# BoldSign Support
## Documentation
# How to organize and manage documents using tags?
Tags are nothing but labels that can be added to the documents to organize and manage them. By filtering based on the tags, you can easily locate the appropriate documents. The tags can be added while creating the document or after creating the document. Multiple tags can be added to a document. The sender, signer, CC recipients, and admins can add or remove the tags.
## Adding tags while creating the document
Follow the steps below to add tags while creating the document.
- Click `Create New Document`, and you can add tags in the prepare document section under the `Document settings`.
- You can add multiple tags here and proceed with the completion of the document. To add multiple tags, press the enter button after a tag is entered.
### Adding/removing tags in the My Documents page
Follow the steps below to add or remove the tags on the My Documents page.
- Click the `My Documents` option. You can see a list of all your documents there.
- If no tags were added to the document, the `Add tags` option will be displayed, and if any tags were added already, the `Manage tags` option will be displayed in the context menu. Select that option.
- A popup will be displayed for adding new tags and removing the existing tags.
- Click `Save` after making the required changes.
### Adding/removing tags in the Overview section
Follow the steps below to add or remove the tags in the overview section.
- If you wish to add tags to the already created document, click the document in the `My Documents` page, and it will be navigated to the document's overview page. Click the `Add Tag` option and then click `Save` once you add the tags.
- To remove tags, click the `Manage tags` option on the overview page of the specific document and remove them.
## Organizing documents
Follow the steps below to organize the documents by filtering them based on the tags.
- Click `My Documents` from the documents section and go to the advanced filter option to select `Tags`.
- When the tags are selected and the `Apply Filter` button is clicked, a list of all documents with the selected tag will appear.
- Once the filter is applied, you will have the pin filter option and the clear filter option at the top of the screen.
- If you want to pin the filter, click the pin filter icon, and a popup asking for the _Widget name_ will appear.
- Enter a name for the saved filter and click the `Save & Pin` option. The filtered documents were successfully pinned on the dashboard page.
- Move to the `Dashboard` page. You can find the pinned filtered documents along with the widget name.
- You can delete or rename the widget name on the dashboard page by clicking the context menu.
- You can also track the status of the pinned filtered documents on the Dashboard page.
# How to add authentication to a signer?
Authentication is the process of verifying the identity of a user. It adds an additional layer of security to the document signing process. BoldSign supports Email OTP, SMS OTP, and access code authentication methods. The sender can select any authentication method while creating the document.
Follow the below steps to add authentication to a signer:
- Click `Create New` and select `Create New Document` option.
- On the prepare document page, `Show settings` dropdown will be displayed below the recipient field.
- Click the drop-down and enable the `Authentication` feature. Email OTP, SMS OTP, and Access code authentication methods will be displayed.
|Authentication Type|Reason to use|Workflow|
|-----------------------|------------------------------|-------|
|Email OTP|To verify that the signer has access to the registered Email.|Sends an auto-generated verification code to the recipient’s Email ID.|
|SMS OTP|To verify that the signer has access to the registered phone number.|Sends an auto-generated verification code to the recipient’s phone number.|
|Access code|This is used when the sender wants to use a specific code to verify the signer.|The access code must be communicated personally to the signer beforehand.|
- If you select the `Email OTP` option, an OTP message will be sent to the signer’s email id. The signer must enter the received code to access the document.
- If you select the `Access code` option, you must add the code in the access code field and share it with the signer. The signer can access the document only after entering the valid code.
# Send your first document out for signature
The simplest way to send a document out for signature would be to upload an existing contract that you have, configure the required signature fields, and then send. The detailed steps involved are given below:
* Click the `Create New` button at the top of the screen and choose the `Create New Document` option.
* Choose any one of the supported file types from your computer or from your cloud drive. We support PDF, JPG, PNG, DOCX, Excel (.xlsx) and PowerPoint (.pptx) files, but PDF is the preferred format, so try to use that if possible. You can drag files directly from your computer to the dotted target area.
* Add more files if required, by following the process outlined in the previous step.
* Add recipients that you would like to send the document for signature by filling in their name and email address. You can also add yourself as one of the recipients by clicking `Add me`.
* Select a role for each of the recipients.
* The most common role would be `Signer`, where the recipient has a field that they must fill in the document.
* Enabling the email OTP option would require the signer to enter a 6-digit verification code for signing the document. BoldSign automatically sends the required verification code to their email as soon as they try to view the document. This would verify that the signer had access to their email address at the time of signing.
* The access code option lets you set your own verification code that the signer enters before signing. However, in this case, you must communicate the access code directly to the signer
* For documents with multiple recipients, you can choose to enable signing in a specified order.
* The recipient signing order is shown near their names and can be changed by dragging (the dotted grab handles) and dropping at the desired location or modifying the signing order numbers shown.
* You can add anyone who needs to be sent a copy of the signed document by adding their email address to the CC box.
* The document title lets you specify a unique title that will be used to identify this document within BoldSign. This name will also be specified in the signature request email sent to all the recipients.
* A default title is provided based on the file you uploaded earlier, but you can always change it if required. It is a good practice to make sure that the document name given would uniquely identify this document.
* The document settings section lets you specify a brand name and expiry date for the document and enable automatic reminders to be sent to the recipients that they have not completed the document yet.
* We have completed the first step of the document preparation process, and to proceed to the next step, click the `Next` button at the top right corner of the screen.
* You can drag and drop any required fields from the fields list onto the document surface and assign them to each signer.
* The label is a special field that lets you add some content to the document before it is sent for signature. Please note that this is not a field for the recipient to fill in but for the sender to fill in before sending. It is as if this content was part of the document even before it was uploaded to BoldSign.
* You can click the `Send` button at the top right position to send the document out for signature or click on the `Preview` to verify the details one more time before sending.
* That's it. You have successfully sent out your first document for signature. You can then go to BoldSign's dashboard to track the status of this document. You will be notified as the other recipients view or sign the document.
We have also published a video tutorial on this topic. Check out the video below:
# Self-signing a document
The process of self-signing a document is very similar to the process of sending it out for signature to others. The detailed steps involved are given below:
* Click the `Create New` button at the top of the screen and choose the `Create New Document` option.
* Choose any one of the supported file types from your computer or from your cloud drive. We support PDF, PNG, JPG, JPEG, DOCX, Excel (.xlsx) and PowerPoint (.pptx), but PDF is the preferred format, so try to use that if possible. You can drag files directly from your computer to the dotted target area.
* Add more files if required, by following the process outlined in the previous step.
* You are the only recipient, so click `Add me` to add yourself.
* You can add anyone who needs to be sent a copy of the signed document by adding their email address to the CC box.
* The document title lets you specify a unique title that will be used to identify this document within BoldSign. This name will also be specified in the signature request email sent to all the recipients.
* A default title is provided based on the file you uploaded earlier, but you can always change it if required. It is a good practice to make sure that the document name given would uniquely identify this document.
* You can ignore the remaining settings on this page since they are not relevant to the self-signing scenario, and click the `Next` button at the top right corner of the screen to advance to the next step.
* You can drag and drop any required fields from the fields list onto the document surface and assign them to each signer.
* The label is a special field that lets you add some content to the document before it is sent for signature. Please note that this is not a field for the recipient to fill in but for the sender to fill in before sending. It is as if this content was part of the document even before it was uploaded to BoldSign.
* A signature dialog will be shown when you add a signature field to the document since you will be signing the document as you are preparing it. Select one of the pre-defined signature font styles, draw your signature, or even upload an image containing your signature.
* Click the **Accept & Use** button to insert your signature into the signature field. This process is only required for the first signature field since we will remember your signature for the next time. You can also edit your signature by clicking on the filled signature field, this will bring up the signature dialog again.
* That's it. You have successfully self-signed your first document using BoldSign. A copy of the signed document will be sent to your email.
We have also published a video tutorial on this topic. Check out the video below:
# Signing as a recipient
The process of signing a document that someone sent you using BoldSign is outlined below:
* Click the `Review and Sign` button in the signature request email.
* This will take you to a link on the BoldSign website where you will sign the document.
* Read and accept the terms and click the `Continue` button.
* Read through the document, and if something is unacceptable, click on the `More Actions` button to reveal the `Decline` option. Select this option to decline to sign the document.
* Click the `Start signing` button at the top right to begin signing.
* You will now be taken to the first field that needs to be completed.
* A signature dialog will be shown when you click on the `tap into a signature` field. Select one of the pre-defined signature font styles, draw your signature, or even upload an image containing your signature.
* Click the `Accept & Use` button to insert your signature into the signature field. This process is only required for the first signature field since we will remember your signature for the next time. You can also edit your signature by clicking on the filled signature field, this will bring up the signature dialog again.
* After filling in the first field, the navigation button at the top right position turns into the `Next` button. Click or tap this button to navigate to the next field in the document.
* Once all the required fields have been filled, the navigation button at the top right position turns into the `Complete Signing` button. Click or tap this button to complete the signing.
* You will now be taken to the confirmation screen.
* You can now safely close this page. A copy of the final document will be sent to your email once everyone finishes signing.
# Customize with your branding
You can customize the branding of signature request emails and the document signing pages with your own colors, logos, and much more. It is even possible to configure multiple brands and then choose branding on a document level. The steps to create custom branding are outlined below:
* Branding options can be found under the settings menu in the left navigation pane. Please note that this option is only visible to account administrators.
* Click the `Create New Brand` button to create a new brand profile.
* Specify a name for the brand. This is a name to identify this brand profile when you have multiple brands in your account.
* Upload your own brand logo and customize colors as desired. A preview of the brand customizations selected will be shown on the right side.
* You can also optionally configure the "From" name shown in signature request emails.
* Once a brand profile has been configured in your account, it will be possible to choose a specific profile when sending out documents for signature.
# Creating templates
Templates are used to save time when you repeatedly send the same contracts out for signature to different sets of people. Once a template is set up, it takes less than a minute to send contracts based on a template. You can set up templates for both self-signing and sending out for signature scenarios.
Templates are set up just like regular documents, but instead of associating signature fields with people, we just associate fields with roles. A role is nothing but a placeholder for an actual person. For example, if we have a purchase order that will always be signed by two people, one company representative, and one customer, we can create a template with two roles, `Customer` and `Representative`.
The process of setting up the document is the same as if we were setting it up for two actual signers. Just associate the fields with roles instead of signers and then associate roles with actual signers just before the contracts are sent out. This will help us save a great deal of time since we have to set up the template only once, and it can be used many times. The process to create a template is outlined below:
* You can create a Template by clicking on the `Create New` button at the top left position and choosing the `Create New Template` option.
* Enter a title and description to help identify this template uniquely with BoldSign.
* Choose any one of the supported file types from your computer or from your cloud drive. We support PDF, JPG, PNG, DOCX, Excel (.xlsx) and PowerPoint (.pptx) files, but PDF is the preferred format, so try to use that if possible. You can drag files directly from your computer onto the dotted target area.
* Add more files if required, by following the process outlined in the previous step.
* Give a name to the role that a person will be performing. If the same person will always be performing this role, then it is possible to specify that person's name in the `Default recipient name` field.
* You can also optionally enable signing in order and enable authentication.
* Configure the template with fields just like regular documents.
* You can add label fields to templates and mark them as required. Anyone who tries to use this template will then be required to fill in the labels before sending. You can also optionally specify hint text for the sender.
* Once a template has been configured, you can find it under the `My Templates` navigation menu on the left. A `Use` icon will appear when you hover your mouse over a template item. Click this icon to configure this template and send a document out for signature.
* Now associate actual recipients with placeholder roles and send the document for signature.
# How to invite new users to the team?
In BoldSign, you can invite new users to join your organization by sending invites. An account admin can add new users to any team, whereas a team admin can invite new users only to their team. You cannot invite users who are in another organization.
Follow the steps below to invite new users:
- Open the `User` page from the `Users & Teams` dropdown. The `Invite users` button can be seen in the top-right corner.
- Click the `Invite users` button and the `Invite new users` dialog box opens up.
- Select the team from the drop-down in which the user is to be added.
- Enter the email ID in the email ID field, then click the `Add` button and click the `Invite` button.
- If the user is not part of any other organization, then the user will receive an email with a link to accept the invitation and join your organization.
- If the user already exists as a part of another organization, an error message will be displayed, and you will be unable to invite the user to join your organization.
:::Info
Once a user accepts the invitation, they are automatically added as an account admin contact and listed in the **All Contacts** section.
:::
# Creating bulk links
Bulk Links are used for scenarios where you would like to have many people sign an identical contract separately over a period. The number of people signing the contract or their identity need not be known when the bulk link is configured. Once a bulk link is active, anyone with access to that URL can sign the contract. This is ideal for scenarios like a new employee needing to sign an NDA, the same link can be given to every new employee when they join. The process to create Bulk Links is outlined below:
- Click `Create New` and select the `Create New Bulk Link` option, or you can select the `New Bulk Link` option from `My Bulk Links`.
- You will be taken to the `Prepare Bulk Link Document` page.
- Enter the bulk link document title in the `Title` field, and also add the welcome message and the acknowledgment message in the respective fields.
- Then, add files in the `Add file(s)` section and role in the `Recipient Role` column.
- You can see the options like `Select Brand`, `Allow signers to re-assign`, `Limit responses`, and `Expires in` under the _Settings_ section. In the _Limit responses_ field, you can limit the responses and restrict the number of users who can sign.
- Then, make the changes as needed, and click `Next`.
- On the form fields page, add the required fields and click `Create Bulk Link`.
- The Bulk link will be successfully created and the URL link and Embed code will be generated.
- Now, you can share the link with the signers. Anyone who has access to that link can sign the contract.
- When the signer opens the link, they will be prompted to enter their `Name` and `Email ID`.
# Managing users and teams
It is possible to organize users into multiple teams and configure permissions as needed. There are 3 types of users:
* `Account administrators`: They will be able to view all the documents in the account. Please note that they will only be able to view the document details for tracking purposes and will not be able to view the actual document contents.
* `Team administrators`: They will be able to view details of all documents in their team.
* `Members`: They can only view and track their documents.
We have also published a video tutorial on this topic. Check out the video below:
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# How to activate or deactivate a user?
An account admin can activate or deactivate any user under the organization, while the team admin can only activate or deactivate users under their team. Deleting a user removes their entire details permanently, whereas deactivating the user holds the user details. In the future, if required, that particular user can be activated again.
## Deactivate a user
- Open the `Users` page under `Users & Teams` option. You can see the list of users under various teams.
- Click the menu button at the end for the user you want to Deactivate. You can see options such as _Delete User_ and _Deactivate User_.
- If the user has documents associated with them, transfer the ownership of documents under the user to another user.
- Select another user from the `To` dropdown. The ownership of documents of the user will be transferred to the selected user after the deactivation.
- Click `Confirm` button to Deactivate the user and the transfer of the ownership of documents will begin.
# How to delete a user and transfer their documents to another user?
You can delete users from your organization using the delete option. While deleting a user, you will be prompted to transfer the deleted user’s files to another user to protect the files. An account admin can delete any user under the organization while the team admin can only delete users under their team.
## Deleting a user and transferring their documents to another user
- Open the `Users` page under the `Users & Teams` option. You can see the list of users under various teams.
- To delete a user, click the context menu at the end of the user and select the `Delete User` option.
