How to create a new template

Creating a new template is a straightforward process with numerous options that provide adaptability and flexibility.

In the following article, we will provide a detailed explanation of each step, enabling users to create templates by choosing the specific options that meet their needs. 

TABLE OF CONTENTS

• Step 1: Information and brand image 
• Step 2: Identifying the Signatories
• Step 3: Contact the signatories
• Step 4: Type of signature 
• Step 5: Signatories' documentation
• Step 6: Reminders 
• Step 7: Notifications 
• Step 8: Advanced settings 
• Step 9: Finish

Step 1: Information and brand image 

This step allows for entering company or user information and visually configuring the emails and signature page:

Basic information

• Template name: A descriptive name that identifies the template's purpose and use.
• Company or Contact Name: This name will be displayed on the documentary evidence
• Tax Identification Number (NIF): Include the tax identification number, which will also appear on the documentary evidence
•  Language of the sending: The language for the signature page and emails sent during the process.         Consult available languages here.
• Language of the documentary evidence: The document can be generated in one or two languages. Consult available languages.
•  Sender Name or Mobile Number for SMS: Provide the sender information for SMS notifications. It can be a phone number or a text of up to 11 characters, without spaces or certain special characters.
• The sender's name will appear on the emails sent during the signature process.
• Expiration Time: Determine the duration between document sending and when they will no longer be available for signing.

Brand image

• Company Logo: Upload your company logo, which will be displayed on the emails and signature page. The acceptable file formats are JPG and PNG, with a maximum size of 1 MB.
• Colours Customise the button colours for emails and the signature page, as well as the text and background colours.
   

A preview option lets you see how the emails and signature page will look with the selected logo and colours. 

Step 2: Identifying the Signatories

You can implement user identification before displaying the documents to control document access exclusively for the signatories.

There are two types of identification:

• Access code: a code that the signatory knows beforehand and is not sent through any communication.
• One-time use code: a 6-digit code that can be sent via email or SMS without certification.

Suppose both options are selected, during the sending process. In that case, each signatory can be assigned one identification method, or they can have both options, and they get to choose their preferred method for identification.

Step 3: Contact the signatories

When initiating a signing process, it is important to notify the signatories that they have documents to sign. This notification message will include a link to the page where they can access and sign the documents. You have the option to send this message via email or SMS, and there are customisation options available for each method:

Email

• Certify the message: You can choose to certify the registered email message, which provides legal proof.
• Sender: You can modify the sender for this specific message or leave it blank to use the sender entered in Step 1 (template creation).
• Email subject: You can customise the email's subject line to provide a clear and informative message. It can include three labels: 
  • contract_id: the unique identifier code of the contract. 
  • url: the URL of the signature page. 
  • name: the name of the message recipient. 
• Customisable email text:text that will be added after the list of documents to be signed. It can also include labels:
  • contract_id: the unique identifier code of the contract. 
  • url: the URL of the signature page. 
  • name: the name of the message recipient. 
• I want to add attachments to the email: by selecting this option, at the time of sending, there will be an option to upload documents that will be sent in this email but will not be signed.

SMS

• Certify the message: SMS messages constitute evidence as legal proof.
• Sender: SMS senders can be an 11-character text or a phone number. If left blank, the sender entered in Step 1 will be used. 
• Message text:the text of the SMS.   The hashtag "url" must be included to allow the recipient to access the signature page. There are two additional available hashtags:
  • contract_id:  the unique identifier code of the contract. 
  • name the name of the message recipient. 

If you want to redirect the signatories form your web page, do not send any notifications. You will receive a URL to redirect the signatory when connecting to the API. 

