Business Dashboard

Clicking on the Business Profile tab in your SigniFlow profile will open up a new page, with your Business Dashboard being the first tab to open up, by default.

 

The Business Dash is purely for informational purposes. The information it comprises pertains to the entire business - that is, all users who are linked to your business - and not just the user accessing it. 

Unlike your SigniFlow user profile, the icons are not active and do not have any function beyond comprising an informational dashboard of business documents in the system. The icons - or baskets - comprise the six most pertinent figures a business administrator needs to know: 

Completed:     

This number represents all business documents that have been signed and/or approved by all recipients required to action them. 

In Progress:     

This is the number of business documents that are circulating and not yet completed, i.e. they have not been actioned by all in the workflow. Essentially, any document that has an incomplete workflow is included in this number. 

Pending Signatures:

This is the number of signatures that are outstanding. In other words, the total sum of required signatures that have not yet been placed. 

Cancelled:      

This shows you how many document workflows have been cancelled, for whatever reason, or have expired due to a specified due date. 

Rejected:      

This shows you how many of the business documents sent for signing or approval have been rejected by any of the recipients. 

Total:       

The total number of business documents in the SigniFlow system - i.e. the sum of all of the above.  

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Business Details

After your informational Business Dash, the next tab you'll find on your Business Profile menu is Business Details:

The Business Details section comprises the following fields: 

Business Name
Business Registration Number
Business VAT Number
Street Address
Suburb
Town
Province
Postal Code
Industry
Status
MP Number

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Business Branding

After your informational Business Dash, the next tab you'll find on your Business Profile menu is Business Branding:

The Business Branding section comprises the Settings where you are able to work through the different email templates to see what the different emails look like that gets sent out to clients.

The block on the right-hand side is where the business logo can be uploaded:

In the section below we can see the Email Preview where we can see a preview of what the email would look like, the Placeholders will be replaced with actual data relating to the user and the Business Profile.

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Departments, Teams & Users

The next three menu items on your Business Profile menu bar - Departments, Teams & Users - are linked:

Departments, Teams and Users are the sections where you set up and group your business's users, according to the SignFlow Hierarchy Structure: 

For ease of understanding, let's start from the base of the hierarchy. 

1. USERS 

• This is essentially any individual user you are setting up on the Business Profile for the first time. 
  
  
• Your business's designated administrator will set up the account configuration, according to licences, and is the only person able to add, edit and remove users. 
  
  
• Users can hold any one of the following SigniFlow licences:

            - SignFREE

            - SignFREE with Workflow

            - SignFlow Professional

            - SignFlow SA Legal 

• BUSINESS ADMIN: To add a User to your Business Profile, click the Add User button. 
  
  
• Fill out the Business Users Information form as per below, and click Save when done:
  

• First Name: First name of user.
• Last Name: Last name of user.
• Email Address: User's business email address.
• Cellphone Number: This can be business or personal.
• Department: Link the user to a department (e.g. Hardware, Software, etc)
• Team: Link the user to a team (e.g. Sales, Administration, etc). You cannot add a user to more than one team.
• Licence: One of the four above-mentioned user licences.
• PA Email Address: A PA can be assigned to an individual where the PA function will apply. The PA is allowed to view the outstanding workflow of the user and can open the document and view the first page. For security reasons, the PA is only able to reject a document.

  NOTE: Once you have added and saved a user to your Business Profile, that user will receive an email to say they have been added to your Business Profile. The user then needs to accept. If a user that was added has not yet accepted, you will see a Remind button next to their details, which you can use to resend the email informing them they've been added, and prompting them to accept. 

As per the above screenshot, you can see all Current Users - i.e. the users you have added to your Business Profile - listed in order of when they were added. You can choose to view 10, 25, 50 or 100 entries, which you can select via the Show X entries dropdown box. 

• Green Plus (+) Icon: Clicking on the green Plus (+) Icon to the left of each User ID will show you exactly when last that user logged in: date and time. 

• Search: The Search bar enables you to quickly find an entry by typing in the first three letters of a User, Team or Department name. All entries matching your search criteria will come up.