- Click `Delete user` and a dialog box opens up to transfer the ownership of documents to another user before deleting the current user.
- Select another user from the `To` dropdown and click the `Confirm` button.
- The user will be deleted from the organization, and the ownership of documents will be transferred to the selected user. The in-progress documents will be declined or revoked.
## Impact of user deletion on sender identities and approvals
When a user is deleted, any sender identities that granted approval for this user to send documents will also have their approval revoked. To ensure continued access to documents, new approval must be obtained from those sender identities. It is recommended to back up any important documents before proceeding with the deletion.
For example, if an admin named Alex deletes a user, Hank White, from the organization, and Hank had received approval from Luther Cooper to send documents on their behalf, the following occurs:
* All documents previously owned by Hank White are transferred to another organization member, Stacy Wilson.
* However, since Luther Cooper’s approval was granted specifically to Hank White to use their email as a sender identity, this permission does not transfer to Stacy Wilson.
* Stacy Wilson will need to obtain new approval from Luther Cooper (or another sender identity) to access and send documents on their behalf.
# How to buy additional user license?
In BoldSign, once you have activated a subscription plan, you can increase the number of licenses as needed. When you increase the number of user licenses, you will be charged an additional amount based on the number of user licenses added.
If you have a yearly plan and a new user is added in the middle of the year, you will be charged only for that period and not for the entire year. The yearly amount for the new user licenses will be included in the next billing cycle.
Follow the steps below to buy additional user licenses:
- Go to the _Settings_ menu and click on the `Subscription` option to go to the _Subscription page_.
- On the subscription page, click on the `Manage license(s)` option.
- A dialog box will pop up. Increase the number of licenses as needed by clicking the increase button.
- You will get the payment due and click the `Confirm` button to pay the amount and add new licenses.
- Now, the payment will be deducted, and the new user license(s) will be updated.
# How to create a template?
Templates are pre-designed layouts that can be used for creating new documents. They can save time by providing a standardized structure and formats. Templates are created in the same way as regular documents, but instead of associating signature fields with people, we simply associate fields with roles. A role is simply a placeholder for a real person. For example, if we have a purchase order that will always be signed by two people, one from the company and one from the customer, we can create a template with two roles, _Customer_ and _Representative_.
## Creating a template
- Click on `Create New` and select the `Create New Template` option.
- You will be taken to the Prepare template page. Add the template title in the _Title_ field and the description in the _Description_ field.
- Then, add files in the _Add files_ section.
### Recipient role specification
- Add Role in the _Add role_ section. The role is to identify the signer who will sign the document whenever the template is used.
### Changing edit permissions
- As per default settings, you can edit the `Recipient name` and `Recipient email` added here while using the template. You can also change the `Signer` role from the dropdown on the right.
- A template can be made uneditable by changing the settings. Click _Show settings_, and you can see the _Edit this recipient_ and _Delete this recipient_ options enabled.
- Disable the _Edit this recipient_ option to make the Name and Email uneditable. The signer role cannot be changed as well.
- Add _CC_ for the document if needed. The sender can also name the document and include a common message for signers in the recipient list of the template, which the users can edit.
- You can also allow sender to manage _Files_, _Recipients_ and _Document message_. Enabling the _Allow sender to edit the document message before sending_ option ensures the common message for recipients can be edited when using the template.
### Adding form fields
- Click the `Next` button to open prepare page. The sender can add the required form _Fields_ to the document. These fields can be assigned to different signers by changing to the respective role name in the drop-down.
- A name is assigned for all form fields while adding the form fields. If the template is used to send documents using API without the user interface, these names are used to identify each form field during coding.
- After adding the required form fields to the document, click `Save template`.
- The template will be successfully saved.
## Using the template
- After the template is created, it can be seen on the `All Templates` and `My Templates` pages.
- When hovering over the template, click the *Use* button at the end of the document. Alternatively, you can select `Use template` from the context menu.
- The sender can also make new changes to the template before sending the document as per the permissions allowed, such as _Edit this recipient, Delete this recipient, Allow sender to add more recipients_, and _Allow sender to edit the document message before sending_ as mentioned above.
:::Info
While using the template, the title and description cannot be changed, and the role added to the recipient cannot be edited.
:::
# How to use a shared template?
A user can share a template with any team. These shared templates can be used by all the team members to whom it was shared. This can be a useful way to ensure that everyone on the team uses a consistent format. By sharing templates, team members can save time and effort by starting with a pre-formatted document rather than creating everything from scratch each time.
Follow the steps below to use a shared template:
- Open the `Templates` menu and select the `Shared Templates` option to access the shared template page, which contains all of the shared templates.
- While hovering on a shared template, click the `Use` button or the _Use Template_ option from the template's menu and start using the template like regular templates.
- The new page opens with the uploaded documents and other predefined details of the shared template.
- You can make changes to the template. You can also add form fields to the documents, if required, based on allowed permissions, before sending the document for signing.
:::Info
While creating a template, the user can ensure that only certain actions are allowed regardless of user access defined by the user who shares the template. This includes permissions such as Edit this recipient, Delete this recipient, Allow the sender to add more recipients, and Allow the sender to edit the document message before sending.
To know more, read [Create a template](https://support.boldsign.com/kb/article/31/create-template) and [Share template](https://support.boldsign.com/kb/article/43/share-template-to-other-teams) articles.
:::
# How to change my current plan?
You can change your subscription plan at any time after activation. You can either upgrade or downgrade your plan based on your needs, and the payment will be adjusted accordingly.
### Upgrading your subscription
- Go to the `Settings` menu and click the `Subscription` option to open the `Subscription` page. You can see your current plan in the overview section.
- If you have the `Growth` plan and want to use some additional features, click the `Change plan` option and the subscription plans will be displayed.
- The `Premium` plan is the advanced plan in which all the features are included. Once you click the `Upgrade Plan` button for the desired plan, you will be taken to the _Payment Details page_.
- In the _Payment Details_ page, enter the card details and add the address to which the invoice should be sent in the _Billing Address_ section.
- In addition, you can increase the number of user licenses in the `Additional Licenses` field. The payment amount will be increased based on the number of user licenses added. Then, check the `Total due` amount and click the `Buy now` button.
- The payment will be deducted and the plan will be activated immediately.
:::Info
To upgrade/downgrade the customized plan, you need to contact our sales representative and it cannot be done directly.
:::
### Downgrading your subscription
- If you have the _Business_ plan, you can downgrade to the _Growth_ plan by clicking the `Change plan` option on the subscription page.
- Once you select the plan, the _Downgrade Plan_ dialog box will appear. Click `Confirm` to downgrade the plan.
### Switching between monthly and yearly subscriptions
- You can switch between _Yearly_ and _Monthly_ plans as per your requirement.
- If you have the _Business monthly_ plan and want to switch to the _ yearly_ plan, select the `Yearly` option using the toggle button and click the `Upgrade` option in the plan.
- The payment details page will open. Check the details on that page and click the `Buy now` button.
- Then, the amount will be deducted and the plan will be changed immediately.
- If you want to switch from the _yearly_ plan to the _monthly_ plan, select the `Monthly` option using the toggle button and click the `Downgrade` option in the plan.
- _Downgrade Plan_ dialog box will appear. Click `Confirm` to downgrade the plan.
- The yearly plan will be maintained until the next billing cycle, after which it will be downgraded to the monthly plan.
# How to cancel subscription for my account?
The account administrator can cancel the subscription plan. When you cancel your subscription, your plan will remain active until the end of the billing cycle. If you decide to continue the subscription, you can reactivate it during this time period.
## Cancel subscription
- Click on `Subscription` on the _Settings_ menu to go to the _Subscription_ page.
- On the Subscription page, click the `Cancel Subscription` option at the top-right corner of the page.
- Your subscription will remain active until the end of your current billing cycle..
## Resume subscription
- If you want to resume the subscription, click on the `Resume subscription` option.
# How to delete my BoldSign account?
There may be some situations where you want to delete your BoldSign account. In such cases, the account administrator can delete the account. Once the account is permanently deleted, all the users within the account will lose access to it. You must save all necessary documents and data before deleting your account. It is not possible to reactivate or recover the deleted data.
Follow the steps below to delete the BoldSign account:
- Go to the `Settings` menu and select the `Business Profile` option to open the Business profile page.
- Select the `Profile Details` tab. You can find the `Delete Account` section at the bottom of the page.
- Then, click the `Delete account` option in the Delete Account section.
- The account deletion process will be initiated and processed after 7 days.
- During this time period, a message with the account deletion date will be displayed at the top of the page. If you wish to cancel the request, click `Cancel Deletion` at the top of the page.
- Else, after 7 days, your account will be deleted, and you will be notified through email.
# How to change my email address?
A BoldSign account can be created by providing a valid email address. But after creating an account, there may be situations where you need to change your email address. BoldSign allows changing your email address. The following cases are considered while changing your email address.
- If you are the sender of an in-progress document, the document will be revoked when the email address is changed.
- You can still sign the document if you are one of the signers of an in-progress document, but you will be signing as a non-BoldSign account holder.
- If you are the host of an in-progress document, all the pending documents should be completed before changing the email address.
Follow the steps below to change your email address:
- Go to `Settings` and then select `My Profile`.
- Click the `Change` option near the email address.
- You will be taken to the _verify email_ page. Also, a 6-digit verification code will be sent to the current email address.
- Enter the verification code in the text box and click `Verify`.
- You will be redirected to the _My Profile_ page to check the updated email address.
:::Info
Changing your email address will revoke all in-progress documents. If you're a signer, you can still sign, but your signature will be processed as a non-BoldSign user.
All sender identity approvals linked to the previous email will be revoked. You’ll need to obtain new approvals to send documents on behalf of others.
:::
# How to manage user licenses?
The number of user licenses can be increased or decreased based on your requirements. The user license can only be managed by the account admin. The steps for managing user licenses are listed below.
- Click on `Subscription` on the _Settings_ menu to go to the _Subscription page_.
- On the _Subscription_ page, you can find the activated and remaining licenses in the `User license` field.
- To manage the user license, click the `Manage license(s)` option near the `User license field`.
- A dialog box will appear. In the dialog box, `Plan user count` refers to the user limit provided when a plan is activated.
- `Number of additional licenses` refers to the number of additional users added after reaching the plan user count.
## Increasing the number of user licenses
- To increase the number of user licenses, use the increase button in the `Number of additional licenses` field.
- When you increase the number of user licenses, the payment will be adjusted accordingly.
- You can view the payment details in the dialog box after increasing the user license.
- Once you click `Confirm`, the amount displayed will be deducted from your account and the user license will be successfully updated.
- An additional amount will be charged from the next billing cycle based on the number of user licenses added.
## Decreasing the number of user licenses
- To decrease the number of user licenses, use the decrease button in the `Number of additional licenses` field. Before decreasing the active user licenses, you must deactivate the team members.
- When you decrease the number of user licenses, the payment will be adjusted accordingly.
- You can view the payment details in the dialog box after decreasing the user license.
- The amount displayed will not be refunded, but it will be balanced in the next billing cycle.
- Once you click `Confirm`, the user license will be successfully updated.
We have also published a video tutorial on this topic. Check out the video below:
{height=315 width=560}
# How to reset your BoldSign password?
You can change your BoldSign account's password in the following ways.
- Change password - Reset the password after logging into your account.
- Forgot password - Reset the password if you forget it while logging in.
## Change password
Follow the below steps to change your existing password.
- Go to `Settings` and then select `My Profile`.
- In the _Profile Details_ section, you can find the `Change` option in the _Password_ field.
- When you click that option, it will be redirected to the _Change your password_ page.
- Enter your current password in the _Old Password_ field.
- Then, enter the new password in the _New Password_ and _Confirm Password_ fields.
- If the new password and confirm password do not match, an error message will be displayed as shown below.
- You can view the passwords by clicking the visibility eye icon in the password field.
- After entering the correct password, click the `Change Password` button.
- Now, your password will be changed successfully.
## Forgot password
Follow the below steps to reset your password.
- Enter the registered email address in the text box and click `Continue`.
- A link to reset the password will be sent to your registered email address.
- When you click that link in the email, you will be redirected to the _Reset password_ page.
- Then, enter the new password in the _Password_ and _Confirm password_ fields and click the `Set Password` button.
- Once the password is reset, the message below will be displayed.
:::Info
While setting the new password, remember it should be a minimum of 8 characters in length with at least one uppercase letter, one lowercase letter, one number, and one special character.
:::
# How to download the invoice?
Once you activate a subscription plan, you will receive an invoice that includes payment details and the due date for the subscription on a monthly or yearly basis, depending on the plan selected. You can view the invoice and download it from the subscription page. The receipt can also be downloaded once the amount is paid. Account administrators can only access the subscription page.
Follow the steps below to download the invoice.
- Select `Subscription` from the `Settings` menu.
- You can find the `Invoices section` on the subscription page.
- Then, hover on a particular invoice and click the `View Invoice` option.
- You will be taken to the invoice page, where you can find the basic invoice details such as amount, invoice number, payment date, payment method, etc.
- Click on the `View invoice details` option to view the complete invoice details.
- To download the invoice, Click the `Download invoice` option.
- If the amount is paid, the receipt can be downloaded using the `Download receipt` option.
## Find all invoices within a specific date range
Follow the steps below to find all the invoices within a specific date range.
- Click `View all invoices` option on the `Subscription` page.
- The `Invoices` dialog box will appear. In that, click the calendar icon near the `Date range` text box.
- Then, select the start date and end date and click `Apply`.
- The selected date range will be filled in the `Date range` text box.
- Now, click the `View` button to see all the invoices within the selected date range.
# How to create custom permission?
By default, team admins or members cannot access other team documents or bulk link documents. However, using the *Custom Permissions* feature, an account admin can grant access to these documents for any team admin or member. Additionally, the account admin can track the history of granted and denied permissions for specific members using the *Filter* option.
The following permissions can be allowed or denied to a particular user.
Documents
* View Metadata - Can view the metadata of the document.
* Edit - Allows to edit in-progress documents.
* Delete - Allows to delete completed documents.
* View Document - Can view and download the document, clone the document, and download the audit trail document.
Templates
* View - Can view and use the template, copy the template ID, and download the document.
* Edit - Allows to edit, clone, and share the template, copy the template ID, and download the document.
* Delete - Allows to delete the template.
Bulk Links
* View Metadata – Can view the metadata of the bulk link.
* Create – Allows to create and clone bulk links.
* Edit – Allows to activate and edit the metadata of the bulk link.
* Delete – Allows to delete and deactivate the bulk link.
* View Document – Can view and download the bulk link, clone the document, download the bulk link document, and view the document.
Bulk Send
* Create- Allows to create bulk sends.
* Edit- Allows to manage bulk sends.
* Delete- Allows to delete bulk sends.
* View Metadata- Allows to view the meta data of documents associated with bulk sends, such as document and signer details.
* View Document- Allows to view, download, and export documents associated with bulk sends.
## Creating new custom permission
- Select `Custom Permissions` from the `Users and Teams` menu and then click the `New Custom Permission` option.
- You can find fields like Users, Entity type, select teams, etc.
- Fill in all the fields based on the requirement and click `Save`.
