Bulk Export

 

Available with: All Plans          Role: Super Admin, Billing Admin

In the case where you need to close your account or move your documents in mass, bulk export allows users to save copies of documents sent from a you and your organization. Similarly, if have enabled document retention so that your documents will be automatically purged from your Signority account after a specific number of days, bulk export will allow you to save copies of those documents to your device or an integration.

Note: If the files selected for the export are greater than 1GB, the documents will be compressed into two or more ZIP/TGZ files. 

Running a Bulk Export

To export documents in bulk:

If your plan is a(n):

  1. Individual Plan: Select Bulk Export from your lefthand sidebar menu.
  2. Team Plan: Admin >> Bulk Export

On the bulk export page you will see:

Bulk Export Page

  1. View Exports: Takes you to the Export History page to view past bulk exports.
  2. Document Status: Filter the documents you need to export by their status.
  3. Export documents from: This is the date range you want the documents fall within.
  4. Export documents to: There are two options:
    1. Direct Download: which will result in a link being generated where you will be able to download the documents from.
      Note: A direct download link is only active for 7 calendar days before it expires. You may, within 7 days of it expiring, refresh the link for another 7 days, after which the link is permanently deactivated.
      Important: Once the link is permanently deactivated the compressed files containing your documents are deleted permanently and unrecoverable.
    2. Integration: You would choose this if you have an integration set up, i.e. SharePoint. This allows you to specify the location where the documents will be sent.
  5. File Type: This is the compression file type you want to receive the files in. There are two choices; Zip file or TGZ file.
  6. Automatically Delete Exported Documents: This option allows you to have the documents deleted off of our servers once the export has been completed.

 

Your Bulk Export is Ready

Once you have completed each option click the Export button at the bottom of the list to start the export. When the export has been successful, you will receive an email letting you know that you can access your documents.

Bulk Export Email

The next time you go to the Bulk Export page you may be taken directly to the Export History if you have not yet downloaded your last export.

You can access your files by either:

  • Going to the location you specified in the integration option, or
  • Clicking on the link in the email if you chose Direct Download.

Remember: You only have seven (7) calendar days to access the documents.

Once you click the link you will be taken to the Export History page (you must be signed into Signority to access the page).

Bulk Export History

 

From left to right, the columns above show you the: 

  • Document Period: This is the date range you chose for that export. 
  • Document Status: This lists the status requirements you set for the documents. 
  • Export Date: Gives you the time and date of the export. 
  • Export Documents Deleted: Tells you if you requested that the documents be deleted after export. 
  • Export Status: This lets you know if your export is Queued, Ready, or Expired. 
  • Exported To: Lists the type of export you requested; Direct Download or Integration 

 

Access Your Documents 

To access the documents of a recent export, click anywhere on the row of the export you want to download. 

Bulk Export Click row

 

This will open an Export Details page; on this page you will be able to: 

Bulk Export Details Page

  1. View the details of the export 
  2. Go back to the Exports History Page 
  3. Download the ZIP/TGZ files directly 
  4. View the list of documents and verify that their export was successful 

 

View Export Report List 

To view the list of documents you exported and verify that they all completed successfully, click the cross beside the export name.  

Expand export list

 

The overall report will show you the list of all the documents you selected for export, as shown below. 

Export list expanded

The columns in the report, from right to left, are:  

  • Document Name: Name of the document 
  • Owner: This is the person who created the document 
  • Last Modified: The date this document was last modified. 
  • Status: This is the status of the document at the time of its export.  
  • Document Size: The file size of the document. 

 To the left of the document name, you will also see either a green icon with a circle and checkmark, or a red icon of an x and a checkmark. This tells you whether or not the export of that document was successful.  

failure success

 

 

Masked Email

Available with: Custom Plans

Masking your email changes the ‘Reply to’ email when a notification is received, allowing you to use a more general company group email instead of your personal email for a more professional appearance.

Enabling Masked Email

  1. Navigating to the profile settings by clicking on your profile icon in the top right corner and selecting “Profile Settings”.
  2. Click on the “Account” tab and go down to the “Sender Settings” section.
  3. Check the “Enable Alternate Email to Send From” checkbox and then click the “Change” button below the text field to add the email you want to use as the alternate sender.
  4. In the window that appears, enter the email address you wish to add and click “Verify”.
  5. Check your email for the verification code sent by Signority. Copy the code and paste it into the designated field on the platform, then press “Confirm.”
  6. After successfully verifying the email, it will appear in the text field in “Sender Settings”.
  7. (Optional) If you want to make this email the default sender for all signing requests, select the checkbox for “Use this Email as Default for All Signing Requests” below the “Change” button.
  8. Press the “Save” button to apply the changes and confirm the setup of the masked email for sending electronic documents on Signority.

Custom eSignature Terms of Use

Available with: Custom Plan            Role: Super Admin, Billing Admins

Customize the terms of electronic signature use to meet your company policies.

Begin by navigating to the Admin Console and select “Branding.”

Then, under “Legal Notices,” “Custom Terms of Use,” type in your company’s terms of use and select “Save” when you are done.

How to Save Documents as PDF/A

What is a PDF/A file?

PDF-A files are the globally accepted standard for archiving electronic documents, enabling the consistent viewing of documents in their original format across various software platforms.