• User ID: This is the number that is assigned to each User you add, auto-generated by the SigniFlow system.
  
  
• User Full Name: The user's name and surname, as input when adding them to your Business Profile.
  
  
• User Email: The user's business email address, as input when adding them to your Business Profile.
  
  
• User Role: This tells you whether or not the user has administrative permissions within the Business Profile. 
  
  
• Department: The user's designated Department, as set up in your unique Business Profile. 
  
  
• Team: The user's designated Department, as set up in your unique Business Profile. 
  
  
• Licence: The SigniFlow licence assigned to the user, as per the aforementioned options. 
• Status: This tells you whether any of your users are not active. The coloured icon to the right of the Status column tells you when last the user was active. A black icon means the user has not yet accepted the email notification sent to them when they were added to the Business Profile; a grey icon means the user has registered with SigniFlow, and has a password, but has not logged in to the system for more than seven days (a grey icon with "Password Reset" status means the user requested a password reset, received the password reset email, but has not yet logged in to finalise it); An orange icon means the user has logged in within the last seven days, but not the current day; and a green icon means the user has logged in on the current day and has recently used the system.
• Edit: The Edit button brings up the same Business Users Information form filled in when setting the user up, allowing you to edit any of the data that you input at the time. 
  
  
• Remove: The Remove button allows you to remove users who have been set up in your business profile. 
  NOTE: There are two types of users: Business Users; and Business Administrators. You can ONLY remove Business Users. Business Administrators cannot be removed (you will notice there is no Remove button next to the users who have been designated Business Administrators). 
• Copy: This copies all the information in the user table, by row, to your Clipboard. You can then paste the text file wherever you need to, e.g. into a Word document, Notepad, etc. 
  NOTE: The number of entries you chose to display comes into play here (10, 25, 50 or 100), as only this number of rows will be copied to your Clipboard).
  
  
• Excel: The Excel button exports all of the above-mentioned information into an Excel file, which is then automatically downloaded onto your hard drive. You will be able to find the file in your Downloads folder, or as a tab at the bottom of your screen. 
  
  
• PDF: As above, the PDF button creates a PDF file of business user information. The show entries note applies. 

2. TEAMS: 

• Teams are linked to a Department. 
  
  
• Teams are set up where Users form part of a team.
  
  
• Teams may comprise of multiple Users.
  
  
• BUSINESS ADMIN: To add a Team to your Business Profile, click the Add Team button. 
  
  
• Fill out the Team Information form as per below, and click Create when done:
  

• Team Name: Name of the team of users, e.g. Sales, Administration, etc.
• Department: Name of pre-set Department, which the Team in question belongs to, e.g. Hardware, Software, Finance, etc.
• Team Lead: Team link to Team Lead. This will be a SigniFlow User under the Business Profile, which you select from the dropdown menu.

As per the above screenshot, you can see all Teams in your Business Profile, and their accompanying info. 

• You can choose to view 10, 25, 50 or 100 entries, which you can select via the Show X entries dropdown box. 
  
  
• Search: The Search bar enables you to quickly find an entry by typing in the first three letters of a User, Team or Department name. All entries matching your search criteria will come up.
  
  
• Green Plus (+) Icon: Clicking on this will bring up a list of all the users in that team. 
• Team ID: This is the number that is assigned to each Team you add, auto-generated by the SigniFlow system.
  
  
• Team Name: The names you assign to teams in your Business Profile.
  
  
• Department: The Department to which the team in question belongs. Departments can have multiple teams. 
  
  
• Team Lead: The designated Team Lead (always a SigniFlow User under your Business Profile).
  
  
• Status: This cannot be set and will, by default always read "1", which means the team is active. 
  
  
• Edit: The Edit button brings up the same Team Information form filled in when setting the team up, allowing you to edit any of the data that you input at the time.
   
• Remove: The Remove button allows you to instantly remove teams you've set up.  
  