- The custom permission will be created, and the particular member specified in the `Users` column will have access to the documents of the team(s) specified in the `Select Teams` column.
- To deny the already allowed permission, click `New custom permission`, fill in all the fields as specified in the allowed permission, select the `Deny` option, and click `Save`. The permission allowed to the particular user will be denied.
- In the below example, the account administrator allows *Mathew Wilson* from the *Design Team* to view the metadata and edit the documents of the Creative team.
- After creating the custom permission, the details will be displayed on the `Custom permissions` page.
- To delete the record from the custom permission page, select the user and click the delete option. The user's permission will also be canceled if you delete the record.
## Filtering the particular user
You can find the custom permissions allowed or denied to a particular user using the filter option.
- Click the `Filter` option on the right side of the Custom Permissions page.
- Fill in all the required fields and click `Apply Filter`.
- Now, the custom permissions allowed/denied for a particular user will be displayed.
# How do I share a template with other teams?
Sharing a template refers to making it available to others so they can create new documents. It can be convenient and efficient to make a pre-designed and formatted document available to others, saving time and effort and ensuring that documents follow a consistent format. A user can share a template with any team.
There are two different access to select from if a template is shared with another team:
1. "Can use" access: The shared user can only use the template but cannot edit it if can use access is enabled.
2. “Can edit” access: The user can edit and share the template if can edit access is enabled.
Follow the below steps to share a template with other teams:
* Click the `Shared Templates` option from the Template.
* Select `Team `from the teams drop-down and click the `Add` button.
* Select access for the team and click the and click the `Add button`.
* Now, the template is successfully shared with another team.
:::Info
In Can edit access, the user can edit all the details about the template, After completion, the user can save the template, and everyone who uses the template will see all of these changes.
:::
We have also published a video tutorial on this topic. Check out the video below:
{height=315 width=560}
# How to edit the existing template?
Editing an existing template can be a useful way to make small changes or customize a template for a specific purpose. It can be more efficient than creating a completely new template from scratch, especially if it is well-designed and includes many elements you need.
Follow the below steps to edit an existing template.
- Click on `My Templates` from the _Templates_ menu.
- Click on the context menu of the template you wish to edit and select the `Edit template` option.
- You will be taken to the prepare template page, where you can edit all the template details, including the Title, Description, Files, and Role. Then click `Next` to go to the configure fields page.
# How to copy or duplicate a template?
To create multiple versions of a similar document with some variations, you can use a template as a starting point and then copy or duplicate it to create different versions. You can copy and modify an existing template rather than create it from scratch. Copying and reusing it helps create more similar templates quickly. This option only applies if you have editing permission for the selected template.
Follow the steps below to clone a template:
- Go to the `Templates` option in the left sidebar and select `All Templates`.
- You will see all the templates you have created, as well as those shared with you. From this list, select the required template and click the context menu.
- Then, choose the Clone template option from the menu.
* When you choose the Clone template option, a Clone Template dialog box will appear with two options `Without form field values` and `With form field values`.
* If you select the `Without form field values` option, the cloned template will not retain any form field values, and all fields will be empty in the new document.
* If you choose the `With form field values` option, the cloned template will retain the form field values from the original template if they have any data.
* After selecting the desired clone type, click the `Clone` button in the dialog box. This will take you to the editing page of the cloned template, where you can edit and make any necessary changes.
- The new template will be saved successfully.
# How to send a signature request using a template?
A template is also a document that has been pre-designed and set up with specific formatting, layout, and content. A signature request can be sent using a template. When you need to send the same contracts out for signature to different groups of people repeatedly, you can use templates to save time.
Follow the below steps to send a signature request using a template:
- Click on `Create New` and select the `Create New Document` option.
- You will be taken to the _Prepare document for signing_ page. Click the `Browse Templates` button in the _Add File(s)_ section.
- Another way is to go to the _Templates_ menu and select the `My Templates` option.
- Hover on a template from the list of templates, click the `Use template` option from the context menu dropdown, or click the `Use` button near the context menu.
- While using the template, you can change the _recipient's name, email address_, etc., but the _Role_ added in the template cannot be changed.
- After all the changes have been made, click `Next` and proceed with completing the signing request document.
- A signature request using the template has been sent successfully.
# How to save documents in drafts while using a template?
Saving documents in drafts is a useful feature that allows you to keep your work and return to it later. This can be particularly helpful when working with templates, as it will enable you to take breaks, make revisions, and review your work before finalizing it.
### Save the document in drafts while using a template
- Click `Create New` and select the `Create New Document` option.
- Click the `Browse Templates` button in the _Add file(s)_ section. It will show all the templates that have previously been created and shared.
- Choose a template from the list, then tick the box. The _Use_ option will appear at the top after selecting the checkbox.
- Click `Use` to redirect you to the editing page.
- When you click the back arrow after making a change but before sending it, you will be prompted to choose between saving it as a draft and removing it.
- Click `Save as draft`, and you will have the saved document in the draft section.
### Continue editing the document in draft
- Go to the _Documents_ section and click on `Drafts`.
- All the drafted documents will be available there. You have the option to edit or delete them.
- The drafted document will resume with your previously saved changes when you click the `Edit` icon.
- You can complete it and send it out for signature.
# How to merge multiple templates and send out for signature?
The merge template feature allows you to combine two or more templates into a single template. This is preferable if you want to send multiple templates to a recipient but want to send them as a single document. Instead of sending each template separately, you can use the merge templates feature to combine them into a single template, which can then be sent to the recipient as a single document.
Follow the steps below to merge multiple templates and send document out for signatures:
- Click `Create New`, go to `Create New Document` and you will be directed to the _Prepare document for signing page_.
- On the Prepare document for signing page, under the Add file(s) section, click the `Browse templates` button.
- The templates dialog box will appear. Hover a particular template and check the check box near the title.
- When you select more than one template, the `Merge & Use` option will be displayed. Select the required templates and click the `Merge & Use` option.
- You can also merge the templates from the `My Templates` page.
- The selected templates and the recipients added to the templates will be updated automatically in the `Add files` and `Add recipients` sections.
- You can edit the files and recipients based on your needs.
- After filling in all the fields, click `Next` to move to the Configure fields page.
- You can see the merged templates here. Add or remove the form fields if required and click the `Send` button.
- Now, the merged template will be successfully sent to the signers.
We have also published a video tutorial on this topic. Check out the video below:
{height=315 width=560}
# How to auto position the form fields for dynamic content?
In BoldSign, when creating templates, you have the option to automatically position form fields by using anchor text. By setting an anchor text and linking the form fields to it, they will be dynamically placed at every instance of the anchor text in the document. This functionality guarantees that the form fields remain accurately positioned, even if the document content is replaced or its alignment is modified.
Follow the steps below to create a template with auto-position form fields:
- Click `Create New` and select the `Create New Template` option.
- Add file(s), complete the required fields, and click the `Next` button to move to the following page.
- On the _Configure fields_ page, drag and drop the required form field into the document.
- When a form field is dropped into a document, the settings page opens on the right side. At the bottom of the page, you can find the `Auto positioning` option.
- Click the `Configure` button and you will be prompted to enter the `Anchor text` in the textbox. Anchor text is a unique text in the document where the form field will be positioned.
- Once the anchor text is filled, click the `Done` button. The form field will be placed wherever the anchor text appears in the document and grouped automatically.
- If needed, you can ungroup the fields by clicking the `Ungroup` button. Additionally, you can `Duplicate`, `Edit`, and `Delete` the auto-positioned fields.
- Once completed, click the `Save template` button to save the template.
- When you replace the document with a new one or update the content of the current document, the form fields will be automatically positioned based on all the occurrences of the anchor text in the replaced document. This functionality ensures that the form fields remain accurately placed even if the document's alignment changes.
- In the following scenario, when using a saved template to send a document out for signature, if you replace the document with another one, the form fields will be automatically positioned based on the anchor text in the replaced document.
:::Info
To prevent collision with the form fields, the anchor text occurrences in this document have been made invisible by changing the font color to white.
:::
:::Info
* It is essential to enter the anchor text accurately. If the anchor text you entered is not present in the document, you will receive an error message.
:::
# How to update payment method?
You can make payment by using any one of the following cards:
- American Express
- Discover & Diners
- Japan Credit Bureau (JCB)
- Mastercard
- Visa
Once a card is added, it can be further made default, updated, or deleted. Multiple cards can be added and used. The account administrator can only modify the payment details in the subscription settings.
## Adding a card
- Go to the _Settings_ menu, select the `Subscription` option, and then click `Add/manage cards` under the Billing information section.
- Click `Add payment method`, and you will be asked to update the card information, including expiration month and year, along with the CVC.
- Click `Add Card` option to add the card information.
## Updating a card
- If you want to change a card, click the `Change card` button under the `Payment Method` section. Only the default card will have this option available.
- Enter the new card details and update the card information. The new card details will replace the old ones.
## Deleting a card
- To delete a card, you must click the context menu of the specific card you want to delete and select the `Delete` option.
- In the context menu `Set as default` option is also available. You can make any one card as default by selecting that option, and the default card cannot be deleted.
- Since at least one card is required, you are unable to delete the last card.
# How to update the billing name and address?
As an account administrator, you can update your name and address on the Billing details to ensure your invoices and receipts reflect accurate information.
Follow the steps below to update the billing name and address:
- Expand the `Settings` menu and click on the `Subscription` option to go to the _Subscription_ page.
- On the Subscription page, click on the `Add/manage cards` option under the _Billing information_ section.
- You will be directed to the _Manage Cards_ page. Click the `Edit information` button next to the Billing Address section.
- A dialog box will appear displaying your personal information such as `Full Name`, `Street address`, `City`, `State`, `Zip` and `Country`. You can edit your details in the respective fields and click the `Update` button.
- Once updated, your name and address will be successfully saved and reflected on your invoices and receipts.
# How to configure email custom domain?
A custom domain refers to the ability to use your own domain name instead of the default domain provided by BoldSign for your digital signature documents and emails. Configuring custom domain settings is allowed for the paid plan only.
:::Info
* One custom domain can be configured as part of the subscription plan.
* If additional custom domains are required, an extra charge of $5 per month for each additional custom domain will apply.
* The charge for additional custom domains will be added to the subscription plan fee.
:::
Refer to the below steps to configure the custom domain in our BoldSign application.
- Go to the `Business Profile` settings and scroll down to the _Custom Domain Settings_ option.
- Enter the `From name` and `Domain Name` as requested, and immediately you will be notified as _Not Verified_ near the box.
- Click the `Save changes` button, and to make the domain verified, create a support ticket to verify it.
- You can create a support ticket by clicking the `support ticket` link present below the domain name option.
- When the ticket is created, we will validate the domain on our side.
- To configure your domain name, we will create the required configuration settings and share the information with you, like DKIM and Return Path.
- You must add the above keys to your DNS and let us know for us to activate the domain on our end, and will mark it as _Verified_ after its successful verification.
- You can check the domain status from the `Business Profile` settings.
- We will also notify you through the support ticket after the domain name has been successfully verified.
- BoldSign will send all the transaction emails using the specified domain after the specified domain has been successfully verified.
# How to change the default settings of the document?
Default settings are the pre-selected options or configurations. They provide a standard set of options that are commonly used by most users. In BoldSign, the default values of the document can be changed if needed. The account administrator only has access to change the default settings of the document.
## Changing the default settings
- Click the `Business Profile` option from the _Settings_ menu and scroll down to the _Document Settings._
- You can modify the parameters in the _Document settings_.
- The `Print and Sign`, the `Expiry Duration`, the `Expiry Alert`, and the `Auto Reminder Sequence` options are the default settings and can be enabled or disabled.
- Click the `Save changes` button once the required parameters have been modified.
- Now the modified options will be the default options in the signature request document which is created after these changes.
## Default options and their use
1. `Print and Sign` - If this option is enabled, the signers can print the document and sign it.
2. `Expiry Duration` - You have this option to alter the expiry duration of the document.
3. `Expiry Alert` - The Alert one day before expiry option is automated for all the documents if this toggle is turned on.
4. `Auto Reminder Sequence` - You can change the sequence of auto reminder in which recipients will be notified automatically to complete the documents.
# How to display only specific signature types?
The signer can add the signature by following any of the below signing types:
- `Draw` - Draw it yourself on the screen.
- `Text` - Choose any one of the texts from the auto-generated design.
- `Image` - Upload your signature as an image directly.
By default, these three options will be displayed, and you can restrict to show only specific signature types to the signers. The account admin can only make this change.
Follow the below steps to show a specific signature type:
- Go to the `Settings` menu and click the `Business Profile` option.
- In the `Signature types` section, select the signature type(s) that should be displayed to the signers while signing the document.
- You can select either one or all of them if you want to include all the types.
- The default signature type is `Text`. You can change it based on your preference in the _Default Signature Type_ column.
- Once the changes are made, click the `Save changes` button.
# How to manage the default signature and initials?
When signing a document, you can use a default signature and initials rather than selecting them each time. This can save time and effort, especially if you need to sign a large number of documents on a regular basis. You can also change your default signature and initials at any time.
## Manage the default signature and initials
- Click `Settings` and select `My Profile`.
- You can find the `Manage Signature/Initials` option at the end of the page.
- To change the default signature, hover on the signature field and click the `Edit` option.
- To change the default initials, hover on the Initial field and click the `Edit` option.
- Then, select the initials from the `Initials` dialog box and click the `Save` button.
- Now, the default signature/Initials will be saved.
- While signing the document, the default signature/initials will be filled in automatically when you click the signature/initials field.
## Ignore default signature and initials
You can use the following method to ignore the default signature and initials and select a new one.
- Open the document, right-click on the signature/initial field, and then click the `Change Sign` option.
- Now, the default signature/initials will be ignored, and the selected signature/initials will be applied.
# How to modify the bulk link limit?
You can limit the bulk link to receive only a certain number of responses from signers. Once this limit is reached, the bulk link will no longer be accessible to the signers. If the limit is not set to the bulk link, it can receive any number of responses. Follow the below steps to modify the limit after creating the bulk link:
- Go to `Bulk Links` and select `My Bulk Links`.
- Click on any bulk link to which the response limit should be changed.
- Click the `Edit` option in the `Link Response Limit` column.
- Then, enable the option using the toggle button, select the limit, and click the `Save` button.
- The specified limit will be updated in the `Link response Limit` column.
- As stated, the bulk link cannot be accessed once the specified limit is reached.
- The below message is shown when the bulk link is accessed after the specified limit.
Refer to this article to know [how to manage the bulk link document](https://support.boldsign.com/kb/article/13180/manage-bulk-link).
# How to view the responders who signed the bulk link?
In BoldSign, the responder details will be updated on the Bulk Link page once the user has viewed or signed the bulk link.
Follow the steps below to view the responders who signed the bulk link:
- Select `My Bulk Links` from the `Bulk Links` menu.
- Click on the particular bulk link. You can find all the responders in the `Responders` field at the bottom of the page.
- To find a particular signer, enter the signer's name in the `Search responders` column and press the enter key.
- If the document is signed, when you click on the context menu at the right end of the responder, you will find options such as `Overview`, `View document`, `Download document`, `Download audit trail`, and `Delete document`.
- If the document is viewed but not signed, you can see only the overview and view options. The document and the audit trail document cannot be downloaded.