Standards PDF’s (Portable Document Format), are a standardized electronic document format which facilitates a reliable presentation and exchange of documents. The appended ‘A’ stands for ‘Archival,’ underlining PDF/A’s commitment to preserving content in its original form and prohibiting features unsuitable for long-term archiving.

Incorporating all elements of a document, including content, fonts, and colour information within the file, ensures that the document retains its original appearance and can be faithfully reproduced, regardless of the device used.

Save as a PDF/A

*Note: Available for enterprise plans. (Inquire with sales about enabling this feature.)

To save documents as a PDF/A file once it is completed, open Signority, then navigate to the ‘Admin Console’ and go to ‘Settings.’ The Global Settings pop-up will appear, and under the ‘Document’ section, select the dropdown for ‘PDF type output for finalized documents’. Choose PDF/A-2b and click save in the top right.

Your documents will now be saved as a PDF-A once they are finalized.

Setting up and Using a Printer Driver

Signority’s printer driver allows you to upload documents to your Signority account without having to exit your Windows desktop application. Uploading documents to Signority using the printer driver is like printing to a printer, but you’re printing to Signority.  In this tutorial, we’re going to show you how to download and use Signority’s printer driver. The printer driver will streamline and facilitate your signing processes.

Installation

You can download the Signority’s Printer Driver from the Printer Driver page.

On this page, you can choose between the 32-bit and 64-bit versions.

  • 32-bit English Only – Windows 8.1 & 10, Windows Server 2008 R2, Windows Server 2012, Windows Server 2016, Windows Server 2019
  • 64-bit English Only – Windows 8.1 & 10, Windows Server 2008 R2, Windows Server 2012, Windows Server 2016, Windows Server 2019

*Note that there may be some compatibility issues with Windows 11

Once you have downloaded the Printer Driver, you will want to run the installer. A warning will pop-up titled “Windows protected your PC”, which you can click “More info” and then “Run anyway”.
You can then continue with the installation process.

If you are not logged into an Admin account on the device, you will need an Admin to enter their password to allow the Printer to make changes to the device.

Once the installer has run, you will need to restart your computer.

Use Printer Driver

To use Print Driver, open the document you want to load into Signority from your desired Windows application. In this tutorial, we will be using Microsoft Word.

In the application, select print and then choose “Signority Printer” as the printer. Adjust your print settings as desired before pressing “Print”.

Signority’s Printer Driver will then open and prompt you to sign in to your Signority account.

Once you are on the printer driver, you can select “Send Files to Signority.” This will redirect you to the Signority platform editor page where you can change the settings, add recipients, and add tags, just as you would with a Regular Document.

*Note: You may need to log in to Signority on your browser before running the Printer Driver

 

When Is a Document Package Deducted?

 

When a document package is deducted from your subscription amount depends on how the document is being accessed.

If you are sending a document using; a New Document, a Regular Template, or a Bulk Sign the document is deducted from your allotment once you hit Send.

A Template Link is counted each time a signer adds their name and email address and then clicks OK to access the document.

For all of these instances it does not matter if the document has been signed or not.  A document is considered completed once it has expired, completed the signing workflow, or has been cancelled.

If you cancel a document to make a correction and resend it with our Cancel & Resend feature, then you will only be charged for one document package.

 

Add a folder to your Templates folder

 

To add a subfolder to your Template Folder choose Templates in your sidebar menu (1).  Then in the template folder click on +New Folder on the bottom of the default subfolder list (2).

Then in the modal window that pops up enter what you wish to name the folder(1)  and then click OK (2). 

Once done you will see your subfolder(2) in the Custom subfolder section under the default subfolders.

Global Settings: General

 

Available with:  All Team, Custom, and Enterprise Plans         Role: Billing Admin & Super Admins


This tutorial will review the settings that are listed in the Global Settings: General category.

When you go to your Global Settings and scroll down to the General category you will see the following settings:

General Overview

As you can see there is a total of four (4) settings in the General category:

  1. Enable Help Instructions
  2. Timezone
  3. Default Language
  4. Document remaining usage warning threshold

Let’s review each of the four settings and what they do.

  1. Enable Help Instructions

    In the image below you can see that this setting is turned on. This is indicated by the white circle being on the right side of a blue oval. This setting allows tooltips and a ‘Next’ Guide button to assist the signer in their journey.
    Enable Help Instructions

     

  2. Timezone

    The time zone option allows you to set a default time zone for your account. This is the time zone that will be used when documenting the document’s history on the Audit Trail and on the Document Status page.  Currently you can only choose from the six North American time zones as seen below.
    Timezones

     

  3. Default Language

    This sets the default language that will be displayed within the Signority Platform when you and your users create or send a document.  This can also be set on a Team and Profile (user) level.  Currently you have a choice between English and French.
    Default Language

     

  4. Document remaining usage warning threshold

    The document usage warning setting allows the Billing Admin to set when they will receive an email letting them know that it may be time to add more documents to your account.  Here you are choosing to receive an email notification when there are XX number of documents left in your account.
    Document Usage Warning

This can be set by either a percentage (%) or a specific number (documents) of your choosing.

Here is how both work:
% – choosing this option defaults to sending you a warning email once your organization has 20% of documents remaining. I.e.: If you had 100 documents at the start, you will receive an email when you have 20 documents left.
Document – with this option you can be a little more granular.  This allows you to specify exactly how many documents must be remaining in your account before you receive a warning that your document allotment has gotten low.  For example, you could specify that you will receive an email when there are 18 documents left in the account.