  
• Copy: This copies all the information in the team table, by row, to your Clipboard. You can then paste the text file wherever you need to, e.g. into a Word document, Notepad, etc. NOTE: The number of entries you chose to display comes into play here (10, 25, 50 or 100), as only this number of rows will be copied to your Clipboard).
  
  
• Excel: The Excel button exports all of the above-mentioned information into an Excel file, which is then automatically downloaded onto your hard drive. You will be able to find the file in your Downloads folder, or as a tab at the bottom of your screen. 
  
  
• PDF: As above, the PDF button creates a PDF file of business user information. The show entries note applies.

3. DEPARTMENTS: 

• A Department is set up where Teams are assigned to Departments.
  
  
• Departments may have multiple Teams.
  
  
• BUSINESS ADMIN: To add a Department to your Business Profile, click the Add Department button.
  
  
• Fill out the Department Information form as per below, and click Create when done:
  
  

• Department Name: Name of the Department, consisting of Teams and Users, e.g. Hardware, Software, Finance.
• Department Head: (this will be a SigniFlow User under the Business Profile)
• Cost Centre: This is for reporting purposes, where SigniFlow would be able to generate a report for the spend per department. Cost Centre uses your Business's own standard Cost Centre naming conventions.

As per the above screenshot, you can now see all Departments in your Business Profile, and their accompanying info. 

• You can choose to view 10, 25, 50 or 100 entries, which you can select via the Show X entries dropdown box. 
  
  
• Search: The Search bar enables you to quickly find an entry by typing in the first three letters of a User, Team or Department name. All entries matching your search criteria will come up.
  
  
• Green Plus (+) Icon: Clicking on this will bring up a list of all the users in that department. 
• Department ID: This is the number that is assigned to each Department you add, auto-generated by the SigniFlow system.
  
  
• Department Name: The name you assigned to that Department at the time of set up. 
• Department Head: Head of the Department. This is always a SigniFlow User under the Business Profile.
  
  
• Cost Centre: SigniFlow can generate a report for the spend per department. Cost Centre uses your Business's own standard Cost Centre naming conventions.
  
  

• Edit: The Edit button brings up the same Department Information form filled in when setting the team up, allowing you to edit any of the data that you input at the time.
  
  

• Remove: The Remove button allows you to instantly remove Departments you've set up.
  
  

• Copy: This copies all the information in the department Table, by row, to your Clipboard. You can then paste the text file wherever you need to, e.g. into a Word document, Notepad, etc. NOTE: The number of entries you chose to display comes into play here (10, 25, 50 or 100), as only this number of rows will be copied to your Clipboard).
  
  

• Excel: The Excel button exports all of the above-mentioned information into an Excel file, which is then automatically downloaded onto your hard drive. You will be able to find the file in your Downloads folder, or as a tab at the bottom of your screen.
  
  

• PDF: As above, the PDF button creates a PDF file of business user information. The show entries note applies.

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Custom Messages

The function of Custom Messages is to allow workflow users to select from pre-defined custom messages to send with their documents. 

The Custom Messages function is for use by the whole company and can be enabled or disabled, by using the Enable Custom Messages toggle. 

• Enable Custom Messages: This will allow all users within the business profile to select custom messages, but allows users to still add their own message. 
  
  
• Force Custom Messages: If this is set to on, the user cannot type in their own message. They can only choose from the pre-defined custom messages, as seen in the Custom Messages list. Every custom message that has been set up by the company admin will be in this list. 
  
  
• Save Custom Message Rules: This will activate the custom message options.
  
  
• Add Custom Message: This enables you to add additional custom messages to the business profile.
  
  
• Edit: This enables you to change current custom messages in the system and update the custom messages. 
• Remove: This will delete the custom messages from the business profile.
• Message ID: This is the ID number assigned to each Custom Message by the SignFlow system. 
• Name: The name you gave your custom message.
• Message: The pre-defined Custom Message you set up after clicking on Add Custom Message:
  

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Metadata

This advanced function allows the administrator to add pre-defined meta tag fields for integration purposes, where the metadata would be able to travel with the document and then be passed to other systems with the metadata.

For assistance and more information on the Metadata function, please contact SigniFlow support.