- To export data in the `Responders` field to Excel, click on the `Export To CSV` option.
# How to pin the bulk link to the dashboard page?
The bulk link can be pinned to the dashboard page to keep track of its status and access it quickly.
Follow the steps below to pin the bulk link:
- Go to `Bulk Links` and select `My Bulk Links`.
- Select a particular bulk link, click the context menu at the right end of the bulk link, and click the `Pin to dashboard` option.
- Now, the bulk link will be added to the dashboard page.
- The bulk link details like status, the response received, responders, and signed/viewed date will be displayed on the widget.
- Click the `View Bulk Link` option to view the bulk link.
- To view the bulk link documents, click the context menu in the widget and select the `View Bulk Link Documents` option.
- If you want to delete the widget, click the `Delete widget` option in the context menu.
# How to verify the document is not changed after signing?
BoldSign includes tamper-evident features to help you ensure that documents are not changed after signing. These features allow you to detect any changes made after the document has been signed, helping to maintain the document's integrity and the signature's authenticity. The integrity information of the document will be displayed when the document is opened using Adobe Reader.
- If the document is not altered, there is information about the digital certificate on the top of the document, which shows its authenticity and integrity when it is opened in Adobe Reader.
- Also, click on the `Signature Panel` menu item to expand the signatures panel and view all the details about the document's authenticity.
- If the document is altered or tampered with, the information about the digital certificate shows the document's compromised integrity on the top of the document. Also, those details will be displayed on the signatures panel as well.
# How to configure Single Sign-On (SSO) in BoldSign application?
Single Sign-On or SSO allows users to log into multiple applications using just one set of login credentials. Password fatigue can be decreased by SSO configuration. In our BoldSign application, we provide support for configuring SSO settings. Users must first sign up for an account with the BoldSign app to enable SSO. Access to SSO configuration is limited to the account administrator and can be done on the settings page.
### Setting up SSO
Follow the steps below to configure the SSO login details on the settings page.
- Once you are logged in with the BoldSign application, navigate to the `Settings` menu and click the `Identity Management` option.
- You will find a _Redirect URL_ on the `Single Sign-On` section. It is necessary to copy and paste the URL into the identity provider's redirect link field.
- SSO configuration can be done either with `Open Id` or `OAuth` connections.
- When you click the `OAuth` option, you must enter the _Client Id_, _Client Secret_, _Token Endpoint_, _Authorization Endpoint_ and _User Information Endpoint_.
- All the above details should be obtained from the identity provider.
- Once all the required fields are filled, click the `Save` button.
:::Info
1. An Identity provider is a verified source through which you can access other websites using a single sign-on.
2. When a user logs in using SSO, the Identity provider verifies the user's credentials and redirects them to the Callback URL or Redirect URL, which directs them to the BoldSign application.
:::
### Inviting users
Follow the steps below to invite the users.
- From the _Users & Teams_ menu, select `Users` and then click `Invite users` button.
- After entering one or more email addresses, click the `Add` button.
- When the `Invite` button is clicked, the users who have been invited will get an email invitation.
### Accepting the invitation
- As soon as the receiver opens the invitation link.
- Please click the `Log into your Organization’s Name` button, you will be redirected to the configured provider site and asked to log in.
- You must log in with the proper credentials or select an account from the options and then it will take you to the BoldSign application page.
### Login into BoldSign application using SSO
Follow the steps below for SSO login.
- Go to the BoldSign login page and click the `Sign in with SSO` option.
- You are prompted for the organization's email address. Enter a valid email Id and click the `Continue` button.
- It will redirect to your configured identity provider site, and, after successful login, it will redirect to our BoldSign Application.
### Delete SSO configuration
* After configuring SSO, a `Delete SSO` option becomes available at the bottom of the SSO configuration page. Deleting this configuration disables SSO access for all users in the organization.
* For detailed steps, refer to this article: [How to delete the Single Sign-On (SSO) configuration in BoldSign?](https://support.boldsign.com/kb/article/23757/delete-single-sign-on-sso-configuration-in-boldsign)
# How to manage email notifications?
Email notifications inform users about the updates and changes made in the documents. The user can customize the notification settings to specify which updates they want to receive when they are a sender, signer, or CC. You can manage the notifications by following the below steps.
- Go to the `Settings` menu and click on the `My Profile` option.
- _My Profile_ page opens. Click on the `Notifications` tab to find the list of notifications.
## Sender notifications
- *Sender Notifications* has a list of notifications that will notify the sender of different events, and the sender can manage the notifications by simply enabling and disabling them.
## Recipient notifications
- The user can enable or disable the notifications under *Recipient Notifications* when the user is a Recipient. The list of notifications is given below.
## CC notifications
- The user can enable or disable the notifications under *CC Notifications* when the user is added as CC. The list of notifications is given below.
## Template notifications
- When a template is shared with a team, the respective team members (users) are notified.
- When such a shared template is deleted, or the access permission for the template has been changed, the team members (users) are notified.
- The user can enable or disable template-related notifications under *Template Notifications* as per requirement.
We have also published a video tutorial on this topic. Check out the video below:
{height=315 width=560}
# How to send unique or private message for each recipient?
In BoldSign, a common message can be sent to all recipients of the document using the _Message_ field. In addition, if you want to send a private message to a particular signer, you can use the private message feature. This can be helpful if you need to give specific instructions or information to a particular signer. The sender can send a private message to each recipient while sending a document.
Follow the steps below to set a unique message for each recipient:
- Click `Create New` and select `Create New Document` option.
- On the prepare document page, `Show settings` dropdown will be displayed below each recipient while adding the recipients.
- Click the drop-down to reveal the `Private message` feature.
- Enable the `Private message` feature and enter the message for the respective user in the given text box.
- The message will be displayed to the signers while signing the document.
- When you add both the common message and the private message, both messages will be displayed to the signers while signing the document.
# How to void or revoke a document after sending it?
Revoking a document refers to the process of recalling or canceling a document before it is signed. This may occur for a variety of reasons, such as the presence of errors or inaccuracies in the document, or the document being sent to the wrong recipient. In BoldSign, the sender can revoke a document after it has been sent.
Follow the below steps to revoke a document:
- Find the document to be revoked in _Dashboard_ or _My Documents_ and select it.
- The documents overview page opens, and there is a `More actions` button in the top-right corner.
- Clicking the `More actions` button reveals options such as _View document, Re-assign, Clone document, Decline, Revoke, Download document_, and _Send reminder_.
- Select the `Revoke` option, and a confirmation dialog box appears.
- Enter the reason for revoking the document in the given text box before confirming revocation.
- Click `Yes, revoke` button, and the document will be revoked successfully.
**Result of Revoking a Document**
- The sender and signer are notified about the revocation of the document and sent an email. The below image shows the revoked mail of the sender.
- The below image shows the revoked mail of the signer. Once it is revoked, the signer can't sign the document anymore.
# How to check my team document statuses?
A team admin can monitor all the documents sent and received by their team members on the `Team Documents` page. An account admin can monitor all the documents sent and received by all team members on the Team Documents page.
- Click on the `Documents` and select the `Team Documents` option.
- The team documents page opens with the list of documents shared by team members.
- The status of the team documents is seen in the status column.
- To view the document details and other options, click on the document to open the overview page.
- Both team admin and account admin can *Send reminder*, *Revoke* or *Decline* the team members' document from the overview page by clicking the *More actions* button.
## Filtering documents by teams and members
- You can filter the team documents based on teams and members if you are an account admin.
- If you are a team admin, you can filter the team documents based on the member only.
- The `All Teams` dropdown has a team list, and you can select one or more teams and filter out the documents sent by the selected team members.
- The `All Members` dropdown has a members list, and you can select one or more members and filter out the documents sent by the members selected.
# How to send manual reminders to signer?
A reminder is helpful when you want to remind someone to review or sign a document. The sender can manually remind the signers to sign the document after it has been sent. For each document, only one manual reminder can be sent per day. The manual reminder will not affect the auto reminder configurations. The manual reminder can be sent to a particular signer or all the signers involved in the document.
Follow the below steps to remind the signer manually:
- Go to the `My Documents` section and find the respective document.
- Click the bell button or find the *Send reminder* option in the context menu.
- When you click the send reminder option, the `Remind Now` dialog box appears.
- Select the recipient name and type the reminder message in the text box. Click the `Remind now` button.
- Another way is to click the document to open the document overview page. Click the `Send reminder` button to send a manual reminder.
**Reminder message in signer mail:**
- The signer receives an email with the reminder message.
# How to pin the statistics to dashboard?
Pinning document statistics to the dashboard allows you to quickly view important information about your documents, such as the number of signatures received, the number of documents waiting for signatures, and the number of documents that have been completed. This can be especially useful if you have multiple documents you are tracking and need to see the status of each one quickly.
### Pin documents to the dashboard
- Click `My Documents` to open the list of documents.
- Select the filter button in the search box to open filter options.
- You can add specifications to the filter such as `Sent` documents, `Received` documents, or `Both`.
- There is an option to filter based on different statuses of the document, such as `Waiting for me`, `Waiting for others`, `Needs attention`, `Declined`, `Completed`, `Revoked`, and `Expired`.
- There is also an option to filter based on sender or receiver or using a date range such as Today, Yesterday, and so on.
- After filtering the documents, click the `Apply Filter` button.
- Once the filter is applied, a pin button appears on the top of the page.
- When clicked, the `Pin to Dashboard` dialog box opens and requests a name for the widget with the filtered list. Enter the name and click the `Save & Pin` button to save the widget to the dashboard.
- You can find the pinned widget in the dashboard.
- You can easily open the pinned statistics to view the filtered documents using `View Filter`, and you can rename the widget and delete it using the menu button.
### Pin bulk links to the dashboard
- To pin bulk links to the dashboard, click `My Bulk links`.
- Click the menu button of the bulk link and select `Pin to dashboard`.
- The bulk link will be successfully pinned to the dashboard page. You can view the bulk link documents or delete the widget from the context menu.
# How to manage in-app notifications?
In-app notifications are messages that appear within the application to notify users about updates or statuses. In BoldSign, users can check the notifications and perform actions based on their needs by using options like `Mark all as read`, `Clear all`, `Delete`, etc., in the notification list.
Refer to the below steps to manage the in-app notifications:
- On the BoldSign home page, a notification icon can be found on the right side of the page.
- Once you click the icon, all the notifications will be displayed.
- To mark a notification as read, click on the notification message.
- Click the `close mark` button to delete the notification from the notification list.
- To mark all the notifications as read, click the `Mark all as read` option.
- To delete all the notifications, click the `Clear all` option. The `Clear all` option will appear only if all the messages are read.
- Quick action notification buttons such as `Review document` and `View summary` help to perform the action quickly. For example, if you click the `Review Document` option, you will be taken directly to the document for signing.
We have also published a video tutorial on this topic. Check out the video below:
{height=315 width=560}
# How to extend the expiry date of the document?
Every document has its own expiration settings. The sender and its admin can only change a document's expiration date. The expiration date is set to 60 days by default, although it can be increased and decreased when a document is being created for signing. Additionally, you can also select the alert 1 day prior expiry option there.
If a document you sent is about to expire, you may be able to give your recipients more time by extending the document's expiration date. Follow the steps below to extend the expiry date:
- Click `My Documents`, and then pick a document from the list whose expiration date you want to extend. Then open a document to see its overview page.
- The overview page will show the already specified expiration date. To modify the expiry date, click `Edit` on the _Expires on_ option.
- Select a `Future Date` using the calendar option, and if necessary, enable the Alert 1 day prior expiry option.
- Click `Save`, and the new expiry date is successfully extended.
:::Info
- Once a document is sent, you can only increase the document's expiration date, but you cannot reduce the number of days.
- In the case that the document is revoked, declined, or expired, you cannot modify the expiration settings.
:::
# How to combine signed and audit trail documents?
The audit trail document can be included in the signed document by enabling the `Combine Audit Trail` option on the _Create or Edit Brand_ page. Only the account admin can access the Branding page. And once the _Combine Audit Trail_ option is enabled, there will be no _Download audit trail_ option on the `My documents` page.
Follow the below steps to combine the signed and audit trail documents:
- Go to the `Settings` menu, click on the `Branding` option and you will be directed to the _Manage Brands_ page
- On the `Manage Brands` page, click on the `Create New Brand` button.
- Add the _Brand Name_, _logo_, _color_, and all other required fields. You can also set the Brand name as your default brand.
- To combine the signed and audit trail documents, enable the `Combine Audit Trail` option and click the `Save` button in the top right corner of the _Create New Brand page_.
- Now, when you download the signed document, the audit trail document will be included at the end of the document.
- If you already have a brand, you can enable the `Combine Audit Trail` option using the `Edit Brand` option.
# How to view multiple team documents metadata?
Metadata refers to the basic information of the document. The document details, such as ID, status, tags, sent date, brand profile, etc., are the document's metadata. The document's overview page contains the metadata.
Only the account admin can view the metadata of multiple team documents. Whereas the team admins can view the metadata of their team's documents, and the team members can view the metadata of their documents alone.
Follow the steps below to view the metadata of a document:
- On the home page, go to the `Documents` section.
- Select `My Documents` if you want to view your document's metadata.
- Or select `Team Documents` if you want to view your team document's metadata.
- By clicking on a specific document, you can view its metadata on the overview page.
# How to hide the ID of the document?
A document's ID is a unique code used as the identity of a document and is visible at the top of every document. But in some scenarios, the user may not wish to display it. In such cases, the document ID can be hidden, and only the account admin can perform this.
## Hiding the document ID in the business profile
- Click the `Business Profile` option from the Settings menu.
- Scroll down to the _Document Settings_ section,and disable the `Display Document ID` option.
- Then, click the `Save changes` button.
- The signing request document added after disabling this option will not have the document ID in the document.
## Creating a document after hiding the document ID
- Click the `Create New` menu and select the `Create New Document` option.
- Add files in the add files section and add recipients.
- Click the `Next` button to move to the configure fields page.
- The document added will not have the document ID since it is disabled.
# How to customize date time display format and time zone?
In BoldSign, you can find a list of supported date-time formats and time zones on the _My Profile_ page _Settings_ section. You can select any format based on your preference. Once you have customized the date, time, and time zone settings, that will be applied throughout the application.
Follow the steps below to customize the date time display format and time zone:
- Go to the `Settings` menu and click on the `My Profile` option.
- Navigate to the `Settings` tab to open the _Date and Time Settings_ section on the _My Profile_ page.
## Date format
- The _Date Format_ can be changed to any given format by selecting the preferred date format from the drop-down list and click `Save changes`button.
- This date format will be used in the date field everywhere in the BoldSign application.
- The *Inherit from business profile* option is also available in the drop-down. If this option is selected, then the Date format used everywhere in BoldSign is the same as the format in the Business profile _Date and Time Settings_.
## Time format
- The _Time Format_ can be changed to any given format by selecting the preferred time format from the drop-down list and click `Save changes` button. This time format will be used in the time field everywhere in the BoldSign application.
- The *Inherit from business profile* option is also available in the drop-down. If this option is selected, then the Time format used everywhere in BoldSign is the same as the format seen in the Business profile _Date and Time Settings_.