Step 4: Type of signature 

Documents can be signed in different ways, and some of them can be used together:

• Simple signature: the signature consists of clicking a button. It is the most basic form of electronic signature and therefore has less legal robustness. 
• Typed signature: The signatory enters their name using the device's keyboard. Similar to the simple signature,  it is also a basic form of electronic signature. 
• Biometric signature: the device captures the signatory's signature and related biometric data,  providing an advanced electronic signature according to the European eIDAS regulation.
• OTP signature: The signatory performs the signature by entering an OTP received through registered email and/or SMS. It is also an advanced electronic signature. This option has several configurable parameters: 
  • Code length. 
  • You can specify the maximum number of incorrect code entries allowed. Once this limit is exceeded, the signing process will be automatically closed as incorrect. 
  • Moment of Code Sending: You can choose when the OTP should be sent to the signatory. It can be sent when the signatory enters the signature page or clicks the "Sign" button. 
  • Sending the OTP via Registered SMS: If you opt for sending the OTP through Registered SMS, you can customise the following parameters: 
    • Sender: SMS senders can be an 11-character text or a phone number. If left blank, the sender entered in Step 1 will be used.
    • Message Text: The content of the SMS message Make sure to include the hashtag "#otp," which will be replaced with the actual OTP. There are two additional available hashtags:
      • contract_id: the unique identifier code of the contract.
      • name: the name of the message recipient.
  • Sending via Registered Email: If you choose to send the OTP via Registered Email, you can configure the following: 
    • Sender: Modify the sender for this specific email or leave it blank to use the sender entered in Step 1.
    • Email Subject: Provide a clear and concise subject for the email, clearly indicating the purpose of the communication. It can include three labels: 
      • contract_id:  the unique identifier code of the contract. 
      • url:  the URL of the signature page. 
      • name the name of the message recipient. 
    • Customisable email text: text that will be added after the list of documents to be signed. It can also include hashtags: 
      • contract_id:  the unique identifier code of the contract. 
      • url:  the URL of the signature page. 
      • name the name of the message recipient. 
      • otp One time password. 

• Digital Certificate SignatureTo sign using a digital certificate issued by Lleida.net PKI (formerly known as InDenova),  the user has the following options:
  • Lleida.net Wallet, mobile application users can utilise the Lleida.net Wallet app to provide a qualified signature.
  • The eSignaDesktop application allows users to sign with a qualified or advanced signature, depending on the type of certificate.
  • Cloud-based centralised signing: Users can opt for cloud-based centralised signing. 

Typed, biometric, and OTP signatures can be combined with the digital certificate signature. 

In the When the Sign Button is Activated section, an additional configurable parameter is the timing of document signing based on user activity. The following options are available:

• Always (Default Option): The sign button is active, allowing users to initiate the signing process anytime. No (Default): The option to decline the signature is unavailable.
• When All Documents Have Been Opened: The sign button activates when the user has accessed all the documents that need to be signed. 
• When All Documents Have Been Fully Read: The sign button activates when the user has reached the end of all the documents for signing, indicating that they have thoroughly reviewed the content.

Furthermore, users have the choice to decline the signing of documents. The following options are provided:

• No (Default): The option to decline the signature is unavailable.
• Yes, without Requesting the Reason for Rejection: Only the "Decline" button is displayed, allowing users to decline without reason.
• Yes, with Optional Reason Input: The "Decline" button includes an optional text field where users can provide a reason for rejecting the signature.
• Yes, and Mandatory Reason Input: The "Decline" button requires users to provide a reason for declining the signature.

Step 5: Signatories' documentation

Signatories can submit additional documentation during the signature process, such as a gas receipt, ID photographs, or recent payslips.

To configure the required documentation, follow these steps: Click the "Add Document" button. Provide a user-friendly name for the document. Indicate whether the document upload is mandatory or optional for signatories.

If you select the Certify these documents option, the submitted documents will be included in the evidentiary record of the signature process. 

You can request a maximum of 10 documents from the signatories. 

Step 6: Reminders 

Automated reminders are sent to signatories to notify them of pending documents for signature. The reminder parameters include the following: The messages are sent when the time defined for each reminder has elapsed, starting when the documents are sent.

For each signatory, it is possible to send 10 emails and 3 SMS messages. 