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Template Admin

The next item down on your SignFlow Business Profile, Template Admin, is where you add the administrators for templates - i.e. the individuals who will have the ability to edit or remove Workflow or DocPrepper templates. 

Upon opening the Template Admin tab, you will see a table of all users who have permission to edit or remove templates, if any have been added (Current Admins).

 

• Add Admin: To add a template administrator, simply click on Add Admin, then enter the user's email address in the given text box, and click Save. These will always be SignFlow users. 
  

• Show [X] entries: You can choose to view 10, 25, 50 or 100 entries, which you can select via the Show X entries dropdown box.
  
  
• Search:  The Search bar enables you to quickly find an entry by typing in the first three letters of a User, Team or Department name. All entries matching your search criteria will come up. 
• Admin ID: The number assigned to each Template Admin when they are added. It is auto-generated by the SignFlow system. 
  
  
• User ID: This is the number that was assigned to each user when they were added to the business profile. It is auto-generated by the SignFlow system.
  
  
• Full Name: The name and surname associated with the email address you entered when you added the admin. 
  NOTE: The coloured icons to the left of users' names indicates when last each user was active. A black icon means the user has not yet accepted the email notification sent to them when they were added to the Business Profile; a grey icon means the user has registered with SignFlow, and has a password, but has not logged in to the system for more than seven days; An orange icon means the user has logged in within the last seven days, but not the current day; and a green icon means the user has logged in on the current day and has recently used the system.
  
  
• Email: The email address of the template admin you added. 
  
  
• Contact Number: The cellphone number associated with the email address you entered when you added the admin.
  
  
• Remove: This button allows you to remove any of the Template Admins you previously set up. 
  
  
• Copy: This copies all the information in the Template Admin table, by row, to your Clipboard. You can then paste the text file wherever you need to, e.g. into a Word document, Notepad, etc. NOTE: The number of entries you chose to display comes into play here (10, 25, 50 or 100), as only this number of rows will be copied to your Clipboard).
  
  
• Excel: The Excel button exports all of the above-mentioned information into an Excel file, which is then automatically downloaded onto your hard drive. You will be able to find the file in your Downloads folder, or as a tab at the bottom of your screen. 
  
  
• PDF: As above, the PDF button creates a PDF file of all template admins' information. The show entries note applies. 

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Document Templates

The next item down on your SignFlow Business Profile, Document Templates, is used so that users are able to upload a document and save them on the system as long as it doesn't change and the information remains the same.

Upon opening the Document Templates tab, you will see an uploader where you are able to upload the document. Making sure that the document must be in PDF.

When uploading the document you can then enter a name for the document and then choose the scope which can be one of the following:

• Teams (where only the team you belong to will be able to see this document template)
• Department (where only the department you belong to will be able to see this document template)
• Business (where the entire business will be able to use this document template)
• User (where you select the certain user who is able to access this document template)

After document template is uploaded, you will then see the above screen where the templates that have been uploaded show up in a table.

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Form Admin

Similar to Template Admin, Form Admin is where you add the administrators for Forms - i.e. the individuals who will have the ability to create, edit, and manage Forms in SigniFlow. 

Upon opening the Template Admin tab, you will see a table of all users who have permission to edit or remove templates, if any have been added (Current Admins).

 

• Add Admin: To add a template administrator, simply click on Add Admin, then enter the user's email address in the given text box, and click Save. These will always be SignFlow users. This will always be a registered SignFlow user, so their email address will drop down when you start typing it, so you can simply click on it to complete the field. 