## Time zone
- The time zone can be changed by selecting the preferred time zone value from the drop-down menu by searching using the country name and click `Save changes` button. This time zone will be followed for the time everywhere in the BoldSign application.
- The *Inherit from business profile* option is also available in the drop-down. If this option is selected, then the time zone used everywhere in BoldSign is the same as seen in the Business profile _Date and Time Settings_.
**What is the Business profile?**
- The Business profile is the profile that is shared by everyone in a single organization. The changes made to the date format, time format, and time zone in the business profile are reflected to all users of the same organization.
- The account admin can only edit the business profile settings.
- Generally, the preference is given to the _My profile_ date format, time format, and time zone. But if you want to follow the date format, time format, and time zone from the business profile, you can select the *Inherit from business profile* option.
# How to download the audit trail document?
An audit trail document is a record that contains all the information about the document, like the document's ID, name, sender, signer, IP address, time stamps, etc. The audit trail document can be downloaded after all the signers have signed the document.
Follow the steps below to download the audit trail document:
- Go to `Documents` and then select `My Documents`.
- Click the context menu at the right end of the document.
- Then, click the `Download audit trail` option to download the audit trail document.
- Another way is to select a document from the `My documents` page.
- Click on the document to navigate to the overview page.
- You can find the `More actions` button at the right end of the overview page.
- Click that button and select the `Download audit trail` option to download the audit trail document.
- Once downloaded, you can view the audit trail document. A sample audit trail document's output is shown below.
- The audit trail document can only be downloaded for the documents you sent and received. You cannot download other team members' audit trail documents.
# How to check the current status of the document?
After a document is sent for signing, the document status will be displayed in the Status column based on the action performed on the document. The statuses are
1. `Waiting for me` - The document sent to you is pending, and you still need to sign it.
2. `Waiting for others` - The document has been sent to multiple recipients for review and signature, and one or more still needs to sign the document.
3. `Needs attention` - Documents that failed to deliver because of an invalid email address and require further attention or action.
4. `Completed` - All the recipients have completed the signing process.
5. `Declined` - One or more document recipients have chosen not to sign it.
6. `Revoked` - The document's sender has chosen to recall or cancel it.
7. `Expired` - The signer didn't sign the document before the deadline.
You can check the status of a document on the following pages.
- Dashboard
- My Documents page
- Team Documents page
## Checking document status in Dashboard
- In the BoldSign application's dashboard page, the user can view the status of various documents.
## Checking document status in My Documents
- Select `My Documents` from the `Documents` menu.
- All the documents sent and received by the user will be displayed.
- You can check the status of the document signature request in the `Status` column.
- The document's status can also be found on the overview page.
- Click on the document to navigate to the overview page.
- Then, check the `Status` fields to know the document's status.
## Checking document status in Team Documents
- Select `Team Documents` from the `Documents` menu.
- In Team documents, an account admin can check the document status of any team member within the organization.
- A team admin can only check the status of their team documents.
- To know the status of the document signature request, check the `Status` column.
- The document's status can also be found on the overview page.
- Click on the document to navigate to the overview page.
- Then, check the `Status` fields to know the document's status.
# How to download the signed documents?
After all the signers have finished signing, the sender, signers, and CC recipients can download the signed documents from the BoldSign eSignature application. Participants of the document will also receive an email with a copy of the signed document immediately after the signing process is completed.
## Downloading documents in the mail
- The participants will get an email once the document is signed and finished.
- You can download the document directly from the email attachment or via the link.
## Downloading documents on the My Documents page
- Go to `My Documents`, hover on a completed document, and click its options. You can find the `Download document` option in the context menu.
- When you select the `Download document` option, the document will be downloaded to your device.
- Otherwise, click on a completed document on the `My Documents` page. It will be navigated to the documents overview page.
- Click the `Document download` button at the top of the screen or click the `More actions` button and select the `Download document` option from the dropdown menu.
- The document will be downloaded to your device.
# Can team admin or account admin view the document?
By default, team and account administrators do not have access to view the actual contents of documents created by team members. They can only view document metadata for tracking purposes and access the document list of team members. However, it is possible to grant custom permissions that allow for document viewing. The account owner of the organization can only provide custom permissions.
### Creating custom viewing permission as an account owner
If you are the account owner, you can provide custom permission for any member by following the steps below:
- Navigate to the `Users & Teams` section and select `Custom Permissions`.
- Click the `New Custom Permission` button in the page's top right corner.
- Complete all required fields and choose `View Document` in the `Documents` setion under `Resources and Permissions`.
- Scroll to the `Access Type` field and select `Allow`. Click `Save`.
- The custom permission has been created successfully. The account or team admin can now view and download the document.
To know more about custom permission, check out this article: [Create custom permission](https://support.boldsign.com/kb/article/42/create-custom-permission).
# What are the keyboard shortcuts available?
Keyboard shortcuts are combinations of keyboard keys that can be used to perform a specific action. Using keyboard shortcuts instead of a mouse enables you to work more quickly and efficiently. In BoldSign, you can use keyboard shortcuts while creating a document.
Refer to the below steps to view and use the available keyboard shortcuts:
- While creating a document or template, the configure fields page allows you to attach various form fields to the document and edit their properties.
- Here `See shortcuts` option is available in the bottom-left corner of the page.
- When clicked, a box opens with a list of shortcut key combinations that can be used to perform actions on the form fields added to the document.
## List of shortcuts
|Shortcut|Action|Shortcut Keys|
|----------|------|-------------|
|Cut|Cut the selected form field|Ctrl + X|
|Copy|Copy the selected form field|Ctrl + C|
|Paste|Paste the cut or copied form field|Ctrl + V|
|Delete|Delete the selected form field|Delete|
|Duplicate|Duplicate the selected form field|Ctrl + D|
|Select all|Select all the form fields in the document|Ctrl + A|
|Clone and drag|Clones the form field selected and dragged|Alt + Drag|
|Move fields|Move fields to the required place in the document|← → ↑ ↓
|Move to next field|Move from one field to the next field|Tab|
|Move to previous field|Move from one field to the previous field|Shift + Tab|
|Start editing|To edit editable form field- Label |Enter|
|End editing|To exit editing editable form field- Label|Esc|
# How to change the signer email address?
Changing a signer's email address is to update the contact information for the person who must sign a document. This can be necessary if the person's email address changes or the document is sent to the wrong email address. It also serves as a way to ensure that the document is being sent to the correct person. The sender or admin of the sender can change the signer’s email address after the document has been sent for signature.
Follow the steps below to change the email address of the signer.
- Go to `Documents` and select `My Documents`.
- Click the document in which the signer's email address should be changed, and you will be taken to the overview page.
- On the overview page, all the recipients will be listed in the `Recipient Details`.
- Click the context menu at the right end of the recipient and select the `Edit recipient` option.
- A dialog box with Name, Email ID, and Reason fields will appear.
- Change the signer's email address in the `Email ID` field and specify the reason in the `Reason` field, then click `Send`.
- The new email address will be updated in the `Email ID` column.
- The document will be sent to the new email address for the signing process.
- The user cannot change the recipient's email address when the document is completed, declined, expired, or revoked.
# How to locate a document using the document ID?
In BoldSign, each document will be assigned a unique document ID once it is created. The document ID can be used by users to easily locate, track, and manage the document. The user can identify a specific document using the document ID.
Follow the steps below to locate a document using the document ID:
- Select `My Documents` from the `Documents` menu.
- Enter the document ID in the `Search documents` field and click enter.
- Now, the specific document will be displayed.
:::Info
- On the Team Documents page, only the account admin can find any team member's document using the document ID.
- A team admin can find only the documents of their team members.
- A team member cannot access the Team Documents page.
:::
# How to enable print and sign for my recipients?
The "Print and Sign" option allows the signer to print the document, manually sign on it and upload the scanned copy. This option is particularly useful for legal or formal documents that require a physical signature, such as contracts or legal agreements. This option is typically used when a hard copy of the document with the original signature is required. In BoldSign, the print and sign option is available only to paid users.
Follow the below steps to enable the print and sign option:
- Click `Create New` and select the `Create New Document` option.
- Scroll down to the `Document settings` section on the _Prepare document_ page.
- You can find the `Allow signers to print and sign` option. Enable that option using the toggle button and send the document to the signer.
- The signer can now print and sign the document.
- To know how to print and sign the document, check this article: [Print and sign a document](https://support.boldsign.com/kb/article/226/print-and-sign-document)
# How to find documents sent to a particular signer?
The documents sent to a particular signer can be found in the following ways.
- `Using My Documents Page` - Find the documents the user sends to a particular signer.
- `Using Team Documents Page` - Find the documents sent by your team members to a particular signer.
### Using My Documents Page
- Click `Documents` and select `My Documents`.
- A list of documents sent and received by the user will be displayed.
- Click the filter icon near the `Search documents` option and select the `Sent` button.
- Your name will be automatically filled in the `Sent by` column.
- Then, select a particular signer in the `Recipients` field and click the `Apply Filter` button.
### Using Team Documents Page
- In Team Documents, an account admin can find all the documents sent by any team member within the organization to a particular signer.
- A team admin can only find documents sent to a particular signer by their team members.
- A member cannot access the Team documents page.
Follow the steps below to find the documents sent to a particular signer.
- Click `Documents` and select `Team Documents`.
- You can use the `All Members` dropdown to find the documents.
- When you click the dropdown, a list of members will be displayed.
- Select a particular signer by checking the checkbox near the signer name.
- Now, all documents sent and received by the particular signer will be displayed.
- To find the document sent to a particular signer, click on the document and check the recipient details.
- The signer's name will be displayed in the recipient's field.
# How to add a hyperlink field to the document?
A hyperlink is a clickable link that can point to a webpage, file, email address, or phone number. In BoldSign, you can insert hyperlinks while preparing a document for signing. When signers click the hyperlink, they will be directed to the specified destination, whether it's a website, a downloadable file, an email client, or a phone dialer.
Follow the below steps to add a hyperlink:
- Start a new document by clicking the `Create New Document` option, complete step 1 of the *Prepare document* section, and click the `Next` button. You will be navigated to the *Configure fields* page.
- The left side of the *Configure fields* page will have the fields that can be added to the document. Drag and drop the `Hyperlink` field to the desired location in the document.
- As soon as the field is dropped into the document, the _Hyperlink settings_ will open on the right side of the screen.
- The sender must fill out the `Text to Display` column with the text that will be shown as the clickable hyperlink in the document.
- In the **Hyperlink URL** section, specify the required destination.
- The **Hyperlink URL** textbox has two parts. One part is for selecting the type of link, such as `URL`, `Email`, or `Phone number`. The other part is for entering the destination. For example, if you select `URL`, you must enter a valid webpage link.
- You can also change the font family, like font style, font size, line height, and color of the text that you have entered to display in the document.
- Click `Send`once all the fields have been filled in. The signing request document with the hyperlink is sent to the receiver successfully.
We have also published a video tutorial on this topic. Check out the video below:
{height=315 width=560}
# How to clone or duplicate a document?
Cloning a document means generating a duplicate document from the existing one. A cloned document is identical in file name and content to its original one, but the document's id remains unique. This option is less time-consuming and helpful in creating similar documents quickly.
Follow the below steps to clone or duplicate a document:
- Go to `Documents` and click `My Documents`.
- Then, select the document you want to clone. You will find the `Clone document` option in the context menu.
- Another way is to click the document on the _My Documents_ page, and it will be navigated to the document's overview page.
- Then click the `More actions` button. There you will find the `Clone document` option.
- When you choose the `Clone document` option, a *Clone Document* dialog box will appear with two options: `Without form field values` and `With form field values`.
- If you select the `Without form field values` option, the cloned document will not retain any form field values, and all fields will be empty in the new document.
- If you choose the `With form field values` option, the cloned document will retain the form field values from the original document if they have any data. However, certain form field values will not be retained due to security and functionality limitations.
- The following fields will be displayed after cloning, but their values will not be retained:
1. Signature
2. Initial
3. Image
4. Attachment
5. Company
6. Title
- After selecting the desired clone type, click the `Clone` button in the dialog box. This will take you to the editing page of the cloned document, where you can change the recipient's name and email address and make any additional modifications before sending the document for signing.
For more information, refer to this article: [What form fields are supported when cloning documents with values in BoldSign?](https://support.boldsign.com/kb/article/17643/what-form-fields-are-supported-when-cloning-documents-with-values-in-boldsign)
We have also published a video tutorial on this topic. Check out the video below:
{height=315 width=560}
# How to remove authentication of a signer?
BoldSign supports Email OTP (One Time Password) and access code authentication methods to verify the signer's authenticity. Authentication is added to the signers while creating the document. It is also possible to remove the authentication of a signer after the document has been sent for signature. Only the sender and the sender's admin can remove the authentication.
Follow the steps below to remove the authentication of a signer:
- Go to `Documents` and select `My Documents`.
- Click the document in which the authentication should be removed, and you will be taken to the overview page.
- On the overview page, you can find the `Recipient Details` at the bottom of the page.
- Click the context menu at the right end of the recipient in `Recipient Details` and select the `Remove authentication` option.
- A confirmation popup will be displayed.
- Click `Yes, remove` option to remove the authentication.
# How to manage auto reminder after sending a document?
The auto reminder feature is useful for reminding signers to complete their signing requests. The reminders will be sent automatically at specified intervals and a specified number of times until the document is signed. The user can only change these configurations while creating the document, which cannot be changed after the document has been sent. If the auto reminder is enabled while creating the document, you can disable or re-enable it.
To know how to configure auto reminders while creating a document, check this article: [Configure auto reminders](https://support.boldsign.com/kb/article/319/configure-auto-reminder-for-document)
Follow the steps below to manage the auto reminder after sending a document:
- Go to `Documents` and select `My Documents`.
- To get to the overview page, click on the sent document.
- You can find the `Auto reminder` field on the overview page.
- If the auto reminder is enabled while creating the document, you can disable or re-enable it using the toggle button.
- The auto reminder toggle can only be turned on and off on the overview page.
- Only the sender and the admin of the sender can manage the auto reminder.
- If the auto reminder is disabled while creating the document, the toggle button will not appear and cannot be enabled on the overview page.
- In the auto reminder section, even if the auto-reminder is enabled or disabled, you can find a `Remind now` button.
- When you select that option, the recipient's name will appear, and you can choose the recipient by checking the box. Add a message in the message box, and click the `Remind now` button.
- The reminder will be sent to the signer, and only one reminder can be sent daily.
# What is the expiry limit for email links?
An expiry limit for email links refers to the time that an email link will remain active and available for use. When a document is sent out for signature, the signer will receive an email with a signing link, and that signing link is called an email link.
Email links expire to increase the protection of the document. In BoldSign, each email link has an expiration date which will automatically expire after 30 days.
A link cannot be used once it has expired. The user may automatically receive the new link in the email when the expired link is clicked. The signer can access the file by clicking the link and finishing the signing there. The new link's validity will also be limited to 30 days.
When a signer attempts to sign a document through email after 30 days, an expiry alert message will be shown, and it will also notify you that a new access link has been sent through email.
If you did not receive the link, you could click the `Resend link` to get a new link and complete the signing process using the new one.
The below message will appear when you click on an expired email link.
# How to change the time zone in the audit trail document?
The audit trail document has a complete summary of the document. By changing the time zone, the user will be able to view the timestamp in the audit trail in their own time zone rather than the UTC time zone.
