The Sending tab is available in the Company and Personal settings. All users can access it.
Read more about the settings page in general here.
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This article describes every setting found in the Sending tab:
- Date format
- Spreadsheet Date Format
- Spreadsheet Currency Format
- Set Spreadsheet Decimal Precision
- Signature Request Availability
- Days before first reminder
- Days between reminders
- Days before expiration reminder
- Envelope expiration reminder to sender
- Send reminder until expiration to sender
- Access authentication
- Email access code
- Re-verify each signer before document submit
- Include signature certificate on PDF
- Sign in sequence
- Separate multiple documents after signing
- Final signed document naming for multiple documents
- Send individual signature notifications
- Allow post-signing landing page
- Signer attachment options
- Default font size measurement
- Enable sending messages to mobile
- Default Channel for Sending Text Message
- Hide other recipients' email addresses in e-sign emails
- Allow Shared Access
Date format
The Date format setting provides the ability for a user to configure how the date should be shown in the RSign interfaces, envelopes tab, and in the document shared with the recipients. You can select from a wide variety of options.
Spreadsheet Date Format
The Spreadsheet Date Format setting provides the ability to define how dates in an uploaded Excel file are displayed and processed. This setting ensures consistency in date formatting, regardless of how the dates were originally formatted in the Excel file.
- If Y is selected, all dates in the uploaded Excel file are automatically converted to the selected date format.
- If N is selected, the default server format is applied to all dates in the uploaded Excel file.
In this example, the original Excel format was dd/mm/yyyy, and the setting was configured so that the recipient receives it in the yyyy.mm.dd format.
Please refer to the following article to learn how to ensure that the Excel cells have the date format.
Spreadsheet Currency Format
The Spreadsheet Currency Format setting allows you to define how currency in an uploaded Excel file is displayed and processed. This setting ensures consistency in currency formatting, regardless of how it was originally formatted in the Excel file.
- If Y is selected, the chosen currency format will be applied to all currency figures in the uploaded Excel file on the document signing page.
- If N is selected, the server's default currency format will be applied to all currency figures in the uploaded Excel file.
Set Spreadsheet Decimal Precision
The Set Spreadsheet Decimal Precision setting allows you to define the number of decimal places to display for uploaded Excel files.
Note: This setting is only visible if the Spreadsheet Currency Format setting is set to Y.
Signature Request Availability
The Signature Request Availability setting provides the ability to specify the timeframe for which the document is available for e-signature. The default option is 30 days.
Once the time has elapsed recipients would see the following message upon clicking the View and Sign button in the signature request email:
“This envelope is expired. The document sent for signature is expired. Please contact the sender for more information or to have them resend an updated version.”
Days before first reminder
The Days before first reminder setting provides the ability to choose the number of days that should pass before a reminder is sent to the recipient if they have not yet signed a document. You can select either Days or Weeks in the drop-down menu to specify the time before the first reminder.
Note: RSign sends pending reminder emails only for envelopes whose status is Waiting for Signature. No reminders are sent for envelopes that are in Incomplete & Expired, Terminated, and Transaction Cancelled status.
Days between reminders
The Days between reminders setting provides the ability to specify how many days or weeks should go by before the next reminder is sent to the recipients to sign the document. A maximum of 3 reminders are sent.
Note: RSign sends pending reminder emails only for envelopes whose status is Waiting for Signature. No reminders are sent for envelopes that are in Incomplete & Expired, Terminated, and Transaction Cancelled status.
Days before expiration reminder
The Days before expiration reminder setting provides the ability to specify how many days or weeks before the envelope expiration date should the recipient be reminded that the envelope is soon to expire.
Note: RSign sends pending reminder emails only for envelopes whose status is Waiting for Signature. No reminders are sent for envelopes that are in Incomplete & Expired, Terminated, and Transaction Cancelled status.
Envelope expiration reminder to sender
The Envelope expiration reminder to sender setting allows you to configure when the sender is to get a reminder that the document is about to expire.
The setting has two values: Y and N. To enable it, select the Y value. Next, select when the reminders should be triggered: Enter the corresponding number in the numeric field, and select Days or Weeks from the dropdown.
