Switch Signer Responsibilities to Another Person

As a Recipient, there may be times when you need to switch signer responsibility from yourself to another person. Maybe the sender sent the document to the wrong person, or you do not have the authority to sign the document. This can easily be remedied if you access the document and switch signer responsibility by entering the information of the new signer.

How to Switch Signer Responsibility

As the signer, you will need to first access the document by opening your inbox and finding the invitation email from the sender. It should look something like this.
Invitation Email to Access Signing Page
When you access the signing page, go to the top left and under More, select Change Signer.
Switch Signer Responsibility from Signing Page
In the prompted window, switch the name and email to the new signer and then click Change Signer. The page will reload with the document open, but there will be no tags visible to you.
Switch Signer Name and Email
The new signer will now receive an invitation email in their inbox, and your original invitation will no longer be valid. You can click on the Review Document button and view the document itself, but you will not have signing capabilities anymore. The new signer can complete the document and they will receive the finalized document.
If you’re the sender, you can find more information on how to do this process for the signers here. As the sender, you’re able to change the signer responsibilities and information directly from your account.

Further Readings

Rejecting Documents as a Signer
Electronically Signing a Document for Yourself
Customizing Company Branding for Invitation Emails

Changing Signers and Resending Invitation Emails

Mistakes can happen. You may have noticed the document was sent to the wrong signer or entered the wrong email address after you’ve sent the document. Or the signer is unavailable and you need to resend the document to someone else. But don’t worry, changing signers with Signority is easy!
Even if you don’t need to change signers, there are times where the invitation email can get lost. The process to resend an invitation email to a signer is also the same!

Changing Signers for In Progress Documents

Go to the Documents page using the Navigator. Find the document requiring the changing signers and follow these steps:

  1. Click on the name of the recipient on the list to open up the Recipient List page.
  2. In the Recipient List window, click the Change Recipient button. You can also Resend the invitation email to your signers, in case they deleted the original by accident.

Changing Signer or Resending Invitation from Recipient List

  1. Change the name and email of the recipient and click Save & Resend to complete the process. You can also simply resend the invitation by clicking the Save & Resend button without making any changes to the signer’s information.

Changing Signers Info
The document will be sent to the new recipient, and the invitation email to the previous recipient will be invalidated. This allows you to continue with workflows, even with any hiccups or signer issues. After making the changes or resending the invitation, you’ll notice the E-Sign Status turn to Waiting to Open, making it easier for you to track the new workflow.
If you’re not sure how to check and monitor the status of a document, check out our post here.

Further Readings

Resend Documents to Signers
Switch Signer Responsibilities as a Recipient
Rejecting Documents as a Signer

Cancelling & Resending a Document

 

Sometimes after you have sent a document out for signing and you realize that something was missed.  Either a file wasn’t added, a tag may have been assigned to the wrong signer, or information needs updating. 

With Signority you can Cancel & Resend this document – as long as it is still In Progress. 

If you need to cancel and resend a document that is in progress:

  1. Click on Documents at the left hand side of the user dashboard.
  2. On the next screen find the document that you want to cancel to resend and check the box beside it (1) and then click Cancel Signing (2).

  3. In the modal window that pops up enter the reason you are cancelling the document in the text area. This reason will be documented in the audit trail.
  4. Click on the dropdown menu, the last two options of the four are used for resending a document.  In both instances the document package will be copied with the workflow, recipients, and all tags as you have placed them in the original document package. 
    Your options, seen in the image below enclosed by a red box, allow you to: 

    1. Copy the document package with content entered by a signer already 
    2. Copy the document package without content that has already been entered by a signer.

      Note:       Any signatures and/or dates completed will not be copied even if you choose to copy the document package with added content.
  5. Once you have made your selection click Okay.
  6. Once you have selected the okay button you will notice that the original copy of the document package now sits at the top of the list of documents and has a status of ‘Cancelled’. (1) And your new copy of the document package will be the second document listed, with a status of ‘Draft’. (2)
  7. Click on the document that you want to resend. Once it opens you will see that the copy has:
    1. All the same files in the same order (1)
    2. The same workflow and recipients (2)
    3. All your tags placed and assigned as in the original document. (3)
    4. You can now update the document package in any way that you need. Once you have completed the corrections click Send in the upper right. (4)

Note: Your Audit Trail will reflect the  path from the creation of the first document package to the final signature applied to the second copy of the document package.
Notice that the audit trail of both documents is combined into one as shown below:

  1. The creation date/time of the first document sent.
  2. In the second box:
    1. The signature that was applied, 
    2. the time / date the document was cancelled and duplicated, and 
    3. the time/date it was sent out for signature again.