• Show [X] entries: You  can choose to view 10, 25, 50 or 100 entries, which you can select via the Show X entries dropdown box.
• Search:  The Search bar enables you to quickly find an entry by typing in the first three letters of a User, Team or Department name. All entries matching your search criteria will come up.
• Admin ID: The number assigned to each Forms Admin when they are added. It is auto-generated by the SigniFlow system.
• User ID: This is the number that was assigned to each user when they were added to the business profile. It is auto-generated by the SigniFlow system.
• Full Name: The name and surname associated with the email address you entered when you added the forms admin.
  NOTE: The coloured icons to the left of users' names indicates when last each user was active. A black icon means the user has not yet accepted the email notification sent to them when they were added to the Business Profile; a grey icon means the user has registered with SigniFlow, and has a password, but has not logged in to the system for more than seven days; An orange icon means the user has logged in within the last seven days, but not the current day; and a green icon means the user has logged in on the current day and has recently used the system.
• Email: The email address of the forms admin you added.
• Contact Number: The cellphone number associated with the email address you entered when you added the forms admin.
• Remove: This button allows you to remove any of the forms admins you previously set up.
• Copy: This copies all the information in the Forms Admin table, by row, to your Clipboard. You can then paste the text file wherever you need to, e.g. into a Word document, Notepad, etc. NOTE: The number of entries you chose to display comes into play here (10, 25, 50 or 100), as only this number of rows will be copied to your Clipboard).
• Excel: The Excel button exports all of the above-mentioned information into an Excel file, which is then automatically downloaded onto your hard drive. You will be able to find the file in your Downloads folder, or as a tab at the bottom of your screen.
• PDF: As above, the PDF button creates a PDF file of all forms admins' information. The show entries note applies. 

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Document Templates

The next item down on your SignFlow Business Profile, Document Templates, is used so that users are able to upload a document and save them on the system as long as it doesn't change and the information remains the same.

Upon opening the Document Templates tab, you will see an uploader where you are able to upload the document. Making sure that the document must be in PDF.

When uploading the document you can then enter a name for the document and then choose the scope which can be one of the following:

• Teams (where only the team you belong to will be able to see this document template)
• Department (where only the department you belong to will be able to see this document template)
• Business (where the entire business will be able to use this document template)
• User (where you select the certain user who is able to access this document template)

After document template is uploaded, you will then see the above screen where the templates that have been uploaded show up in a table.

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Form Admin

Similar to Template Admin, Form Admin is where you add the administrators for Forms - i.e. the individuals who will have the ability to create, edit, and manage Forms in SigniFlow. 

Upon opening the Template Admin tab, you will see a table of all users who have permission to edit or remove templates, if any have been added (Current Admins).

 

• Add Admin: To add a template administrator, simply click on Add Admin, then enter the user's email address in the given text box, and click Save. These will always be SignFlow users. This will always be a registered SignFlow user, so their email address will drop down when you start typing it, so you can simply click on it to complete the field. 

• Show [X] entries: You  can choose to view 10, 25, 50 or 100 entries, which you can select via the Show X entries dropdown box.
• Search:  The Search bar enables you to quickly find an entry by typing in the first three letters of a User, Team or Department name. All entries matching your search criteria will come up.
• Admin ID: The number assigned to each Forms Admin when they are added. It is auto-generated by the SigniFlow system.
• User ID: This is the number that was assigned to each user when they were added to the business profile. It is auto-generated by the SigniFlow system.
• Full Name: The name and surname associated with the email address you entered when you added the forms admin.
  NOTE: The coloured icons to the left of users' names indicates when last each user was active. A black icon means the user has not yet accepted the email notification sent to them when they were added to the Business Profile; a grey icon means the user has registered with SigniFlow, and has a password, but has not logged in to the system for more than seven days; An orange icon means the user has logged in within the last seven days, but not the current day; and a green icon means the user has logged in on the current day and has recently used the system.
• Email: The email address of the forms admin you added.
• Contact Number: The cellphone number associated with the email address you entered when you added the forms admin.
• Remove: This button allows you to remove any of the forms admins you previously set up.
• Copy: This copies all the information in the Forms Admin table, by row, to your Clipboard. You can then paste the text file wherever you need to, e.g. into a Word document, Notepad, etc. NOTE: The number of entries you chose to display comes into play here (10, 25, 50 or 100), as only this number of rows will be copied to your Clipboard).
• Excel: The Excel button exports all of the above-mentioned information into an Excel file, which is then automatically downloaded onto your hard drive. You will be able to find the file in your Downloads folder, or as a tab at the bottom of your screen.
• PDF: As above, the PDF button creates a PDF file of all forms admins' information. The show entries note applies. 