Send reminder until expiration to sender
The Send reminder until expiration to sender setting allows you to configure how the the sender is to be reminded that a sent envelope is about to expire.
The setting has two values: Y and N. To enable it, select the Y value. Next, select how the reminders should be triggered:
- One email per envelope: If this option is selected, the sender will receive one reminder email per expiring envelope.
- One email for all expiring envelopes: If this option is selected, all expiring envelopes will be added to one single email reminder.
The image below shows an example of One email per envelope.
Access authentication
The Access authentication setting provides you the ability to add a password or code required for the recipient to open the signature request and/or the signed document for added security.
This setting offers the following options:
- End-to-end: If this option is selected, a password will be required for the recipient to view and sign the document and to view the signed document. You can specify what the password should be at the time of sending, or leave the password field blank to have a system-generated password created. The password will or will not be sent to the recipient’s email address, based on the Email access code and the Enable sending messages to mobile settings.
- Required to open signed: If this option is selected, no password will be needed to view and sign the document, but a password will be needed to open the signed document. You can specify what the password should be at the time of sending, or leave the password field blank to have a system-generated password created. The password will or will not be sent to the recipient’s email address, based on the Email access code and the Enable sending messages to mobile settings.
- Signer verification: If this option is selected, the signer will be required to enter a 6-digit verification code that is sent to them to open and sign the document.
Email access code
The Email access code setting provides you the option to email a password, entered in the Access authentication text box, to the recipient. This code is then required to sign and/or open documents when the signer uses the access authentication feature.
If the box is checked, the password will be emailed to the recipient. If the box is left unchecked, the password used for the specific envelope will not be sent to the recipient, and therefore, it shall be communicated to them through other means.
Note: If the password field is left blank, a system-generated password will be created and emailed to the recipient, regardless of whether the email access code box is checked or not.
Re-verify each signer before document submit
The Re-verify Each Signer Before Document Submit setting adds an extra verification process before the signer can submit the document after signing, providing a double layer of security.
This setting is available under the COMPANY and PERSONAL tabs. If you do not see the options described in this article and wish to add them, please contact your RPost Customer Success or Sales representative to enable them.
- If Y (enabled) is selected, after clicking the Submit button, each signer is required to complete a verification step, which involves entering the access code sent to their email or mobile phone into the pop-up shown on the RSign signing page.
- If N (disabled) is selected, no extra verification step is added after the signer clicks on the Submit button.
Verification Process
Once the signer has completed all the required information and clicks on Submit, a popup will appear, prompting them to enter the code sent to their email and/or via SMS. After entering the code, they should click on Continue.
After clicking on Continue, the document is submitted.
Note: The code will be sent to the signer via email and/or SMS based on the sender's chosen preferences at the time of document preparation.
Include signature certificate on PDF
The Include signature certificate on PDF setting provides the ability to attach a signature certificate to the final signed and completed PDF document generated for both the sender and recipient.
- If Y (enabled) is selected, a signature certificate will be attached to the signed and completed PDF document generated for the sender and recipient.
- If N (disabled) is selected, a signature certificate will be included as a separate attachment in the email sent to the recipient including the signed document.
Sign in sequence
The Sign in sequence setting provides the ability to send a document to be signed to multiple recipients, where only after the first recipient signs, can the following recipient then sign, and so on.
- If Y (enabled) is selected, signature requests sent to multiple recipients can only be signed once the recipient before them has signed. Recipients must sign in the order that they are entered in when sending the signature request. Learn how to send a signature request here.
- If N (disabled) is selected, signature requests will be sent to all recipients at once.
Separate multiple documents after signing
The Separate multiple documents after signing setting provides the ability for multiple documents sent for signature as part of a single transaction to be returned as multiple documents and not as one large document.
- If N (disabled) is selected, once the documents are signed by all recipients, they become available for download as a single merged document. Proof of delivery would be appended to the single merged document.
- If Y (enabled) is selected, while documents are being signed, they will appear stacked together as one document on the signing interface. However, once the documents are signed by all recipients, they become available for download as a zip file containing each individual document. Each file has proof of delivery appended to it.
