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Creating a document: How to add recipients, set up roles and authorization method
Creating a document: How to add recipients, set up roles and authorization method

How to add recipients to a document, adding a recipient to a template role, what roles a recipient can have and add authorization

Updated over a week ago

Adding recipients

How to add a new recipient to a document

  1. Click on the button + Add new recipient

  2. Fill in the recipient details and if you want to add authorization you add it under the contact info. Here is a guide to the different methods: authorization method.

  3. Click on Save when you are done.

The recipient will be added to your Contacts so you can easily add them to new documents in the feature.

If you upload multiple recipients, you can create a recipient workflow and assign different roles to each party involved.

How to add an existing contact to a document

  1. Enter the name of the contact in the search field above the Add new recipient button

  2. Select the contact you are looking for from the list

  3. Done!

How to assign a recipient to a template role

When you have a template with a role connected to it, it is important that you click on the role, and add the recipient this way.

  1. Click on the role (example: Recipient)

  2. Search and add an existing contact or add a new contact

  3. Click on Confirm when done

Also important to do this if you have certain fields connected to this role that you've added in the template. This way, once you've added the recipient to that role, the fields will be automatically connected to them.

Assign a role to the recipient (signer, approver, viewer)

  1. Click on the text that says Signer under the recipient name and a dropdown option shows.

Recipient roles

There are three different roles that a recipient can have; Signer, Approver (External or Internal), and Recipient.

Signer

  • A signer is a recipient who is to sign the document and thereby become legally bound to the document.

Approver

You can set an approver as external or internal:

  • External approver - An external approver is visible on the signing page and in the recipient list, can be interacted with in the chat, and all actions taken are noted in the certificate audit log.

  • Internal approver - An internal approver will not be visible to anyone but the sender and their actions will not be noted in the certificate audit log. They can not interact with other recipients or the sender in the chat either.

    Simply a role solely for internal approvals.

Viewer

  • A recipient of a document that can only read the contents of the document. This means that they have no active role in a signing but only receive the document for reading. You can see it as a CC in an email.

How to create a signing order

  • To have a signing order you need to have a minimum of two signers added, and then you will see a checkbox appear: Use specific signing order

An example of how a signing order works

  1. The document first goes out to signer 1.

  2. Signer 1 signs the document, it will then be sent to signer(s) 2

  3. When all signers have signed the document a certificate is sent to all signers and senders of the document.

Only view as the last recipient with signing order

If you have a recipient with the role Only view last in a signing order, the status of the signer will not change from Waiting.

This is because they don't have an active role in the signing of the document.

Once all signers have signed the document, we stop tracking the document.

How to require recipients to verify their identity when opening or signing a document

How to require recipients to verify their identity when opening or signing a document

  1. Create a new document

  2. Add your recipient

  3. Slightly to the right under the recipient name, you will see a padlock symbol next to the recipient name, click on it

  4. Choose the authorization method of your liking

  5. Click Save when done.

When authorization has been added the padlock will be green:

When no authorization has been added the padlock will be grey:

Verification

SMS on open

Available from plan Professional

With the SMS on open toggled ON, the recipient will receive an SMS with a unique code that they will have to enter into a popup window to be able to view the document.

When choosing the SMS option, make sure to add the recipient's mobile phone number to the contact before sending the document.

Password verification

With answer a question authorization, the recipient will have to answer a question you have entered with the correct answer.

You can either choose to have them authorized on open or when signing.

Signing method

SMS on sign

Available from plan Professional

With the SMS on sign toggled ON, the recipient will receive an SMS with a unique code that they will have to enter into a popup window to be able to sign the document.

When choosing the SMS option, make sure to add the recipient's mobile phone number to the contact before sending the document.

Electronic identification

Available from plan Professional

We currently support eID in these countries.

  • BankID – SWE

  • BankID NO – NO

  • MitID - DK

  • Finnish Trust Network – FI

    Read more about eID here

Personal identification number

You are now able to confirm the identity of a signer through their social security number (SSN), if they have signed using an electronic ID. The SSN will show up right by the name of the signer, so you can double-check that it’s the authorized signatory before you go ahead and approve and seal the document.

When the recipient is viewing the document they can open up the recipient's view by clicking on the menu up to the right and selecting recipients, here is where you can see the social security number under the signer's name.


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