing rules, where M out of N signatories are required to complete the workflow. This enables complex approval scenarios while allowing actual signatories to be assigned dynamically during document initiation. ### Enabling Signatory M-of-N in a Template Enable M-out-of-N signatories (Template Initiation) from the Signature Settings section under Advanced Settings. Initiate a template that is configured by the Administrator with multiple signatories. In the example below, the template is configured with 4 signatories by the administrator and assigned to document initiator. Document initiator assign a number of signatories that is less than the total number configured by the Administrator. In the example below, 2 signatories are assigned. Initiate the template by clicking on Send. The document is initiated and sent only to the signatories assigned by the user, even though the number of assigned signatories is less than the total number configured by the Administrator. # Configuring Template Access ### Template Access Management Templates can be shared with users or departments directly from this screen. #### Granting Access Select either a **Department** or a **User**, then click **Grant Access**. Access determines who can: * View the template * Use configured activities * Create workflows from the template **Department-Level Access**\ Grants access to all internal users mapped to the selected department.\ Suitable for role-based or team-wide access. **User-Level Access**\ Grants access specifically to the selected user.
> If the user already belongs to a department with access, user-level access takes precedence and overrides department access. If no access is assigned, the template remains visible only to administrators.
*** ### What Happens Next? After managing templates and activities: * Select **Setup Template / Flexiform** to configure the workflow. * Choose between **Fixed Form** or **Flexi Form** configuration. * Upload documents, define participants, and place fields in the upcoming steps. # Originating a template # Fixed Form Template ### Fixed Form Templates Fixed Form Templates allow users to initiate documents using a **predefined signing structure** created by administrators.\ While the workflow, participant roles, and field positions are fixed, the **actual document is uploaded by the initiator during initiation**. These templates are ideal when the signing format is standardized, but the document content varies for each initiation. > **Note:** Visibility of Fixed Form Templates depends on access granted by the administrator. If a required template is not visible, contact your administrator to request access. *** ### Accessing a Fixed Form Template From the Dashboard, navigate to the **Templates** panel on the left.\ Select the required **Fixed Form Template** from the available categories. Clicking the template opens the initiation flow, where the document upload, participant configuration, and workflow setup are completed. *** ### Uploading the Document Unlike Flexi Form Templates, **the document file is uploaded during Fixed Form initiation**. The initiator uploads the document that will be sent for signing.\ Once uploaded, the document is rendered in the viewer with **predefined signature and form fields already mapped** based on the template configuration. *** ### Adding Participants Participants define who will receive, review, and sign the document. #### Add Participants from Existing Contacts Select participants from the existing contact list by searching with the first few characters of their name. #### Add New Participants Enter participant details manually (Name, Email, Mobile, etc.).\ Newly added participants become available for future initiations. Participants are assigned to **predefined roles** configured in the Fixed Form template. *** ### Email Delivery Options For each participant, you can choose how notifications are sent: * Primary Email * Secondary Email * Both Primary and Secondary Emails This allows flexibility in aligning with organizational communication preferences. *** ### Optional Configuration Settings Before sending the document, additional configuration options may be available: #### Document & Workflow Settings * **Envelope Name** – Assign a custom name to identify the document. * **Reference Number** – Add a business or system reference (optional). * **Workflow Settings** – Configure workflow-related options as permitted by the template. * **Language Selection** – Choose the language for participant notifications and signing UI. #### Visual & Compliance Enhancements * **Watermark** – Apply a watermark if enabled. * **Stamp Configuration** – Configure eStamp or physical stamp options where applicable. * **Merge Additional Documents** – Attach supporting documents along with the main document. *** ### Sending the Document Once the document upload, participant selection, and optional settings are completed: * Review the document and participant details. * Click **Send** to initiate the signing workflow. The document is sent to participants based on the predefined signing order and notification preferences. After initiation, the document appears in the relevant **Dashboard** and **DocStore** sections based on workflow progress. --- [Next Page](/llms-full.txt/1)