Further Readings

Changing Signers as a Recipient
Rejecting a Document as a Signer
Track and Monitor Document Status & Workflow

Customizing the Invitation Email

Customizing your invitation email is a great way to increase the likelihood your email doesn’t get lost in the avalanche of spam and junk emails you get on any given day.
You can personalize the email subject line and edit the content of the message to ensure the signing process goes even smoother for you and your invitation email gets opened and read.

Setting Up Documents with Custom Messages and Subject Lines

You can set up custom invitation emails for newly created electronic signature documents.
Begin by creating a New Document using the +New button from the Dashboard.

  1. Upload your document
  2. On the Recipients page, under Messages change the subject line and message to your liking.

Customize your invitation email messaging and subject line

  1. You can also create private messages for specific signers. Click the Message Bubble icon next to the signer you want to change messages for to bring up the Private Message option. This message will overwrite any message you wrote in the Email Note to Signers section under the Message option below.

Further personalize invitation emails with private messaging

  1. On the Editor page, if you want to make any changes, click on Settings in the header. In the pop-up window, you’ll see the Title and Email tab where you can make the changes you want.

Edit your invitation email in the Editor page
Once you’re happy with everything, continue the document creation process and send the document out. You can test it out by sending a document to yourself and see the difference in the subject line and message compared to the invitation email!

What the Invitation Email Will Look Like

Here is the invitation email if you had a custom message for all signers. Note the personalized subject line and the content of the email note.
Invitation email for signers with general message
If you have a private message set for a specific signer, the invitation email will be different from the general message above. Notice how the content of the message has changed specifically for Alison.
invitation email with private messaging
Once you’ve tested out the invitation emails, you can begin making templates and documents with this in mind. Make sure your invitation email doesn’t get lost in the mountains of emails and get your documents signed on time!

Further Readings

Setting Up Automated Reminders and Notifications
Custom Company Branding for Your Invitation Emails and Signing Page
Streamline Documents by Creating Templates

Electronic Signature Authentication Using Email & SMS

When email/SMS password authentication is turned on, Signority will send a randomly generated PIN to the recipient when they try to access your document. This helps with the electronic signature authentication process, further validating the signer and helps you determine that the signer’s identity is valid.

Setting up Multifactor Signature Authentication

To turn on a two-factor verification type for a recipient when you’re sending a document, you’ll go through the same process for creating electronic signature documents for others. Upload the document you want to use and then go to the Recipients page to add your signers.

  1. Use the Add Recipients button to add the signers you want.
  2. For the signers you wish to authenticate, click the lock icon to set up signature authentication.

  1. Choose the verification type you’d like for the recipient. You have the option between Email Authentication and SMS Authentication. For SMS Authentication, you will need the signer’s cell phone number for them to receive the PIN code. (Note: please ensure the SMS number is correct, or the signer cannot access the document for signing.)
    For Email Authentication, you have the choice to send the PIN to a separate email address. Just check off the check box “Send PIN in a separate email”, and type in an email address that the recipient also owns.
  1. Once you have added the authentication settings, finish your signer list, set any Recipient Settings you need and edit your invitation email and go to the Editor page.
  2. Complete the document preparation by adding Tags to your document. When you’re finished, use the Next button on the top right to send off the document.
  3. For security reason, the PIN code will be displayed from the sender’s status after the SMS PIN code is sent. The sender can inform the designated recipient in case the recipient couldn’t receive the PIN code for any reason.   

Electronic Signature Authentication Process for Signers

For the signers, once they’ve clicked on the link from the invitation email, they will be shown this access page. The Email PIN code will be sent immediately in an email separate from the email invitation, and depending on which setting you chose, may be in an email sent to another email address that the recipient owns. SMS PIN codes will also be sent at the moment the signer clicks the Review Document button in the invitation email.
The signers will require either (or both) of these PIN codes to access the document before signing.
Signature Authentication PIN Codes required
Once the signer has accessed the page, the process to sign documents online will be the same as usual.

Document Audit Trail

Authentication methods are captured in the document audit trail. Only the last 4 digits of the phone number is shown for privacy reason.

