How to sign documents with SigningHub

Posted by Victoria Allen on 21-Jun-2022 14:38:56

SigningHub can help create business efficiency whilst maintaining high trust in the document signing process. The second in our ‘how to’ series, this blog teaches you how to sign documents with SigningHub, including configuring signature settings and setting up a workflow.

How to Sign Documents with SigningHub

How to upload documents

To begin, log in to your SigningHub account and click the ‘New Workflow’ button. Clicking this button brings up an interface that allows you to bring the document(s) that require a signature process.

In the event you need multiple documents signed, they will be sent to your recipient as one package for easy, accessible signing.

There are several document types supported. You can upload your documents or drag and drop them into SigningHub. Additionally, if your business uses SigningHub integrations, you can retrieve files from the SigningHub online library and cloud drives.

SigningHub converts all files uploaded into the software into a PDF/A format to ensure document longevity and secure signing.

How to add recipients

Once documents are uploaded into SigningHub, you can choose to apply templates or delete documents from the process directly from the dashboard. Once you’ve uploaded the required documents, it’s time to add your recipients.

If you’ve chosen a template, recipients can be pre-filled automatically. If no template is applied, you can add recipients manually, and recipient groups can be added using the same method.

If you’ve chosen to upload a group, you can view all group members by clicking on ‘View’ in the recipient line. If you’re unsure of the recipient, you can add a placeholder by choosing this option under ‘Manage Recipients’. You can update your recipient placeholder at any stage of the workflow process.

Additionally, you can nominate recipient roles, including:

  • Signer
  • Reviewer
  • Editor
  • Meeting host
  • Send a copy [CC]

You can set document permissions on an individual recipient or group basis, and if you require additional security, it can be selected by clicking the ‘Access Security’ icon. Here you can choose document level user authentication (one-time password (OTP) protection) or restricted access duration (per date or time).

Types of workflows

When setting up your workflows, there are four types to choose from.

  • Serial: Documents will be signed in a defined order.
  • Parallel: Documents can be signed in any order.
  • Individual: Each person signs their own copy of the document.
  • Custom: Allows you to set your own signing rules.

Customise your email to recipients

SigningHub has been designed to provide the utmost efficiency by automating the digital signature process. From the upload screen, under ‘Manage Recipients’, you’ll find additional features, such as adding a custom email message for your recipients.

I’ve chosen my recipients and configured all my settings. What’s next?

Once you’re happy with the settings for each recipient, the document security settings and the workflow type, click ‘Next’ in the top right of your screen.

Clicking this will bring up the document in the centre of the screen and allow you to select each recipient to add their individual signature fields. Along with the signature fields several additional fields are available should your document require further information.

After configuring each document per their recipient, we recommend saving this workflow as a template.

Saving this as a template allows you to apply the template to future workflows, making the process that much more straightforward. Once you’ve saved your template, click ‘Share Now’ in the upper right corner of your screen. This will immediately send your documents to your requested recipients.

Remember, even in these final steps, you can still add additional recipients and documents and update placeholder recipients. You can also add any attachments to go along with the documents that need to be signed.

How to sign a document with SigningHub

To begin, you’ll be notified by email when a document on SigningHub needs your signature. The notification contains details about the document owner and will directly link to the document that requires your signature.

Clicking on the document link will direct you to SigningHub’s website, where security authentication protocols identified by the document’s owner are enforced. Once the document is open, you can scroll through the document using SigningHub’s secure server-side document viewer.

On the left of the document, you’ll see yellow navigational tabs. Clicking on these will point you to your next actionable item, including initialling, form fields and signature fields. Once you’ve completed one of the items, click the navigational tab to proceed to the next item within the document.

Once you’re ready to sign, you have the option to draw your signature dynamically, such as using your fingertip on your mobile device. Additionally, you can use a script font or upload a saved signature image. Once signed, you have the option to add additional information, such as:

  • Reason for signature
  • Location

Signatures on SigningHub are secured using an advanced PKI signature with an embedded trusted timestamp. Authentication options for your signature include signing into your SigningHub account or using OTP two-factor authentication.

SigningHub also supports smartcards or secure USB tokens held by the user. These are typically used by signers who have access to Qualified Certificates (or other high-trust credentials). Additionally, signing using a key and certificated held securely on a mobile device is possible.

After successful user authentication, the document will automatically be refreshed with your selected fields with your initials, fields or signature present.

If you have are allowed to download or print the document, you can find the options in the upper right corner, above the document. Once the signature is applied, SigningHub automatically notifies the next person in the recipient list for their signature, as well as the document’s owner.

All actions within the document are tracked, and document users can easily see where the document is in the signature process and send reminders to recipients if required.

Keep your eyes peeled for the next blog in our series, featuring information on using SigningHub’s advanced features.

Contact our team for more information about how SigningHub can help your business.

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