Recipients Page
The Recipients Page is used to define the general data of the envelope, and the signature workflow.
The recipients page is separated into following sections, where the next chapters explain configuration and prerequisites in detail:
Envelope (General Envelope Data)
Documents
Recipients (Activities)
Document Visibility
Messages
Meta Data
Advanced Settings
Envelope Section
The envelope section contains basic data valid for the entire envelope, such as the envelope name (visible in the eSignAnyWhere WebUI), or the team sharing configuration. Read more about team sharing in the chapter about Team Configuration.
In the envelope settings you can configure the notification settings and the agreement configuration.
Additionally it is possible to configure the sealing certificate for the envelope. For more information please see Custom Sealing Certificate (since 23.49)
The agreement configuration is controlling if (and which) agreement texts are presented to signers and PKCS7 signers, after authentication in case an authentication method is configured. Please consider that agreement configurations are valid for signer activities only. In case of other activity types such as "Copy Recipient" or "Must View" activities, the acknowledge dialog is not displayed.
Moreover it is possible to configure a late identification in the identification configuration setting (since 24.49).
Please note: You can either use the organization agreement settings or configure a new agreement configuration for an envelope. Read Agreements Configuration about how to configure agreement texts on organization level.
Documents Section
The documents section allows to add, remove, re-order and change documents sent with an envelope. An envelope contains minimum one document, but can contain multiple documents. Note that a draft can be saved, or saved as template, also when no file was added yet. The application is designed to work with up to 50 documents per envelope. Restrictions may already apply, or may be introduced at a later time, to prevent larger numbers.
Supported file types:
PDF (by default)
In SaaS, with optional Document Converter installed, also the following other formats which are then converted to PDF:
Microsoft Office files from Microsoft Word, Microsoft Excel and Microsoft Powerpoint (.docx, .xlsx, .pptx)
Microsoft Office files in legacy file format from Microsoft Word, Microsoft Excel and Microsoft Powerpoint (.doc, .xls, .ppt)
Open Document Formats (.odt, .ods, .odp) → no longer supported
Text Files (.txt, .xml, .md)
Images (.tif, .png, .jpg, .gif, .jp2, .emf)
The file content might be validated server-side by a FileContentValidationPlugin, e.g. to perform checks for malicious content in the file.
When a new document was successfully added, the document is parsed for interactive fields or text placeholders:
Advanced Document Tags, inserting interactive fields and assigning them to a recipient
Read more about Advanced Document Tags in the "Text Placeholders Story".Sig-String placeholder notation, inserting signature fields but not assigning them directly
AcroForm Fields contained in the PDF, including signature fields. Those are also detected but not assigned to a recipient directly.
When the Advanced Document Tag notation was detected in a document, and interactive fields assigned to "signer1", "signer2" and so on have been recognized in a document, the recipient lines are automatically added to the Recipients section.
The document order can be re-arranged using Drag&Drop.
The button "Add Template" allows to add a predefined envelope template to the workflow. A template may include documents, recipient definitions and other configuration of an envelope. Templates are defined by saving a draft as template, or by creating a template in the Templates section of eSignAnyWhere.
Recipients Section
The application is designed to work with up to 50 recipients per envelope. Restrictions may already apply, or may be introduced at a later time, to prevent larger numbers than intended.
Recipient Primary Data Fields
Order Index (parallel)
A number allowing to set the activity sort order. Activities with same order index are considered as "parallel", i.e. both recipients get the invitation to sign in parallel. The one who opens the activity first, is automatically locking the activity until he/she completed all his/her form filling and signing tasks and he completed (or rejected) the activity. Instead of changing the order index manually, entire rows can be re-arranged by a Drag&Drop interaction.
When setting up parallel signers (transferring a recipient to another), the recipient's type (such as "Need to Sign") will automatically adjust to match that of the original recipient.
The value must be a valid mail address, containing at least one character in front of the @, and at least one character after the @, followed by one dot and at least one additional character. Mail addresses with multiple dots after the @ are of course supported.
The mass usage of non-existing mail addresses on environments operated by Namirial is considered as violation of the terms of use, as this can be an issue regarding mail classification rankings. If no mail should be sent, please set a mail with @placeholder.com - which we filter out programmatically.
The e-mail field shows up suggestions as autocompletion popup while typing. To get a full list of the values considered in auto-completion, use the “address book” icon next to the email input field. This will show up a dialog.
The dialog contains:
entries from (personal) address book - see Settings - Address Book
entries from organization-wide list of users
recently used recipients
Entries are considered as “recently used” when they have been used by the sender as a recipient within the last 30 days, if and only if the envelope has not been deleted. To delete an envelope from the recently-used list, it is required to delete the envelope.
The team configuration has no impact on the list of “recently used” addresses. Only the sender’s own recipients are shown.
First Name
The first name (given name) of the recipient. When signature fields of a recipient are configured to use disposable certificate signatures, the certificate holder given name is also taken from the recipient's first name.
Last Name
The last name (surname) of the recipient. When signature fields of a recipient are configured to use disposable certificate signatures, the certificate holder lastname is also taken from the recipient's last name.
Mobile Phone
The phone number, entered in international format with +xx country code prefix.
Recipient Type
The recipient type is chosen using a dropdown control with an Icon indicating the current selection:
Standard Recipient Types:
Signer | A signer may have tasks on the document assigned to him (Form field filling, signing, etc). It is not required that a signer really has a signature task assigned or signs a signature field (except such tasks or an assigned signature field is mandatory). A document can be assigned to a signer without having any tasks. The signer has to finish his activity by pressing the finish button; before an envelope gets routed to the next signer or before the envelope gets completed. |
Must-View | A recipient type where the activity is considered as completed once the recipient clicked the link in an e-mail to open the activity. It is not required to perform any activity in the document viewer. |
Cc | Sends an E-Mail notification to this recipient, with the (signed) PDF attached. When the filesize of the PDF(s) exceeds the threshold configured per instance, a link to download the PDF(s) is sent instead. |
PKCS#7 | A PKCS7 recipient, instead of signing directly in the PDF, is confirming his signature by pressing the SIGN button which replaces the FINISH action of the workstep. The result of a PKCS7 signature is, instead of the signed PDF, {the .p7m signature container? A .p7s? Refer to the standard used.} |