Further Readings

Benefits of Digital Signatures
Whitepaper: A Brief Introduction to eSignatures
Track and Monitor Document Status & Workflow

Recipient Witness Signing

For signers, you may receive a document that requires a witness signing. In these situations, the witness signer must be with you in person at the time of the signing. How they go about signing the document is very similar to how a regular recipient signer would sign. However, since the person sending the document does not know the identity of the witness, an authentication process is necessary to validate the witness signer.
To do this, simply go through the signing process as you normally would, with the witness signing first. The witness can enter all of the information in tags besides the signature tag. Once they’re ready to sign, click on the signature tag.
witness signer tags

Step-by-Step on Completing Witness Signing Authentication

When selecting the witness signature tag, they will be prompted for the authentication process, similar to the In-Person Signer authentication. The first step will be for the witness to acknowledge that they will be signing as the specified signer’s witness. Simply check the acknowledgement and move on to the next step.
witness signing acknowledgement
Next, the witness will need to fill in their information. Enter the name and email. Cell phone details will only be needed if SMS authentication was selected for the witness signing.
witness signing details for authentication
If either the email and/or SMS authentication method were set, you’ll need to enter a passcode that you received. The passcodes will be sent in Step 3 to the email and cell phone number provided in the previous step. Once the passcodes are received and inputted, you can continue.
witness signing authentication factors
If an ID authentication was used, the witness will be required to input the information specified by the sender. The ID will usually be a government-issued document, such as a Driver’s License or Passport Number, but can also be anything that proves and validates the witness’ identity. This information will be captured in the audit trail as proof of identity for the witness.
witness signing identification authentication
Once the steps above are completed, you can click Finished and when the page reloads, the signature tag will be accessible for signing. Signing will be the same as for a regular signer, they will have access to the draw, type, or upload options when adding their signature. When they finish signing, simply hand control back over to the original signer and they can complete the signing process.

Further Reading

Prepare a Document for a Witness Signer
Electronic Signature Authentication with SMS and Email
Rejecting Documents as the Signer

Setting Up Documents with Witness Signers

When you’re adding a recipient, you have the option to also add a witness requirement to their signature. Witness signers can be assigned their own tags, but are associated and linked to a particular recipient – they’ll have to sign and access the document in person, and at the same time as the signer.
To get started, create a document as you normally would. If you would like more information on how to create a document, visit this page here!

Steps for Creating a Document for Witness Signers

Start a New Document using the +New button in the Dashboard.

  1. Upload the document needing a witness signer
  2. Click Add Recipients until you’ve reached the required number of signers and enter their name and email.
  3. There are four icons to the right of a recipient, click the third (a person with a + symbol) icon next to the signer that needs a witness.linking witness signers with regular signers
  1. The witness signer’s name and email are unknown to the sender, so you must set up an authentication method by clicking on the Lock icon and select the authentication method you like: email, SMS, and/or ID. This allows you to validate their identity. Click ‘Next’ or ‘Design my documents’ when you’re done. Note that for ID authentication, you must specify what kind of ID information you want from the witness.

witness signers authentication options

  1. A witness is now added as a recipient, on the Editor page, you can assign tags for witness signers. Tags that are associated with witnesses will have an additional icon at the top right of the tag.

assigning tags to witness signers
The rest of the process is the same as any other document. Add and assign all the necessary tags to the right signers and then Send it off to collect your signatures.
Are you a witness signer or just want to see what it looks like for the signers? Check out our page on signing as a witness here!

Further Reading

Validate Electronic Signatures with Email & SMS Authentication
Setup Documents for In-Person Signing
Benefits of Digital Signatures

Are Electronic Signatures Legally Binding?

Are electronic signatures legally binding? In a word: yes! The key with any signature is showing intent and approval of the document’s contents. Signority’s signatures are a completely legal way to sign electronic documents given that it can permanently mark an electronic document with your signature.
Any user of Signority can rest assured that electronic signatures are accepted in North America and globally.
 

Are Electronic Signatures Legally Binding in Canada?


 Are Electronic Signature Legally Binding in Canada
In Canada, the government recognizes electronic signatures and the law views electronic and digital signatures as being valid unless another law states otherwise. In Canada, the Personal Information Protection and Electronic Documents Act (PIPEDA) must be consulted for further requirements as to specific types of documents, such as affidavits or government documents. Generally, however, Part II of PIPEDA takes care not to prohibit electronic signatures and gives a broad definition of how one can legally sign electronically. Some provinces have equally legislated in the area of electronic signatures, such as Ontario’s Electronic Commerce Act, which recognizes that electronic signatures fulfil any legal requirements for signing general documents.