Follow the steps below to change the time zone:
- Go to `Settings` and select `Branding`. The branding option can be accessed only by the account administrator.
- Click the context menu at the right end of the brand and select the `Edit Brand` option.
- You can find the `Document Time Zone` option on the Edit Brand page.
- Enable this option, select a time zone using the drop-down, and then click the `Save changes` button.
- Then, to create a new document, click `Create New` button and select `Create New Document`.
- Select the exact brand in which the document time zone is set, fill in the required fields and click Send.
- Once the signing process is completed, download the audit trail document.
- The time zone chosen by the user has been applied to the audit trail document, and all of the timestamps of the events recorded in the audit trail will now be displayed in the selected time zone.
# How to manage the documents in drafts?
When working on a document and wanting to save it so that you can continue working on it later, drafts are helpful. The document saved as a draft will be stored in the Drafts folder. It can be further edited and sent to the signer for signature.
## Saving the document as draft
- Click `Create New` and select the `Create New Document` option.
- After adding details in all the sections, click `Next` and proceed to the next page.
- Once all the fields are placed in the document, but you decide to send the document later, you can go back to any work.
- The document you worked with is automatically saved in the drafts section.
## Manage the documents in drafts
- Click the `Documents` menu and select `Drafts`.
- You can find all the drafted documents on the drafts page.
- If you want to send the document, hover on a particular document, and click the `Edit` option.
- The document will be opened. Edit the document as needed, then click the `Send` button to send it to the signer.
- When a draft document is edited, and a signature request is sent from that document, it will be removed from drafts.
- If you want to delete the document from drafts, hover on a particular document and click the `Delete` option.
- The document will be removed from the drafts folder. Once deleted, it will not be further restored.
We have also published a video tutorial on this topic. Check out the video below:
{height=315 width=560}
# How to add authentication after sending a document?
To make the signing process more secure, authentication can be added. When authentication is added, the signer can open the document only after entering the valid code. BoldSign provides email OTP (one-time password) and access code authentication methods. You can add authentication while creating a document or after sending a document.
To know how to add authentication while creating the document, check this article: [Add authentication while creating the document](https://support.boldsign.com/kb/article/4/add-authentication-to-a-signer)
Follow the steps below to add authentication after sending a document out for eSignature:
- Select `My Documents` from the `Documents` menu.
- Click the document in which the authentication should be added.
- On the overview page, you can find the `Recipient details` at the bottom of the page.
- Click the context menu at the right end of the recipient in Recipient details and select the `Add authentication` option.
- `Email verification` and `Access code` options will be displayed.
- Then, click the required option.
- The selected option will be updated in the `Authentication` field.
`
# Are my documents digitally signed?
Digital signatures offer a secure and convenient way to sign documents and confirm the signer's identity electronically. With a digital signature, the signing process can be easily verified. They can be used to verify the integrity of the document, ensuring the contents of a message are not altered during the transmission.
- In BoldSign, the final signed document containing all the signatures is digitally signed with an AATL-compliant certificate.
- This serves as a seal for the document to prevent any tampering. If the document tampers in any way, then the Acrobat reader will detect it immediately and inform the user.
- This could be very useful if a dispute arises about the signed content.
- A digitally signed document will contain information about the digital certificate at the top of the document, which verifies the document's integrity.
- If the document is not altered, you can see the certificate like the one below.
- If the document has been altered or tampered with, this information will indicate that the document's integrity has been compromised.
# When should I use a document, template or bulk link?
The BoldSign supports creating signature requests as a document, template, and bulk link. The best option depends on the specific task or project you are working on and the audience's needs. A document is used when you send a signing request to others or self-sign. A template is used as a starting point for creating multiple similar documents. A bulk link is used when multiple people need to sign the same document by sharing links through email or embedding within an application.
There are a few scenarios where you might use a document, template, or bulk link. They are as follows.
## Document
- A document would be a good option for individual contracts requiring you to place fields in different positions each time. A document allows you to create a standalone file that can be customized to suit the specific needs of each contract.
- Read about creating a document and sending it out for signature in this article: [Send your first document out for eSignature](https://support.boldsign.com/kb/article/15/send-first-document-for-signature)
## Template
- A template is useful if you frequently send the same contract for signature to different people with the same fields. Setting up a template will save time, and sending contracts based on the template will be easier.
- Check out this article to learn how to create a template: [Create templates](https://support.boldsign.com/kb/article/20/creating-templates)
## Bulk Link
- This option allows multiple people to sign the same contract separately over time. You do not need to know the number of people signing the contract or their identities when you set up the bulk link. Once the bulk link is active, anyone with access to the URL can sign the contract. However, there can only be one signer per document. This is useful in situations like having new employees sign a non-disclosure agreement (NDA) – you can give the same bulk link to each new employee when they join.
- See how to create bulk links by reading this article: [Create bulk links](https://support.boldsign.com/kb/article/22/creating-bulk-links)
# What are the supported file formats and file sizes?
The BoldSign has the following restrictions and supported file formats.
- BoldSign supports PDF, JPG, PNG, DOCX, Excel (.xlsx) and PowerPoint (.pptx) file formats for creating a signing request document.
- While creating a signing request document or a template, you can add up to 25 files. Each document can have a maximum count of 1000 pages and should not be over 25MB.
- You can add 20 CC recipients when creating a signing request document or a template.
- The maximum file size to attach a completed document after signing is 5MB in emails. Even if the completed documents are larger than 5MB, a link to the document is still provided in the email to view and download the completed document.
:::Info
BoldSign does not support password-protected files. To upload a password-protected file, remove the security setting before uploading the file.
:::
# How to send the signature request to signers in different languages?
You can allow your signers to receive the emails in their preferred language. The currently supported languages are English, German, Spanish, French, Romanian, Norwegian, Bulgarian, Italian, Danish, Polish, Portuguese, Czech, Dutch, Russian, and Swedish. While sending the signature request, all the signer-related transaction emails and signing page static contents will be translated into the signer’s defined language.
Follow the steps below to set different languages for signers:
- Click the `Create New Document` option, and in the `Add recipients` section, you can set the language for the signer from the language dropdown. The signer will receive the mail in the selected language.
- For multiple signers, if all the signers are set to be in the same language, you will have a single document `Title` and `Message` option below.
- If each signer is assigned to a different language, you must set the Title and Message for each language individually.
- Then, you can proceed and complete the signing request document.
:::Info
Example: If the signer’s language is set to German, the mail will be delivered in German to the signer, as seen in the example below.
:::
# How to redirect the user to a specific URL after signing?
This feature is helpful when you want to redirect your signers to a specific page once the document signing process is completed. When the redirect URL option is enabled, and a URL is specified on the branding page, the signer will be redirected to the specified URL after signing. The branding page is accessible only to the account administrators.
Follow the steps below to redirect the user to a specific URL:
- Go to `Settings` and select the `Branding` option.
- Click the `Create New Brand` option to create a new brand and enable the `Redirect to URL on document completion` option at the bottom of the page.
- To enable the option on an existing brand, click the context menu at the right end of the brand, select the edit brand option, and then enable the `Redirect to URL on document completion` option at the bottom of the page.
- A column for adding the URL will be displayed. In that column, add the URL to which the signer should be redirected once the document is completed, and click the `Save` button in the top right corner.
- Then, create a document on the `Create New` page, select the right brand in which the `Redirect to URL on document completion` option is enabled, and click `Send`.
- Once the document is signed, the signer will be redirected to the specified URL.
We have also published a video tutorial on this topic. Check out the video below:
{height=315 width=560}
# How to change the access code of a document?
The access code authentication method is a security measure that is used to verify the authenticity of the signer. You must share the access code with the signer in order to access and sign the document. The sender and the sender's admin can change the access code after the document has been sent for signature.
Follow the steps below to change the access code of a document:
- Select `My Documents` from the `Documents` menu.
- Click the document in which the access code should be changed.
- On the overview page, you can find the `Recipient Details` at the bottom of the page.
- Click the context menu at the right end of the recipient and select the `Change manually` option.
- A text box to enter the new access code will appear. Enter the new access code in the text box and click the tick button.
- Now, the access code will be updated in the `Authentication` field.
- You can check the updated access code by clicking the visibility eye icon near the `Authentication` field.
- Optionally, you can automatically generate an access code by clicking the `Auto generate` option from the context menu.
- To share the new access code with the signer via email, you can use the `Email access code` option.
# How to request attachments from signers?
The sender can request attachments from the signers while sending a document by using the attachment field. This is useful when the signer wants to upload their ID proof, supporting documents, contract terms, etc. A single document can contain multiple attachment fields. The supported file formats are PDF (.pdf), Word (.docx), and Image (.jpg, .jpeg, .png).
Follow the steps below to request an attachment from the signer:
- Click `Create New` button and choose the `Create New Document` option from the dashboard page.
- After filling in all the required fields on the Prepare document page, click `Next` to move to the _Configure fields_ page.
- You can find the `Fields` section on the left side of the page.
- Select the `Attachment` field, then drag and drop it into the document.
- Once you drop the field in the document, _Attachment settings_ column will open on the right side of the page.
- Enter a relevant name for the attachment in the `Attachment title` field.
- Then, select the format(s) in which the signer can attach the file in the `Accept only` field and click `Send`.
- Now, the signer will be able to attach the requested file in the attachment field while signing the document.
We have also published a video tutorial on this topic. Check out the video below:
{height=315 width=560}
# How to send the signed document as a link?
The sender can decide how the signed copies of the document should be sent to the recipients. By default, the signed documents are sent as attachments in email. Once all the parties have signed the document, the recipients will receive an email with the signed documents attached.
Alternatively, the sender can change the setting to send it as a link. The recipients will receive an email with a link to view and download the signed document rather than receiving it as an attachment.
Follow the steps below to send the signed document as a link:
- Go to the _Settings_ menu and select the `Branding` option.
- From the Branding page, click the `Create New Brand` button to create a new branding for your documents.
- On the _Create New Brand_ page, you will see a field called `Deliver the signed document in email as`. Select the `Link to view and download document` option from the dropdown menu.
- To change the delivery option for an existing brand, click the context menu (three dots) at the right end of the brand, and select the edit brand option.
- You will find the `Deliver the signed document in email as` field. Select the `Link to view and download document` option from the dropdown menu.
- Then, create a document and send it for signing.
- Once the signer has signed the document, they will receive an email with a link to view and download the signed document.
If the option is set to `Attachment`, the signer will receive the message like below.
If the option is set to `Link to view and download document`, the signer will receive the message like below.
We have also published a video tutorial on this topic. Check out the video below:
{height=315 width=560}
# How to request images from signers?
While sending the signature request, the sender can request the signers for the images. This is useful when the signer wants to upload their photocopy, logo, ID proof, etc. You must include an image title and description when sending the request. A document can contain multiple image fields.
Follow the below steps to request images while sending the document for signing:
- Click on `Create New Document`, fill in all the required fields in the _prepare document_ section, and click the `Next` button.
- On the next page, select the `Image` field from the `Fields` section and then drag-drop the field into the document.
- The _Image settings_ column will open on the right side of the document when you place the image field in it, allowing you to enter the image's title and instruction.
- Fill in the `Image Title` box, which is required, and add Instructions in the next box if you wish to provide further information about the image.
- In image formats, you can either select one format or all the formats given below. The signer can only be allowed to attach images in the selected formats.
- Click the `Send` button, and the request will be successfully sent to the signer.
- Now the signer can attach the image with the given specifications while signing the document. And the image size should not exceed 25 MB.
# How to set the expiry date for a document while creating it?
Expiration in an eSignature document creates a sense of urgency for the signer to complete the work. The sender can set the expiry date while creating the document. All recipients should complete the signing process before the deadline. The document cannot be signed after it has expired.
Follow the below steps to set the expiry date:
- Click `Create New` and select `Create New Document` from the dashboard page, _Add file(s)_ and _recipients_, and scroll down to the _Document settings._
- In the _Document settings_, under the `Expires in` option, you can change the expiry days. It is set as 60 days by default, but the days can be increased or decreased.
- Once the days are set, select the option below to receive an `Alert 1 day before expiry`.
- Click `Next` to complete the creation of the eSignature document.
- The document's expiration date has now been set.
- If you select the Specific Date and Time option, a text box with calendar and time icons will be displayed in the `Expires on` column. You can select a specific date and time for the expiration of the document.
# How to add an editable date field to the document?
The editable date form field allows the signer to add a date to the document while signing. This field can be added to the document while creating it. You can specify a date range so that the signer can select the date within that range. If you didn't specify the date range, then the signer can select any date from the calendar.
Follow the steps below to add an editable date field to the document:
- Click `Create New` button from the dashboard and select the `Create New Document` option.
- After filling in all the required fields on the first page, click `Next` to move to the _Configure fields_ page.
- You can find all the fields on the left side of the page.
- Select the `Editable date` field and drag it to the desired location in the document.
- Then, select the date format and font style using the dropdown in the `Date Format` and `Font fields` on the right side of the page.
- You can add the default date in the `Default Date` field which will be displayed to the signer as a pre-filled value. You can also add multiple editable date fields and sync them using the `Data Sync Tag` option.
- To select a date range, click the calendar button in the `Date Range` field, choose the Start Date and End Date, and then click `Apply`.
- The selected date range will be filled in the date range text box.
- Now, click the `Send` button.
- Once the document is sent, the signer will be able to select a date within the specified range in the Editable Date field.
We have also published a video tutorial on this topic. Check out the video below:
{height=315 width=560}
# How to replicate data for multiple fields?
Replicating data for multiple fields refers to the process of syncing the data of one field to multiple form fields. For instance, consider two textboxes are linked, and if a value is entered on a text box, it will be filled into another text box automatically. The data sync tag support is available for the below form fields:
- Textbox
- Label
- Checkbox
- Dropdown
- Image
- Editable Date
Follow the steps below to replicate data for multiple fields:
- Click the `Create new` button from the dashboard and select the `Create New Document` option.
- Fill in all the required fields on the prepare document page and then click `Next` to move to the _Configure fields_ page.
- Drag and drop two or more form fields into the document.
- If you place the text box form field in the document, you can sync it with another textbox only. Different form fields cannot be synced. For example, a text box and an image form field cannot be synced.
- When you click a textbox, textbox settings will open on the right side of the page, where you can find the `Data Sync Tag` field.
- Enter a value in the `Data Sync Tag` field. Special characters are not allowed in the Data Sync Tag field.
- Then, enter the same value in the Data Sync Tag field of another textbox.
- Now, the textboxes with the same Data Sync Tag values will be synced.
- You can set the character limit in the `Fixed width` column and textbox validation in the `Validation` column. It will be applied to all textboxes with the same Sync Tag value.
- You can also set the font style in the `Font` field. But it will not be reflected in the synced textboxes. You must set the font style for each textbox separately.
- After filling in all the fields, click the `Send` button. The signature request will be successfully sent to the signer.
- When the signer enters a value in one field, the value will be filled automatically in all the fields that are synced.
- In the same way, you can sync the Label, Checkbox, Dropdown, Image, and Editable date form fields.
