Knowledge Base Archive - Page 8 of 14 - Signority

What is a Doc Size Limit?

The Doc Size Limit on your plan applies to the Document Package size limit.

*** Please note that any document over 10MB may experience a delay in the document processing time. This means that once you arrive at the Document Design Page you will see the document listed on the left – but it will not appear on the page yet. You may still see the Upload Document Button. Do not worry – this only means that it is still processing in the background, please wait 3-5 minutes (depending on how large the file is) and either refresh your page or click to edit your documents and then select cancel.

We are working on an indicator that will let you know how long you have until your document is processed – this will arrive in an upcoming update. ***

Each Signority Subscription Plan comes with a specific “Doc Size Limit”. The document size limit refers to the document package size. The size limits for each plan are listed in the table below.

For Individual plans that means the document file you upload for signing is capped at the document limit size. For example if you are on the Lite Plan you may upload a document that is up to 10MB in size.

Team Plans may upload multiple documents into a document package to send to a signer. This means that you may upload as many documents as required for signature as long as the combined total of these documents is no more than the allowed Doc Size Limit for your plan. For example if you are on the VIP Plan you may upload one document that is up to 50MB in size – or you may upload multiple documents that equal 50MB in size combined.

These are hard limits. If you require a larger Doc Size Limit you will have to upgrade your plan.

Enterprise Plans are custom to the clients needs.

Text and Number formats

You can enforce certain text and number formats for text tags. To set the format for a text or number tag when preparing a document or template for signing, select the tag in the Document Editor.

Then click on the gear icon that appears above the tag. In the window that appears, find the “Format” dropdown menu. Click on the dropdown menu and select the format that you need.

Available formats include:

Number Tag Formats

Phone (Local)
International Phone
Social Insurance Number
Social Security Number

Text Tag Formats

Postal Code
Zip Code

Set a text tag as required based on a checkbox

To set a text tag required based on the status of a checkbox in a document, first ensure that you have a checkbox tag on your document. Then add you text tag. Check or rename your checkbox tag by selecting it and clicking on the gear icon.

Then select your text tag and click on the gear icon. In the window that pops up, click on the IF dropdown menu.

Locate the name of the checkbox tag you would like to condition on. If you want the text tag to be required if the checkbox is checked, then select “Checkbox_name is Checked”. If you want the text tag to be required if the checkbox is not checked, then select “Checkbox_name is Unchecked”.

Text tags that are set to be required if a checkbox is checked display a green flag. Text tags that are set to be required if a checkbox is not checked display a red flag.

Batch Signing for Bulk Sign

If you have sent out documents via Bulk Sign that need to be signed and approved by you, the Batch Signing feature lets you do that quickly.

Simply navigate to the Bulk Sign that you have sent out and click on the Report/Export option.

In the new page, click on “Documents I need to sign”. This will show a list of documents that you need to sign. Review the contents of each document using the displayed table, or by clicking on each document link and reviewing the contents directly. Once you have reviewed the documents, selected the documents you would like to sign, then click “Batch Sign”.

Carefully read the Signority Batch Signing acknowledgement, then click “OK” to continue.

You will be shown one of the documents you have selected sign. Enter your signature and any other necessary information, then click “Finish”. The data and signature you inputted will be copied onto all the other documents that you selected and will be finalized.

Setting default sizes for text and date tags

If you have a Signority Team or Enterprise plan, you can set the default sizes of text and date tags. To set the default size for your team’s text and date tags, from your dashboard go to “Team”. Then select the team that you want to edit. Under “More”, click on “Global Profile Settings”, and look for the “Default text tag size” or “Default date tag size” options.

Change the height and width of the tags as needed, then click “OK”.

Changing the time zone of your Signority account

To change the time zone of your Signority account, first log into your Signority Dashboard, then click “My Account” –> “Profile Settings”. Scroll down and look for the “Default Time Zone” dropdown. Use the dropdown to find your time zone. Once you’re done, click “Save”, and you’re ready to go!