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Events

In technical terms, the Events function is used when the Event Handler is set up between SigniFlow and an ECM (Enterprise Content Management) or Native Application. The report is done using date criteria. 

Basically, every event that happens in SigniFlow, creates an audit trail. An event is any action that is taken by a user of the system, for example a document is sent out; a user signs a document; a user rejects a document, etc - every one of them recorded in the SigniFlow system. 

The Events function enables you to draw on data from your company's audit trail, based on a date range that you input. If you, for example, want to see how many documents were rejected during the month of March 2018, you would input From Date: 1 March 2018 / To Date: 31 March 2018, based on Search Criteria "Documents Rejected" and the SigniFlow system would pull every single document within your company profile that has been rejected during the month of March, and instantly present it to you in a table. 

The following Search Criteria are available in the Events function:

• Documents Added
• Documents Approved
• Documents Cancelled
• Documents Completed
• Documents Deleted
• Documents Pending Release
• Documents Rejected
• Document Restart
• Documents Signed
• Form Submitted
• Prepper Template Created
• Prepper Template Removed
• Prepper Template Updated
  

• Click on From Date and enter the date you want to view the event/action from, by day, month and year. 
• Click on To Date and enter the end date of the period you want to view the event/action from, by day, month and year. 
• Click on the dropdown box "Please select any of the following details to search for Events" and select the event you wish to garner data on from the list.
• Click Search.

A table of the chosen Events (in this example, all documents cancelled between 1 July 2017 and 1 March 2018) will come up: 

• Show [X] entries: You  can choose to view 10, 25, 50 or 100 entries, which you can select via the Show X entries dropdown box.
• Search:  The Search bar enables you to quickly find an entry by typing in the first three letters of a User, Document, Event Type, etc. All entries matching your search criteria will come up.
• Document ID: The number assigned to each Document. Auto-generated by the SigniFlow system.
• User ID: This is the number that was assigned to each user when they were added to the business profile. It is auto-generated by the SigniFlow system.
• User Full Name: The name and surname of the user responsible for creating the Event (i.e. the user that cancelled the document/workflow in this case). 
  
  
• Email: The email address associated with the user responsible for creating the Event you are drawing data on.
• Form ID: If a user submits a form as a document, there will be a Form ID accompanying the entry, otherwise this field will always read "0". 
  
  
• Event Date: The date each event in question took place (i.e. when each document was cancelled by the user in this case).
  
  
• Post Date: If a business has an Event Receiver hooked up in their business profile then the Post Date will indicate on which date the event was sent from SigniFlow to their Event Receiver.
  
  
• Post Retry: As with Post Date, if there is an Event Receiver in the business profile, once the event is sent this field will be populated with the number of times the event was sent. If the event went through successfully the first time then this will be one, otherwise it will retry for a maximum of three times before it stops, so the possible values for this will be 0, 1, 2, 3 or blank.
  
  
• Resend: If the company has an Event Receiver hooked up and you click Resend, SigniFlow will clear the Post Date, Post Retry and Post Result, and the event will be sent to the event receiver again. The said three fields will be updated accordingly, based on the result coming back.
• Copy: This copies all the information in the Events Management table you have requested, by row, to your Clipboard. You can then paste the text file wherever you need to, e.g. into a Word document, Notepad, etc. NOTE: The number of entries you chose to display comes into play here (10, 25, 50 or 100), as only this number of rows will be copied to your Clipboard).
• Excel: The Excel button exports all of the above-mentioned information into an Excel file, which is then automatically downloaded onto your hard drive. You will be able to find the file in your Downloads folder, or as a tab at the bottom of your screen.
• PDF: As above, the PDF button creates a PDF file of all forms admins' information. The show entries note applies. 
  
  
  

SETTINGS TAB

The Settings tab (to the right of Events in Events Information) is only used when there is an Event Handler, when events, data and documents need to be communicated via SigniFlow or DocFlow.  This will be set up with the development team in charge of the integration.