We have also published a video tutorial on this topic. Check out the video below:
{height=315 width=560}
# How to add CC recipients to the document?
The CC option is used to send a copy of the document to non-signers. The recipient added in CC will receive notifications when a signer performs any action on the document. The CC recipients can view and download the document, but they cannot sign it.
Follow the steps below to add CC recipients to the document:
- Click `Create New` and select the `Create New Document` option.
- You can find the `Add CC` section on the prepare document page.
- Enter the email addresses of the CC recipients in the Add CC field.
- Then, fill in all the required fields and click `Send`.
- The CC recipient(s) will receive a notification email once the document is sent.
# How to add a dropdown field to the document?
The dropdown form field is useful when the signer wants to select a value from the list of available options. You can add the dropdown field while creating the document, and multiple dropdown fields can be added to a single document.
Follow the steps below to add a dropdown field to the document:
- Click the `Create New` button from the dashboard and select the `Create New Document` option.
- Fill in all the required fields on the prepare document page and click `Next` to move to the form fields page.
- Select the `Dropdown` field from the form fields section, then drag and drop it to the desired location in the document.
- The dropdown settings will open on the right side of the page.
- Enter a value in the `Dropdown options` field. The value added here will be displayed when signers click the dropdown.
- Use the `Add value` option to add more values. The value entered in one field cannot be repeated.
- The added values can be reordered using the drag handle near the value field. The dropdown list values will be displayed in the specified order. To remove a value, click the minus icon in the value field.
- In the `Default Dropdown Option`, you can specify a value that will be selected by default to the signers.
- `Hint text` is optional. If you add a hint text, it will be displayed as a hint in the dropdown field before signers select a value.
- If you add both default value and hint text, only the default value will be displayed to the signers.
- You can also change the font style of the dropdown value in the `Font` section.
- Once all the fields have been filled in, click the `Send` button.
- Now, the signer can select a value from the dropdown field while signing the document.
# How to enable branding for the audit trail document?
An organization can be recognized by its brand since it has a distinctive name and logo of its own. When the branding is enabled in the document, it will be reflected in the emails sent to the recipients and also in the audit trail document. The audit trail document has a complete summary of the document. Please note that the branding option is only visible to the account administrators.
## Creating a brand
- Go to the `Settings` menu and click the `Branding` option.
- Click `Create New Brand` on the `Manage Brands` page, and you will be navigated to the `Create new Brand` page.
- You should enter a `Brand Name` , `Logo` , and `Colors` for your organization.
- Once these three fields are filled, click the `Save` option, and your brand will be saved successfully.
## Selecting a brand while creating a signature request
- While creating a signature request, you will have a `Select Brand` option in Step 1 under the _Document settings_.
- If you have more than one brand, choose the one you want to include in the recipient's emails and the audit trail document.
- You can download the audit trail document after the signer has finished signing the document. Each page of the audit trail document will have your brand's logo at the top left corner.
# How to add your custom legal terms to the audit trail document?
The legal terms give the users legal disclosures, terms, and conditions before they can continue with the actual signing process. The BoldSign allows you to specify your own custom legal terms. The signers should agree to these custom legal terms along with the Electronic Signature Disclosure Terms and BoldSign's Terms of Use. Custom legal terms can be added in the branding option of the settings menu, which can be done only by the account administrator. If the custom legal term is enabled, it will also be included in the audit trail document. The audit trail document has the complete summary of the document.
Follow the steps below to add custom legal terms:
- Select `Branding` on the _Settings_ menu to go to the _Manage Brands_ page.
- On the Manage Brands page, click on the `Create New Brand` button.
- You will be taken to the _Create New Brand_ page. On the General section, add the _Brand Name_, _Logo_, and _color_, then switch to the Advance section.
- On the Advance section, enable the `Custom Legal Terms` option.
- After enabling it, you are asked to enter the custom legal terms _Title_ in the first box and the _Legal Terms_ in the second box.
- By clicking the custom legal terms title on the right side of the screen, you can see a preview of the custom legal terms.
- Click the `Save` button at the top right corner of the page and your brand will be created successfully.
- Now, click `Create New Document` on the main screen and select a brand under the `Document settings` section, which has the custom legal terms enabled.
- Click the `Next` button at the top right of the page to go to the configure fields page.
- On the configure fields page, add the required fields and send the document for signature.
- When the signer opens the document for signing, a confirmation popup will be displayed for reading and agreeing to the Electronic Signature Disclosure Terms, BoldSign's Terms of Use, and the custom legal terms.
- After the signer has finished the signing process, the sender can download the audit trail of the document.
- The custom legal terms will be seen at the end of the audit trail document.
The below image is the downloaded audit trail document with the custom legal terms.
# How to add custom legal disclosure for your signers?
The legal terms give the users legal disclosures, terms, and conditions before they can continue with the actual signing process. The legal term added is not just to inform but also to get approval for the terms beforehand. BoldSign allows users to add legal terms as per their requirements. The user can define their own custom legal terms and get the signer's approval before proceeding with the signing process. The option for adding custom legal terms is available under the `Branding` section, and it is accessible only to the account administrators.
## Defining the custom legal terms
- Click on `Branding` on the _Settings_ menu to go to the _Manage Brands page_.
- On the Manage brands page, click on the `Create New Brand` button.
- You will be taken to the Create New Brand page. On the _General_ section, add Brand Name, logo, and color, then switch to the _Advanced_ section.
- You can see the `Custom Legal Terms` option at the bottom of the branding page. Enable that option.
- Add a title in the title box to display during the signing process. The title you add here will appear as a link text during the signing process, along with the terms and conditions of BoldSign.
- Next, you can see a text box below the title box to add the custom legal terms as per requirement. You can use markdown format or the toolbar to format the contents of it.
- You can see the preview of the legal terms on the right side. Click on the title of the legal terms to see a preview of your legal terms.
- After entering the required legal terms, click the `Save` button and your brand will be created successfully.
- If you already have a brand, you can enable the `Custom Legal Terms` option from the `Edit brand` option.
## Using the custom legal terms
- While sending the document, select your brand where you have defined your custom legal terms and send the document.
- Before continuing with the signing process, the signer must review and accept the custom legal terms outlined in the document, as shown in the image below.
# How to choose brand for a document signer?
Branding can make the organization more recognizable for both senders and recipients. In addition to the brand name, a brand may have a unique logo and color scheme. It is possible to create multiple brands and use them. When creating a document, the existing brands will be displayed in the dropdown, and only one brand can be selected for a document.
To know how to create a brand, check this article: [Create a brand](https://support.boldsign.com/kb/article/19/customize-branding)
To change the brand, follow the steps given below:
- To create a new document, click the `Create New` button and select the `Create New Document` option. In the required fields, enter the necessary information and scroll down to the *Document Settings* section.
- Under the `Document Settings`, you will find the `Select Brand` option. To view all available brands, click on the dropdown menu next to it.
- Then, select a required brand from the dropdown to change the brand and complete the document creation process.
# How to allow the signers to sign all the fields in one step?
When a document has several signature fields, it is difficult for signers to click and sign each field. To make it simple, you can enable the _Enable Sign Everywhere_ option that allows the signers to fill out all the signature fields with a single click. This option is only applicable if the sender has enabled the sign everywhere option and also the signer has added the default signature and enabled the _Apply saved signature in all signature fields by default_ option in his profile.
## Enabling sign everywhere on the sender side
- Select the `Business Profile` under the _Settings_ menu.
- The business profile option is applicable only to the account administrator.
- Enable the `Enable Sign Everywhere` option by scrolling down.
- Click the `Save changes` button after making your changes.
## Enabling sign everywhere on the signer side
- Go to `Settings` and click `My Profile`.
- Scroll down to the signature field in the `Profile Details` section and add the signature.
## Signing all fields in one step
If the sender has enabled the `Sign everywhere` option and the signer has enabled the `Apply saved signature in all signature fields by default` option, all signature fields in the document will be automatically filled with the signer's signature upon clicking on any of the signature fields once.
We have also published a video tutorial on this topic. Check out the video below:
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# How to auto-detect the form fields in a PDF document?
When you upload the fillable form document for creating a signature request, the fields added to the fillable form can be automatically detected and replaced with the equivalent BoldSign form fields. BoldSign supports Textbox, Checkbox, Radio button, Dropdown, and Signature form fields. Other fields will not be detected as of now.
Follow the steps below to auto-detect form fields from a PDF document:
- Click `Create New` and select the `Create New Document` option.
- Upload the PDF document with a fillable form in the _Add file(s)_ section, then fill in all the required fields and click `Next` to move to the _Configure fields_ page.
- A message will be displayed at the top of the page to create BoldSign form fields. Click the `Create` option near the message.
- In the below example, a PDF document with three text box fields is uploaded.
- Now, all the fields will be replaced with the equivalent BoldSign form fields.
- When you click the field, the settings menu will open on the right side of the page.
- Make required customizations as needed and click the `Send` Button.
# How to upload documents from Dropbox?
Dropbox is an online cloud storage service that allows you to store and protect files. The files stored in Dropbox can be accessed from anywhere and on any device. BoldSign provides built-in support to upload files from Dropbox while creating the document.
Follow the steps below to upload documents from Dropbox:
- Click `Create New` and select the `Create New Document` option.
- On the Prepare document page, you can find the `Choose from cloud` field in the Add file(s) section.
- Select the `Dropbox` option in that field, and you will be taken to the Dropbox Sign-in page.
- Sign into your account by entering the valid email id and password.
- Then, select the file(s) from the _My files_ page and click `Choose`.
# How to customize the recipient email appearance and signing page to match your company branding?
Branding in BoldSign allows you to customize the appearance and branding of the signer's view and email alerts. This includes adding a unique logo and selecting a color scheme that reflects your company's branding. Customizing the brand makes it easier for your customers to recognize your organization and enhances the professionalism of your documents. To customize the brand, follow the steps below.
- Go to `Settings` and then click `Branding` to go to the _Manage Brands page_.
- On the Manage brands page, click the `Create New Brand` button.
- You will be taken to the _Create New Brand_ page. In the General section, add the Brand Name. You can set this brand as default by checking the `Set as default` checkbox.
- Then, add the brand Logo.
- You can customize the mail appearance and signing page in terms of background color, button color, and text color. Select the required color from the color picker.
- On the `Email display name` section. You can add the name to display as a `From` name in the email whenever the brand is selected.
- You can hide the _Powered by BoldSign_ branding from the email by enabling the `BoldSign Branding` option.
- in the preview section, you can preview both the signer page view and the email view with the brand logo and other customization.
- After adding all the details, click the `Save` button in the top-right corner and your brand will be created successfully.
- Now when sending documents for signature, select the brand that you customized.
# How to sign a document as a recipient?
If you are a recipient of a signature request, you will be notified via email and given the opportunity to sign the document digitally. It is not necessary for the signer to have a BoldSign account in order to complete the signing process. There are two ways to sign a document as a recipient:
1. Follow the link in the notification email to access the document and sign it directly from your email inbox.
2. Log in to the BoldSign application and sign the document from there.
## Signing from email
You don't need to have a BoldSign account to sign the document from the email.
- Open the document received through email.
- Read and agree to the terms and conditions displayed at the bottom to proceed.
- Click the `Start signing` option in the top-right corner to sign the document.
- Then, fill in the required form fields and click the `Complete signing` button at the top-right corner.
- The document has now been successfully signed, and a confirmation popup will be displayed.
## Signing from the application
To access the BoldSign application, you must have a valid BoldSign account.
- Log in to the BoldSign application and go to the `My Documents` page.
- Find the document you need to sign and hover on the end of the document.
- Click the `Sign now` option on the context menu, or click the document itself. You will be taken to the overview page.
- Click the `Sign Document` button at the top right of the page.
- Read and agree to the terms and conditions displayed at the bottom to proceed and click the `Start Signing` option in the top-right corner.
- Fill in the required form fields and click the `Complete signing` button.
- On successfully signing the document, a confirmation box will appear.
# How to self-sign a document with BoldSign?
Self-signing a document refers to the process of adding a digital signature to your own document. Self-signed document is a confirmation that you have reviewed and agreed to its terms or statements. The self-signing process is very similar to the process of sending a document out for eSignature to others.
Follow the below steps to self-sign a document using BoldSign:
- Click `Create New` and select the `Create New Document` option.
- Add the file in the `Add file(s)` section.
- Then, add your details in the `Add recipients` field. You can add your details manually or click the `Add Me` button.
- After filling all the required fields on the prepare documents section, click `Next` to move to the `Configure fields` page.
- While adding the form fields like `Signature`, `Initials`, `Image`, and `Editable date`, you are requested to fill in the respective form fields immediately.
- When you add form fields such as `Date Signed`, `Name`, and `Email`, the fields will be filled automatically.
- When you add the `Textbox`, `Label`, and `Hyperlink` fields, the settings menu will open on the right side of the page. Before completing the document, you must fill in the required fields in the settings.
- In the Self-sign process, by default, the checkbox field is checked and can't be unchecked.
- After filling in the form fields, click the `Finish signing` button on the top-right corner of the screen and complete the signing process.
- Once completed, the below message will be displayed.
We have also published a video tutorial on this topic. Check out the video below.
If you haven't tried BoldSign yet, sign up for our [30-day free trial](https://account.boldsign.com/signup?planId=101&utm_source=helparticles&utm_medium=redirect&utm_campaign=boldsign){target="_blank"} today. We provide a user-friendly [web application](https://boldsign.com/){target="_blank"} and adaptable [API ](https://boldsign.com/esignature-api/){target="_blank"} to suit your business needs.
# How to decline a document?
Declining a signing request can be done for a variety of reasons. The signer or the signer admin can decline the document before signing it. Be sure to carefully consider your decision before declining an eSignature document because declining a document will prevent the other parties involved from proceeding with the signing process.
Follow the steps below to decline a document:
- Open the document received through email by clicking the `Review and Sign` button.
- You will be taken directly to the document.
- Click the `More actions` dropdown button at the top right corner of the page and select the `Decline` option.
The below method can also be followed to decline a document, but this option only applies if you have a valid BoldSign account.
- Go to the `My Documents` page and select the document. You will be taken to the overview page.
- Click the `More Actions` button at the top-right corner of the page and select the `Decline` option.
- A confirmation dialog box will appear. Enter the reason in the reason field and click the `Yes, decline` button.
- Now, the document has been declined.
:::Info
If a document has been shared with multiple recipients and one signer declines to sign it, the other recipients will also be unable to sign it.
:::
# How to reassign or delegate the signing responsibility to another user?
Reassigning a signature request document involves transferring the signing responsibility from one person to another. This can be useful for a variety of reasons, such as delegating responsibility to the most appropriate person or addressing an absence. When a document is reassigned, all participants will be notified of the change. The signer and the signer's admin can reassign the document.
Follow the steps below to reassign the document to another user:
- Open the document received through email and click the `Review and Sign` button.
- You will be taken directly to the document.
- Click the `More actions` dropdown button at the top right corner of the page and select the `Reassign` option.
- A dialog box with name, email address, and reason fields will appear.
- Fill in all the fields and click the `Re-assign` button to reassign the document.
You can also use the following method to reassign the document if you have a BoldSign account:
- Go to `My Documents` and select the document you want to reassign. In that, click the context menu of it and select the `Re-assign` option
- Otherwise, select the document, and you will be taken to the overview page.