What About the US?

Are Electronic Signatures Legally Binding in the US
In the United-States, the Electronic Signatures in Global and National Commerce Act (E-Sign Act) and the Uniform Electronic Transaction Act (UETA) make electronic signatures legally binding and prohibits the States from imposing restrictions on the technology used to sign electronically as of 2000. Both ESIGN and UETA deem electronic records and signatures to hold equal weight to traditional paper contracts and handwritten signatures. As we explained in the Benefits of Digital Signature page, as long as the intent to sign is captured electronically, the electronic signature is valid.
UETA and ESIGN also specify that electronically signed documents record specific information about the signing process. The document needs to reflect the process of how the signature was created or add some kind of proof of electronic signature use to the document. These are done with audit trails that show the document history, signature and signer information, and helps validate the signer’s identity.

Further Reading

Benefits of eSignatures
Electronic Signature vs. Digital Signature
The Anatomy of an Audit Trail
Electronic Signatures & the ESIGN Act

Benefits of Digital Signatures

You may have heard the term digital signature thrown around frequently and many consider it synonymous with electronic signature. In this post, we’ll go over the benefits of digital signatures and touch on how they differ to help you decide which is the best option for you!

What is an Electronic Signature?

First, by definition, an electronic signature is simply information in electronic form that captures the intent of a signer. This means that the “signature” can be in the form of a symbol, typed text, or even image or sound, as long as the intention is present and captured. By law, this will make the signature and document legally-binding and accepted. Therefore, if the person’s association and intent are both demonstrated in the signature, then the document is legally accepted. The person’s association and intent are both captured in the audit trail. For more information about the audit trail, check out our blog post on the anatomy of an audit trail. You can learn more about electronic signatures in our whitepaper “A Brief Introduction to eSignatures“.

What is a Digital Signature?

So how is a digital signature any different from an electronic signature? Well, technically, a digital signature is a form of electronic signature that further improves the security and authentication of the signature.
Digital Signatures work as an extra protective layer on top of electronic signatures, rather than replacing them. When a document is digitally signed, a cryptographic operation binds an Adobe-verified digital certificate to the PDF file data, creating a unique digital “fingerprint”. The digital certificate and the unique fingerprint are what makes digital signatures so viable.
If you’d like a more technical breakdown of how digital signature technology works, check out our whitepaper on the breakdown of digital signature and its differences to eSignature.

In Signority, to use digital signatures on the documents you send out is simple. When you click on the “Send” button in the Document Editor, just choose the “Secure with Digital Signatures” option. When the document is signed by all your signers, a digital signature will be applied by Signority onto the finalized document.

Benefits of Digital Signatures

As a result of Digital Signatures, you can be assured of 3 things:

  1. Signer identity is valid – you will know that the signers are who they say they are
  2. Tamper-proofing – you can be ensured that the document hasn’t been tampered with, otherwise, the signature would be invalidated
  3. Non-repudiation – the signer cannot deny having signed the signature and it is possible to prove intent in court

This is shown through the final PDF document that comes from Signority. When you open a document with a digital signature in a PDF reader, you will typically see a message that verifies and authenticates the signing process. For example, all versions of Adobe Reader will automatically verify a digital signature on a document. If the digital signature is valid, then a blue banner with a green check-mark will appear at the top.

If the document is ever tampered with, with either Photoshop or a text editor, you will notice a warning sign when you open the document in a PDF reader like the one shown below.

You may also get a warning sign with a red ‘x’ like the one below saying that the certification is invalid.
tampered documents will have broken banners highlight benefits of digital signatures

In both cases, you should take the precaution to check the contents of the document, since they could be compromised.

Clicking the Signature Panel button on the right of the banner in Adobe Reader brings up further details about the signing process. You’ll see a sidebar appear with the following information shown for the signature. You can see that it gives plenty of information on the signing process, such as the validity of the signer identity, the timestamp, etc. Clicking on the Certificate Details… will also bring further information, including the public and private keys used to encrypt the document.
benefits of digital signatures - signature validation
You can see the benefits of digital signatures already with the level of encryption information stored directly in the file. These documents will be secured forever regardless of what happens to the involved parties!
You can learn more about digital signatures and whether it’s best for you by checking out our whitepaper on the breakdown of electronic signature vs digital signature here.

Further Reading

Are Electronic Signatures Legally Binding?
The Breakdown: Electronic Signatures vs. Digital Signatures Blog post
Electronic Signature Authentication using Email and SMS