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Sharepoint Info

In 2016, SigniFlow integrated with Microsoft SharePoint and SharePoint Online (Office365) – making it one of the only signature workflow applications worldwide that integrated with the Microsoft document management application, both on-premise and in cloud deployments.

SigniFlow for SharePoint instantly transforms your SharePoint or Office365 online platform into a powerful, world-class document distribution, contracts management and forms approval system, enabling businesses using SharePoint to prepare, send, track and sign important documents, contracts and forms from any SharePoint document library.

                                      

In your Business Profile menu, the SharePoint Info tab is where the configuration of the SharePoint Server is done.

1. Enter your SharePoint address.
2. Create a user account on SharePoint with read and write privileges to write to SharePoint libraries. This account will be used to communicate with SigniFlow for all SharePoint documents.
3. Enter your Username and Password, created in the step above.
4. Choose our SharePoint setup: 
   a. 2013 and 2016 is “On-Premise” selection
   b. Office 365 is “Online” selection
5. Save your settings by clicking on Save SharePoint Information.

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SMS Account

SigniFlow's SMS Account feature gives business administrators the ability to set up an SMS account. You will need to have an account with an SMS provider to be able to use this feature - providers at this stage include Coretalk, Infobip, and Bulk SMS. 

Once you have an account with one of the above providers, you will be provided with an account username and password, as well as a sender ID - all the details you need to complete the required fields in SigniFlow's SMS Account Information section:

• Enable Send OTP: This enables the system administrator to activate OTP or USSD for Predefined Face-to-Face Signing. If this toggle is set to on, when a Face-to-Face signer is set up, "OTP" will be an option on the page. This can be enabled or disabled during the process. 
  
  
• Force OTP: This enables the system administrator to force the OTP or USSD for Face-to-Face signing. You will not be able to enable or disable OTP in this instance. 
  
  
• SMS Provider: This is the service provider you have chosen to go with, either CoreTalk, Infobip or Bulk SMS. 
  
  
• Account Username: This is the username supplied by your SMS provider. 
  
  
• Account Password: This is the password you create when you sign up with the SMS provider. 
  
  
• User OTP Limit Per Document: This enables the system administrator to set a limit per document that an OTP can be sent to a Face-to-Face signer.
• OTP Type: Either SMS (Short Message Service) or USSD (Unstructured Supplementary Service Data). USSD is a menu-based service that runs as a real-time open session between the application and the end-user. While SMS is a store and forward technology, USSD texts and interactions are not stored on the mobile phone. SMS content remains stored in the mobile phone memory. 
  

Once you have set up your SMS Account, you will have the option of removing it, in which case you will no longer have the service provider set up. 

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Security

The Security feature enables the business administrator to set up a number of different security rules, which apply to the whole company unless individual users are exempt from the rules (Override). 

These are the security options currently available for company-wide configuration:

1. Disable Proxy Company Wide: This will enable or disable Proxy Signing (Nominate function in SigniFlow).
2. Disable Download Company Wide: This will enable or disable the document download function within SigniFlow.
3. Disable Email Company-Wide also on End Step: All Email Notifications will still be active, but the system will not allow any documents to be emailed from SigniFlow.
4. Remove Attachments Company Wide: This will enable or disable any completed document attachment via email.
5. Disable Delete Company Wide: This enables or disables the document delete function within SigniFlow.
6. Enable Form Only Mode: Users will only be able to use Forms in SigniFlow if enabled. 
7. Disable Document Rename: This will allow or disallow documents to be renamed. If enabled, this will mean the document keeps the original name it was uploaded with.
8. Enable Document Name Append: This will allow or disallow an append to a document name. If disabled, the document will keep its original name. If Enabled, the document will keep its original name but can have an append on the end of it. 
9. Disable Face-to-Face Font Signatures: This will allow or disallow Face-to-Face signers to sign their signature using a font, as opposed to a hand-drawn signature.
10. Disable Group Workflow Start Email: This will enable or disable email notifications when a group email started.
11. Disable Group Notifications Email to Group Members: This will enable or disable email notifications on the actions during Group Signing.
12. Disable Group Notifications to Document Originator: This will enable or disable email notifications to the document originator on the actions during Group Signing.
13. Disable Group Complete Notification to Group Members: This will enable or disable completion emails to the Group Members.
14. Disable Group Complete Notifications to Document Originator: This will enable or disable completion emails to the document originator.
15. Hide Signer Personal Information: If enabled, this will hide the details of signers on their signatures (e.g. Name, Surname, and Email address). 