If you have a Signority Team or Enterprise plan, you can set the time zone of your entire Signority organization. To do this, go under “Branding”, and find the “Default Time Zone” dropdown. Choose your time zone and then click “Save”.

What is an Audit Trail?

An audit trail can be the deciding factor between a valid and invalid electronic signature document.

You may be familiar with the difference between electronic signatures and digital signatures, in case you’re not, an electronic signature is information in electronic form (can be sound, symbol, process, etc.) that is associated or attached to a document. This means that as long one can demonstrate that the signature is associated with a person and that there was intent to sign, everything is legally binding and accepted.

A digital signature is actually a form of electronic signature that uses an encryption algorithm that helps validate who the signer is. It also ensures that the document cannot be tampered with, as the signature becomes invalid if the document is changed after signing. You can read about the differences between electronic signatures vs. digital signatures here.

Now that we have covered the basics, let’s get to what an audit trail is and why it plays an integral part in the process of validating of a document.

Technopedia, the IT education site defines an audit trail, in the context of information technology, “as a chain of evidence in the form of hard or electronic business transactions or communications resulting from business processes, functions or programming executions.”
In other words, an audit trail is a detailed list of critical data points, pertaining to the transaction, that are recorded and reported. These data points help verify the validity of the transaction.

Below is a list of important components we display in Signority’s audit trail:

Unique Document Title
Secured seal (Digital Signatures)
Email Address Of Signers And Viewers
The IP address of the involved parties
Documents viewed by each signer
Signers consent to terms of service
User authentication: SMS and Email
Signature creation (by each signer)
Party agreement to / acknowledgement of document
Document downloads after signing
Signer’s Status
GUID (or ‘Globally Unique Identifier’)

For the sake of avoiding any form of confusion, let’s go over what these components mean and what value they add to the entire electronic signature validation process.

Unique Document Title

A unique document title is the unique file name of the document that was originally created by the document creator. The unique document name can be found in the first page of Signority’s audit trail.

Secured Seal (Digital Signature)

The “Secured with Digital Encryption” image on the audit trail indicates that the document has been digitally signed by Signority to ensure document integrity. This means that if the signed document was changed, edit, or tampered with in any way, the digital signature on the document would break and be considered invalid.

Email Addresses of Signers and Viewers

The audit trail records and displays the email addresses of all parties involved, which can be either signer or viewer.-

Signer: Signers are users who are required to sign a particular document. A signer could be a primary signer or a witness.
Viewer: A viewer is a user with view-only capabilities.

The IP Address of involved parties

According to IP Location, an IP address or Internet Protocol is “A unique address that computing devices such as personal computers, tablets, and smartphones use to identify itself and communicate with other devices in the IP network.”

In terms of Signority’s audit trail, the IP address associated with a particular signer or viewer, at the time of viewing the document is recorded and reported — adding an extra layer of validity to electronic signature documents.

Documents viewed by each Signer

The Documents viewed by the signer or viewer is displayed in the name section in the Audit trail. The audit trail also displays the exact time the document was viewed.

GUID (Globally Unique Identifier)

GUID’s of Globally Unique Identifiers, are defined by BetterExplained as “Large, enormous numbers that are nearly guaranteed to be unique.”

They usually look like this: fa06cc7a-8a32-44c2-9e4d-2192818ab076

At Signority, every document created is assigned a Globally Unique Identifier and can be viewed in the audit trail.

Signers’ Consent to Terms of Service

Signers consent to terms of service refers to the signer or viewer agreeing to abide to the Signority terms of service in order to use services provided by Signority.

User Authentication

Verifying the identity of a user before granting access to secured information is the main intention of the User Authentication feature.
With Signority there are two additional methods that can used to verify signers and viewers — i.e. SMS and email — when email and /or SMS password authentication is turned on by the user, Signority sends a randomly generated unique code to the recipient. The code is required to access the document.

The type of user authentication used is displayed in the “Authentication” section of the Signority’s Audit Trail.