The reminder parameters include the following:

• Time elapsed before sending the reminder: You can specify the duration after which the reminder will be sent.
• Choice between sending reminders via SMS or email
• Option to certify the reminder message.
• For email reminders, the following fields are available:
  • Sender (if left blank, the sender specified in Step 1 is used).
  • Cc and Bcc fields: Reminders can also be sent to specified email addresses, with Bcc addresses remaining hidden from other recipients.
  • Mail subject: can include three tags: 
    • contract_id:  the unique identifier code of the contract. 
    • url:  the URL of the signature page. 
    • name the name of the message recipient. 
  • Customisable email text: text to be displayed in the email. It can also include hashtags: 
    • contract_id:  the unique identifier code of the contract. 
    • url:  the URL of the signature page. 
    • name the name of the message recipient. 
• When sending an SMS, you can : 
  • Sender:  It can be a text of up to 11 characters or a telephone number. If you leave the sender field empty, the sender specified in Step 1 will be used. 
  • Message text:the text of the SMS. The hashtag "url" must be included to allow the recipient to access the signature page. There are two additional available hashtags: 
    • contract_id:  the unique identifier code of the contract. 
    • name the name of the message recipient. 

After completing the configuration, click the "Save" button to save the reminder settings. 

Step 7: Notifications 

Notifications are automatically sent when there is a change in delivery status.  For each signatory, it is possible to send 10 emails and 3 SMS messages. 

To set up notifications, choose the specific triggering event and the preferred channel for sending the notifications.

• The available triggering events for notifications are as follows:
  • When a user has signed: This notification is sent when a user successfully signs the documents.
  • When a signature has been cancelled: This notification is triggered when the sender cancels the signing process.
  • When a signature has expired: Notifications are sent when the designated expiration time for signing has passed without completing the process.
  • When a signature has encountered an error: This notification is sent when an error occurs during the signing process.
  • When the maximum allowed attempts for the OTP have been exceeded: Notifications are sent when a signatory enters the OTP incorrectly the maximum number of times allowed.
  • When a signature level has been completed: Notifications are triggered when one of the signatory groups has obtained all the necessary signatures. You can find more information about signatory grouping in the article "Parallel, Joint  and Hierarchical Signature", available at the following URL: 
  • When the signing process has been completed, all the necessary signatures have been collected, indicating the successful finalisation. 
  • On the other hand, if the signing process has NOT  been completed, an error has occurred during the process, preventing its completion.
• For notifications, you have the option to send them via SMS or email.   
  • If you choose to send SMS notifications, you can configure the following fields:
    • Sender: The SMS sender can be a text of up to 11 characters or a phone number. If you leave the sender field empty, the sender specified in Step 1 will be used.
    • Message text:the text of the SMS. There are three additional hashtags:
      • contract_id:  the unique identifier code of the contract. 
      • name the name of the message recipient. 
      • url:  signature web page address. 
  • If notifications are sent via email, the following parameters can be set:
    • Attachments: Depending on the selected event, you can choose to attach the following documents to the email:
      • Documents signed by all signatories.
      • Documents signed by the specific .signatory.
      • Documentary evidence  of all signatories
      • The documentary evidence of the signatory 
      • Documents signed by signatories using a digital certificate.
      • Documents that do not require signatures.

After completing the the configuration of email notifications, you can save the settings by clicking the "Save" button. 

Please note that notifications cannot be certified. 

Step 8: Advanced settings 

This step encompasses various configurations, primarily geared towards advanced users with integration expertise.

• Display signatories on the signing page: This option allows the status of each signatory to be showcased directly on the signing page, providing visibility into the progress of the signing process.
• Upon completing the signing process, redirect users to a specified URL: You can choose a specific web page where users will be directed after successfully signing the documents.
• Event notifications: This feature enables the setup of sets of URLs to handle platform-generated status changes automatically. The events that can be controlled include:
  • Status changes for individual signatories.
  • Status changes for the overall signing process.
  • Status changes for SMS notifications.
  • Status changes for email notifications.
  • Changes made within the signing page.

Step 9: Finish

The last step allows you to review all the entered information for accuracy and save the template.