Once you have enabled/disabled all company security rules you wish to have set up, click Save Security Rules to have them take effect. 

OVERRIDE USERS

• Users added to the "Override" list will be exempt from the rules set up in Security Options, as per above. Any user in your business profile can be a part of the override list.
• To add users, simply input the user/s email address and full name (auto-generated by the SigniFlow system, as there will always be SigniFlow users that are set up on your Business Profile).
• Click Save. 

• Show [X] entries: You can choose to view 10, 25, 50, or 100 entries, which you can select via the Show X entries dropdown box.
• Search:  The Search bar enables you to quickly find an entry by typing in the first three letters of a User, Team or Department name. All entries matching your search criteria will come up.
• Admin ID: The number assigned to each administrator when they were added as admins. It is auto-generated by the SigniFlow system.
• Full Name: The name and surname associated with the user you added to the override list.
• Email: The email address of the user you added to the override list.
• User ID: The name assigned to each user during set up, auto-generated by the SigniFlow system.
• Remove: This button allows you to remove any of the users you have put on the override list.
• Copy: This copies all the information in the Override Users table, by row, to your Clipboard. You can then paste the text file wherever you need to, e.g. into a Word document, Notepad, etc. NOTE: The number of entries you chose to display comes into play here (10, 25, 50 or 100), as only this number of rows will be copied to your Clipboard).
• Excel: The Excel button exports all of the above-mentioned information into an Excel file, which is then automatically downloaded onto your hard drive. You will be able to find the file in your Downloads folder, or as a tab at the bottom of your screen.
• PDF: As above, the PDF button creates a PDF file of all forms admins' information. The show entries note applies. 

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Settings

Settings allow the Business's systems administrator to set the following criteria on the Expiration Date function in SigniFlow: 

1. Require Expire Date: This will enforce the expiry date so that the workflow user has to define when the document will expire. 

2. Company Contacts: This setting enables the company contacts and external contacts feature.

3. Enable Expire Period Lists: This enables the systems administrator to set up predefined periods for document validity, allowing users to enable an expiry date.

• Enter the number of days after which you want the document to expire, compelling users to sign within that time.
• Click Add.
• You can delete using the red trash can icon. 
• Click Save Settings to save and enable document expiration date. 

4. Force Personal Digital Certificate: This setting forces users to use a personal digital certificate.

5. Force Personal Digital Certificate Show: This setting forces users to use a personal digital certificate.

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EasiSign Config

These settings allow the Business's systems administrator to set the following criteria on the signer signs the document and how the signature appearance looks: 

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DSS Security

These settings allow the Business's systems administrator to enable the DSS Security options for a Business after a GlobalSign organizational certificate was purchased.

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KYC Config

These settings allow the Business's systems administrator to enable the Know Your Customer options for a Business to enable them to do either Business KYC or Consumer KYC.

1. The first thing that is needed is a SigniFlow API account needs to be set up:

1. The next thing that is needed is the PBVerify Account information:

1. The next thing needed is to enable users who are able to initiate the KYC:

1. The last thing that is needed is to set up how the KYC Config is going to go through the process:

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Time Stamp

These settings allow the Business's systems administrator to enter the Business's own custom time-stamping service:

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Document Tag

These settings allow the Business's systems administrator to enable to the placement of a type of document tag on every document that gets sent out of the business.

The settings are as follows:

• Tag Type - different types of tags to place on the document

• Tag Position - where on the document must the tag be displayed

• Tag Authentication Type - a type of authentication when scanning the tag when the document opens

• Pages -  which pages must the tag be placed on the document

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