Signature Creation (by each signer)

The Signature Creation section is a critical component of the audit trail, it is the original signature of the required parties.
At Signority and most other eSignature providers, a party’s signature can be created by:

Using a touch pad/screen or mouse
Typing their signature using a keyboard
Uploading a scanned copy of their signature

Document downloads after signing

Once the document is finalized by all of the signers, all parties involved are notified via email with an attached copy of the finalized document for safe keeping. In addition, the audit trail continues to track document downloads after signing and is updated live.

Signer’s Status

The signer’s status reflects the final action taken by all required signers, the status can be: “Rejected”, “Waiting to Open”, “In Progress”, “Finalized and “Viewed” — depending on the action taken by the signer.

Prefillable tags

Prefillable tags are tags that the sender can fill in before sending out a document for signing. Note that signers cannot edit the information entered by the sender.

Prefillable Text

Prefillable text tags are tags that a sender can fill out with text before sending out a document for signing.

Prefillable Number

Prefillable number tags are tags that a sender can fill out with any numerical value before sending out a document for signing.

Cancelling documents

If you have a document out for signing that is In Progress that you would like to cancel, Signority’s cancel feature lets you do that. To access the feature, login to your Signority account. Then navigate to Documents and locate the document you would like to cancel. Select the document by clicking on the checkbox next to its name. Then at the top of the page, locate the Cancel Signing button. After clicking on this button, a dialog will popup on your screen. Here, you can choose the type of cancellation that you would like to perform. There are three choices:

Cancel & Send email
Cancel & No email
Resend Signing Request

Cancel & Send email

This will cancel the document’s signing workflow. To use this option, you must input a cancellation reason. All recipients will receive an email notification that the document signing has been cancelled containing the cancellation reason. The document status will be changed to “Cancelled”, and recipient editing access to the document will be removed. The cancellation reason will be included in the audit trail of the cancelled document.

Cancel & No email

This will also cancel the document’s signing workflow, but will not notify the recipients of the cancellation. Recipient access of the document will still be removed, and the document’s status will be changed to “Cancelled”.

Resend Signing Request

This will cancel the current document signing workflow, removing recipient access to it. However, it will immediately create a copy of the document containing all the tags and resend the signing request from the beginning of the workflow.

If you have any questions, you can email us at support@signority.com, or call our toll-free at 1-833-222-1088.

IP Address Whitelabeling

The IP Address Whitelabeling feature allows Enterprise Plan admins to whitelist IPs to login to their team. The settings for this feature can be edited by an Signority admin under Team -> Protection.

To enable IP Address Whitelabeling you must be a Super Admin or Billing Admin. Go to Team -> Protection. In the popup dialog, click on the IP Address Whitelabeling switch. This will allow you to add IP addresses to the login whitelist and allow Team Admins to add IP addresses to their subteam’s whitelist. If you want Signority Admins to be able to bypass the IP address screening, check the Disable for Admins option. If left unchecked, you must add your IP address (displayed at the top of the dialog) to the whitelist.

Adding IP Addresses

To add an IP address to the whitelist, enter it in the Add IP address field and click Add. Another dialog will appear, allowing you to choose which subteams’ whitelists to add the IP address. Once you have selected the appropriate teams, click OK.

To turn on IP address validation for a subteam, click on the switch next to the subteam so it turns blue. This will begin to check if users logging into an account in that subteam are logging in from a whitelisted IP address. To turn off IP address validation for a subteam, click on the switch again.

Removing IP Addresses

To remove IP addresses, click on the dropdown menu next to a subteam. You will see a list of whitelisted IP addresses. To remove a whitelisted IP address, simply click on the trash icon next to the IP address. If the IP address is also whitelisted under other subteams, a dialog will appear and ask you to choose whether to remove the IP address from other teams. If you choose to remove from other subteams, the IP address will be removed from all subteams’ whitelists. Otherwise, it will only be removed from the subteam that you selected.