Adding/Editing a Type of Shared Folders

When you are part of a user group, you can create 2 types of folders: personal folders and shared folders.

Adding a Type of Shared Folders

The user group that will be selected will be able to access this folder type.

• From left menu >> Administration >> Folder Types.

• Click on New Folder Type.

Information

• Enter the Name of Folder Type in English as well as in French.

• Privacy : Select Shared Folders and additional sections will be added.

• Brand Image : This feature is only available for certain packages. It allows you to select a logo that has been previously configured. The default brand image is eZsign.

• Invoicing Entity : Coming soon.

• Time Stamping Authority - eZsign : Select No , Best Effort or Mandatory. For more information, please see the article Time Stamping Authority.

• Document Finalization Rule

  • Signatures of the document completed: The document cannot be finalized until all required parties have signed.

  • Signatures of all documents completed : The folder can only be completed once all documents are signed by all relevant parties.

  • Signatures of all documents completed, with synchronized steps across all documents : Each step must be completed on all documents before moving to the next. This ensures that all documents progress together, step by step.

• Allow signature delegation : Allows a signer to delegate their signature to another authorized person.

• Allow automatic signatures : Enables automatic application of signatures based on predefined rules or conditions.

• Display recipient information on the audit trail : Shows recipient details (name, email, role, etc.) in the electronic audit report.

• Active : Indicates that this file type is currently active and in use.

Send Follow-Up

• To the Document Creator : The follow-up will automatically be sent to the person who created the document.

• To the Folder Creator : The follow-up will be sent to the user who created the folder containing the document.

• To all group members with access to all folders : All members with the appropriate permissions will receive the follow-up.

• To Colleagues of Recipients : Sends the follow-up to colleagues who have been granted temporary access to the recipient’s account (e.g., during absences or vacations). This works with the Colleague Access Management feature.

• Under “To the following email address” : You can manually enter the email address where you want the document signing follow-up to be sent.

• To selected users : From the drop-down list, you can choose one or more users to whom the follow-up will be sent.

Send Signed Documents

When all parties have completed their signatures on a document, it is possible to send an email to the desired recipient containing a copy of the signed document as well as the electronic proof of signature.

For more information about Sending the signed document , please consult the article Configure the Sending of the Signed Document.

Authentication and Access

• User Group with Access to All Folders : You can select a specific user group from the drop-down list or allow Everyone to access all folders.

• User Group with Access to Self-Created Folders : You can choose a specific group or allow Everyone to access only the folders they have created.

• Group of users with access to create/modify templates of this type : You can select a group or allow Everyone to create and modify templates associated with this folder type.

• Access to folders by participating signatories

  • None : The user will have no access to the documents in the folder.

  • Show only documents on which the user has signatures : The user can only view documents they are required to sign.

  • View all documents in folder 😗*** The user can view all documents in the folder, even those they are not signing.

• Authorized authentication methods for external signers : You can define the accepted authentication methods for signing documents in this folder type.

Personalization of Signatures and Forms

You have the option to select a default font and size for signature fields as well as form fields.

• Form Fields : Select a default font and the desired size for form fields.

• Annotations : Select a default font and the desired size for annotations.

• Display of signature dates

• * **Use the default date** : displays the full date and time.
  

  • Do not use a date : the signature field is displayed without a date.
  • Use custom dates : choose the format that meets your needs, for example, displaying only the date (YYYY-MM-DD).
• Signatory Options
  • Allow users to personalize their signatures : The signer will have the option to select either a formatted signature or a freehand one when signing.

• * **Use the default signature without allowing users to personalize their signatures** : You will be able to select a default font, which will be applied when the signer signs.
  

Reminders and dates

You will have the option to select the Reminder Frequency and the Folder Archiving Deadline , as well as manage the Data Disposal.

Select the desired Reminder Frequency. An email will be sent to an external signer reminding them that they need to add their signature to a document.

• None : No reminder will be sent, even if signatures are missing from the document.

• Daily : The reminder will be sent every day until the document is signed.

• Weekly : The reminder will be sent once a week until the document is signed.

• Personalized : This frequency allows you to set up two reminders. You can select the number of Days before the first reminder is sent , as well as the number of Days between the following reminders , i.e., the recurrence of the reminders. For more information on setting up personalized reminders, please refer to the article Configuration of personalized reminders in folders.

• You will then be able to select the Folder Archiving Deadline as well as the Signature Deadline.

NOTE: The archiving period begins after the last signature deadline indicated in the folder, even if the document was signed before that date. For example, if a document is signed on February 1st but the signature deadline is set for February 15th, the archiving period will begin after February 15th.

• Data Disposal : Functionality that applies in folder types.

  • No : Once the folders are archived, they will remain on the eZsign servers.

  • Manual : It is possible to select the number of days after archiving the folders when they will be eliminated. A notification will appear on the home page and it will be possible to delete the folders manually.

  • Automatic : It is possible to select the number of days after archiving the folders at which they will be disposed of. A notification will appear on the home page and it will be possible to delete the folders manually.

• If you wish to enable the Premature completion of documents for this folder type, choose the Automatic option. Then, specify a number of days.

NOTE: This period will begin as soon as the signature deadline expires.

• When you are finished, click Save to record your changes.

Editing a Type of Shared Folders

• From left menu >> Administration >> Folder Types.

• Click on the desired folder type and on Edit Folder Type.

• Make the desired changes and click on Save.

Copy a Type of Shared Folder

To copy a shared folder type, you will need to select the desired folder type from the List of Folder Types.

• Then, click the downward-pointing arrow and select Copy this folder type.

• You can then choose the name of the new folder type, and click Create the copy.

• The new folder type will then be available from the List of Folder Types.