Final signed document naming for multiple documents
The Final Signed Document Naming for Multiple Documents setting empowers users to personalize the names of zip or merged files, providing enhanced flexibility.
- If the Y (enabled) option is selected, three additional settings become available allowing senders to customize the name of the file:
- Rename the file to:
First Uploaded Document Name: Assigns the name of the first uploaded file to the zip or merged file.
Last Uploaded Document Name: Assigns the name of the last uploaded file to the zip or merged file.
- Add prefix to file name:
None: Does not add a prefix or suffix to the file name.
Envelope ID: The name of the envelope ID is prefixed to the File Name.
Custom Name: Allows you to enter a custom name in a new field shown on the UI.
Contracts: Prefixes the name ‘Contracts’ in the File Name.
- Add suffix to file name:
None: Does not add a prefix or suffix to the file name.
Envelope ID: The name of the envelope ID is prefixed to the File Name.
Contracts: Prefixes the name ‘Contracts’ in the File Name.
Date and Time Stamp: Suffixes a date and time stamp to the file name.
- If the N (disabled) option is selected, the zip file will, by default, be named Contracts.zip and the merged file will take the name of the first document uploaded to the envelope.
Send individual signature notifications
The Send individual signature notifications setting provides the ability for the sender to receive an email notification each time someone signs a document and to download the partially signed document. If a document is sent to multiple recipients, the sender will receive a notification after each of them signs.
- If the Y (enabled) option is selected, the sender will receive an Electronic Signature Notification email notification whenever a recipient signs the signature request. After the last recipient signs, the sender will receive a Document Signed email notification.
- If the N (disabled) option is selected, the sender will only receive one notification, Document Signed, when all the recipients have signed the document.
The sender can also access the partially signed document by opening the green envelope within that transaction, and clicking on More Actions.
Allow post-signing landing page
The Allow post-signing landing page setting provides the ability to have a URL or web address added where the recipient is to be redirected to after completing a signature request.
This feature is also available when sending a signature request using a Template. See Templates settings here.
Note: This is a paid-only feature. If you would like to request this feature please contact your RPost Customer Success or Sales representative.
Signer attachment options
The Signer attachment options setting enables you to request attachments from the signer, as well as provides the ability to allow recipients to add optional attachments while signing documents. The additional files that are uploaded by the signers will only be received by the sender and will be attached as a compressed folder to the email sent with the final signed document.
This setting has the following values:
- None: If selected, the feature is disabled.
- Allow recipients to attach files while signing: If selected, the button to upload attachments will be visible to signers when going through the signature request process. Recipients can attach up to 10 files.
- Enable sender attachment requests: If selected, an Attachment request section will be visible when preparing the envelope for the sender to specify which attachments are to be provided by the signer. Learn more about requesting signer attachments. Also, learn how to attach documents while signing here.
Default font size measurement
The Default font size measurement setting provides you the ability to specify the font size in Points or Pixels when adding control fields when preparing an envelope, as in the image below. Changing the size can help better align or render the text entered in control fields.
Enable sending messages to mobile
The Enable sending messages to mobile setting provides you the ability to send e-signature requests and/or access codes to recipients on their mobile phones.
Note: This is a paid-only feature. If you would like to have this feature enabled, please contact your RPost Sales or Customer Success representative.
Click here to learn more about using SMS in RSign.
Default Channel for Sending Text Message
The Default Channel for Sending Text Message setting allows you to define the default channel for sending e-signature requests and/or access codes to recipients on their mobile phones. You can choose between WhatsApp, SMS, or both as the preferred delivery method.
Click here to learn more about using SMS in RSign.
Hide other recipients' email addresses in e-sign emails
This setting prevents the recipient of an eSign request from viewing the email addresses of other recipients. This change applies to all communications sent to the recipient from RSign, including eSign requests, verification codes, reminders, final signed documents, and password notifications.
Allow Shared Access
The Allow Shared Access setting allows users to grant view or edit access to their envelopes to other users within their company. This option is only available in the Company tab, as it can only be enabled by a customer admin.
- If N is selected, users will not be able to share their envelopes.
- If Y is selected, a new Shared Access subtab will appear under the Personal tab, allowing users to share their envelopes with others.