- Click the `More Actions` button at the top-right corner and select the `Re-assign` option.
- A dialog box will appear. Enter the Name and Email address of the signer to whom the document is to be reassigned.
- Also, add a reason for reassigning the document in the reason field.
- After entering all the requested details, click the `Send` button.
- Now, the document will be reassigned to the specified signer.
We have also published a video tutorial on this topic. Check out the video below:
{height=315 width=560}
# How to print and sign a document?
Printing and signing a document refers to the process of physically printing out a document and signing it with a pen. This option needs to be enabled when a document requires a physical signature. The print and sign option is available only for paid plan users.
## Enable print and sign for signers
- Start creating a new document by clicking _Create New_ and select _Create New Document_ from the Dashboard page.
- Go to the _Document settings_ section and you will see an option `Allow signers to print and sign`. Enable this option.
- Once you have enabled this, the signers can print and sign the document.
## Printing and signing on the signer side
- Click the `Review and Sign` button on the signer email, and the document opens up.
- Click the `More Actions` button on the top-right corner.
- Select the `Print and sign` option. A confirmation dialog box opens up for confirmation. Click `Yes, proceed` to continue.
- After that, print the downloaded document and sign it.
- Now scan the signed document and send it to the sender personally. This document will be further verified and uploaded by the sender.
:::Info
- When a signer initiates the print and sign process, other recipients cannot sign the document until it is completed.
- The hyperlink field will not be shown in the downloaded document.
:::
## Uploading the signed document
- The sender gets notified through mail about the choice to `Print and sign`.
- The sender will receive the signed document's scanned copy from the signer personally. After reviewing it, the sender has to upload it.
- Open the `My Documents` page and look for the sent document.
- Click the document to open up the overview page.
- Click the `Upload Scanned Document` option and upload the signed document.
- Now check the positions of the fields in the document. Then check the checkbox at the bottom and click the `Confirm field positions` button. The signing process is complete.
- The print and sign process has been completed successfully, and the other recipients can sign the document now.
# How to expire the documents in hours?
The expiry duration sets a deadline for completing the document signing process. If the task is not completed by the specified time, the agreement will expire and access to the document will be restricted or ended for the signer.
In BoldSign, the expiration can be set in the following three different types:
- Days – Number of days after which the document must expire.
- Hours – Number of hours after which the document must expire.
- Specific Date and Time – A particular date and time after which the document must expire.
Follow the steps below to expire the documents in hours:
- Click the `Business Profile` option under the _Settings_ menu. Only the account administrator can access the _Business profile_ page.
- You can find the `Default Expiry Date Type` option by scrolling down to the Document settings section.
- In the `Default Expiry Date Type`, the type is set to _Days_ by default.
- Click the dropdown and select the `Hours` type. Then, the `Expiry duration` will be displayed in hours in the next column.
- Select the number of hours after which the document should expire in the dropdown and click the `Save changes` button.
- The default expiry date type will be changed to hours.
- Create a document by clicking the `Create New` button from the dashboard page and selecting `Create New Document`.
- Now, the expiration will be displayed in hours. The sender can change the number of hours in the `Expires in` column if needed.
# How to add a recipient as an in-person signer?
The in-person signer option in BoldSign allows you to get a document signed in front of a company representative or another host. Anyone can host a signing session on a tablet or any other device. The in-person signer option is accessible only to paid users.
## Adding a recipient as in-person signer
- Click `Create New` and select the `Create New Document` option.
- Add file(s) on the _Prepare document_ page, then enter the recipients' names, email addresses, and roles in the `Add recipients` section.
- If the recipient should sign as an in-person signer, select the role, and enter the host's email address below it.
- The host should be one of your organization's users. The in-person session can only be hosted by a person within the organization.
- Once the host id is added, Click `Next` to enter the required form fields and transmit the document for signature.
## Signing a document as in-person signer
- The host will receive a mail link once the document has been received. Click the `Host Signing Session`.
- You will be asked to click the appropriate recipient for whom you are hosting the session and click the `Next` button.
- An instruction page opens. You should read the instructions and click the `Start session` button.
- It will then redirect the user to the signing page, where the in-person signer can finish the signing process under the guidance of the host.
- When the `Complete signing` button is clicked, a prompt asking to return control to the host will show up.
- Click the `Transfer control` button and complete the signing process.
# How to bulk import multiple contacts?
Contact information is required to add recipients while sending documents for signing. If you have previously added the recipient details to your contact, it would be simple to select them. You can add contacts one at a time or in bulk. Importing contacts in bulk allows you to add more contacts at once and saves time. Using the CSV file, you can import contacts in bulk.
## Importing multiple contacts in bulk using CSV
Follow the steps below to import multiple contacts using a CSV file:
- Open `My Contacts` from the `Contacts` menu. The `Add new contact` button will be found in the top right corner. Click that button, and the dialog box will appear.
- From that dialogue box, choose the `Import from CSV` option, which directs you to the browse option where you can import a CSV file containing bulk contacts.
- Choose a CSV file that has contacts dumped into it.
- Click the `Add` button in the dialog box, and all the contacts from the CSV file will be imported into the list.
- Click `Download sample CSV file` from the dialog box to find the sample usernames and email address format.
Follow the steps below to import multiple contacts to create a group:
- Open `My Contacts` from the `Contacts` menu. Click the `Contacts Group` section
- Click the `Add new contact group` button at the top right corner, and the dialog box will appear. Enter the Contact group name field.
- Click the `Import from CSV` option from the dialog box, which directs you to the browse option to import a CSV file containing bulk contacts.
- Click the `Create` button in the dialog box. All the contacts from the CSV file will be imported into the list as a group.
***Note:***
- You can have the same username with different IDs, but you cannot have the same ID for other users. This eliminates the possibility of duplicate IDs.
- Only the CSV format files are accepted.
# How to modify the expiry date of a bulk link?
An expiry date for a bulk link refers to the date on which the link will become inactive and will no longer allow signers to access and complete the document. When you create your bulk link, you can set an expiration date. This can be helpful if you only want the link to be available for a specific period. You can also modify the expiration date after the bulk link has been created.
Follow the steps below to modify the expiry date after creating the bulk link:
- Go to `Bulk Links` and select `My Bulk Links`.
- Click on any bulk link to which the expiry date should be changed.
- Click the `Edit` option in the `Expires` column.
- Select the number of days after the bulk link expires using the drop-down and click the `Save` button.
- The expiry date and time will be displayed in the `Expires` column.
- Once the bulk link has expired, the status will be changed to `Expired` in the status column.
- The below message is shown when the bulk link is accessed after expiration.
# How to manage my contacts?
You can manage the contacts in your BoldSign account. The contacts can be added, edited, deleted, and searched. Also, each signer will be automatically added and saved as a contact while adding a new signer to the document. The signing process becomes easier by using the autocomplete recommendations when typing a signer's name.
## Adding new contacts
- Select `My Contacts` from the `Contacts` menu.
- A list of all added contacts will be shown. Click the `Add new contact` button in the top right corner to add a new contact.
## Searching contacts
- You can look for a specific contact by entering it in the `Search contacts` box next to the _Add new contact_ button.
## Editing the existing contact
- You can modify the Contact name, Email address, Company name, Phone number, and Job title of the existing contact.
- If you wish to edit a contact, click on the context menu of the contact you want to edit and select the `Edit contact` option.
## Deleting the contact
- If you wish to delete a contact, click on the context menu of the contact you want to delete and select the `Delete` option. The contact will be deleted permanently.
# How to manage my contact groups?
A contact group is a collection of email addresses that you can use to send signature requests simultaneously. Managing contact groups can be helpful if you frequently send signature requests to the same group of people. If a signature request is sent to a contact group, any member from that group can sign the document, and the signing process will be completed once any one of the signers has signed the document.
Follow the below steps to know how to create and manage the contact group:
## Adding a new contact group
- Click the `My Contacts` option under the `Contacts` menu.
- Tap the `CONTACT GROUPS` section. All the available contact groups are listed.
- Click the `Add new contact group` button to create a new contact group.
- In the dialog box, enter the group name, add users to the group, and click `Create`.
- A new contact group will be successfully created.
## Searching for a contact group
- You can find a particular contact from the contact groups using the `Search contacts` box next to the _Add new contact group_ button.
## Editing the existing contact group
- On the My Contacts page, you will see the _Group Name_, _Total Users_, and _Created By_ options.
- To edit a contact group, locate the group you want to modify and click the context menu.
- Select `Edit contact` to change the group name or update a member’s name and email address.
- You can also add and remove members if needed.
- After making all the necessary changes, click `Update`.
## Deleting the contact group
- To remove a contact group, locate the desired group and select `Delete` from the context menu.
- If you want to remove more than one contact group, select the check box of the contact groups you want to delete and click the `Delete` button in the top right corner.
# How to create a conditional logic rule for form fields?
In BoldSign, this feature is currently available for Checkbox, Radio Button, and Dropdown form fields. By applying conditional logic, you can control the visibility of certain fields, making them appear only when a specific field option is selected. For instance, when a checkbox is checked, a certain form field may be displayed, and when it is unchecked, a different form field may be displayed to the signer.
## Create a conditional logic rule for the checkbox
- Click `Create New` and select the `Create New Document` option.
- Fill in all the required fields on the prepare document page and click `Next` to move to the Configure fields page.
- Drag and drop the `Checkbox` field to the desired location.
- Also, add two more form fields near the checkbox to connect with it.
- When you click the `Checkbox` form field, Checkbox settings will open on the right side of the page. Click the `Create Logic` button in the Conditional Logic field.
- Select the `Checked` option from the dropdown list at the top of the page and click on the form field. The Checkbox value and the selected form field will be linked.
- Similarly, select the `Unchecked` option from the dropdown list and click on another form field. The Unchecked option and the selected form field will be linked.
- When the signer checks the checkbox, the form field(s) linked to that value will be displayed. When the check box is unchecked, the form field(s) linked to that value will be displayed.
- You can also check the form field(s) visibility using the preview option.
## Create a conditional logic rule for the radio button
- Drag and drop the `Radio button` field from the form fields section.
- Add another form field near the radio button to connect with it.
- When you click the `Radio button` form field, Radio button settings will open on the right side of the page. Click `Create Logic` in the Conditional Logic field.
- Select a value from the dropdown list at the top of the page and click on the form field. The selected radio button value and the form field will be linked. Similarly, link all the radio buttons to the form fields and click the `Apply` button.
- When the signer clicks the radio button, the form field(s) linked to that option will be displayed.
## Create a conditional logic rule for the dropdown form field
- Drag and drop the dropdown form field to the desired location on the document.
- Dropdown settings will open on the right side of the page. Enter the values in the dropdown options field.
- Add another form field, specifically a textbox field, next to it, and enter the desired text to be displayed when a particular dropdown option is selected.
- In the dropdown settings, click the `Create Logic` button under the `Conditional Logic` field.
- Then, choose a value from the dropdown list at the top of the page to create conditional logic and click on the corresponding form field. This will link the selected drop-down field value to the form field. Once done, click the `Apply` button.
- Similarly, if necessary, you can link all the dropdown field options to the form fields.
- When signers select the required dropdown options, the form field linked to that option will be displayed.
# How to add a contact group as a recipient?
You can add a contact group as a recipient if you want to send documents to multiple signers quickly. You can create a contact group and use it whenever you need to send documents to the same set of signers. Any member of the organization can use the contact group.
You can create a contact group on the My Contacts page under the Contacts menu or while sending a document.
Refer to this link to know [how to create a contact group.](https://support.boldsign.com/kb/article/247/manage-my-contact-groups)
Follow the steps below to add a contact group as a recipient:
- Click `Create New` and select the `Create New Document` option.
- On the prepare document page, select the context menu near the `Add Recipient` option and click the `Add Recipient Group` option.
- The `Contact group name` column will be added in the Add recipients section. When you enter the existing group name in the `Contact group name` field, the group name will be displayed in the dropdown. Click on the group name to add it as a recipient.
- You can see the total number of recipients in that group below the _Contact Group Name_ field. To view the recipients in that group, click the `ViewList` option.
- To create a new contact group, enter the new group name in the `Contact group name` column and click the `Create new contact group option`.
- The `Create Contact Group` dialog box will appear. Enter the group name in the `Contact group name` field, add signers in the `Add user(s) to the group` field using the `Add` option, and click the `Create` button.
- You can also import the signers using the `Import from CSV` option.
- Now, the signer group has been successfully created.
- Add the new group name in the `Contact group name` field to send the document to all signers in that group.
# How to configure auto reminder for a document?
A reminder is helpful when you need to remind your signers to review or sign a document. The sender can set auto reminders while creating the document. You can specify the number of days between each reminder and the total number of reminders to be sent.
Follow the below steps to set auto reminders:
- Click `Create New` and select `Create New Document` from the dashboard page, _Add file(s)_ and _recipients_ and scroll down to the _Document settings_.
- In the Document settings section, enable the `Auto reminder` option using the toggle button.
- You can choose how frequently the reminder should continue following the first reminder by adding days in the `Remind every` option.
- In the `Max. reminders` option, set the number of reminders to be sent. You can set up to 5 reminders.
- Now, the auto reminder has been set. The signer will receive auto reminders based on the number of days and reminders specified.
# How to upload documents from OneDrive?
OneDrive is a cloud-based storage service that enables users to securely store, access, and share a wide range of files, including documents, images, and videos, from any device. BoldSign allows users to upload documents from OneDrive while creating a signature request.
Follow the steps below to upload documents from OneDrive:
- Click `Create New` from the dashboard and select the `Create New Document` option.
- In the Add file(s) section, select the `OneDrive` option under the _Choose from cloud_ field.
- You will be taken to the OneDrive sign-in page. Enter your email id and password to sign in to your account.
# How to upload documents from Google Drive?
Google Drive is a cloud storage service that allows users to store files such as documents, images, videos, etc., and access them from any device with an internet connection. In BoldSign, you can upload files from Google Drive while creating the document.
Follow the steps below to upload documents from Google Drive:
- Click `Create New` from the dashboard and select the `Create New Document` option.
- In the Add file(s) section, you can find the `Google Drive` option under the _Choose from cloud_ field.
- When you select that option, you will be taken to the Google Drive Sign-in page.
- Enter your email id and password and click `Next`.
# How to expire the document on a specific date and time?
Expiration refers to the date and time after which the document can no longer be accessed for signing. The recipients added to the document should complete the signing work before the deadline. The document will expire if the task is not completed by the specified date and time. In BoldSign, the expiration type can be set to days, hours, or a specific date and time.
Follow the steps below to expire the document on a specific date and time:
- Click the `Settings` menu and select the `Business Profile` option.
- You can find the `Default Expiry Date Type` in the _Document settings_ section.
- In the Default Expiry Date Type, the type is set to Days by default.
- Click the dropdown and select the `Specific Date and Time` option.
- The default expiry date type will be changed to `Specific Date and Time` and displayed while creating the document.
- You must select the date and time for the document's expiration in the `Expires on` column and send it for signing.
# How to enable two-step authentication?
Two-step authentication is a security method that requires two different forms of authentication to verify the identity of the user. While logging in, in addition to the username and password, you must enter the verification code to access your account. BoldSign supports the following two-step authentication methods.
1. Authenticator app authentication
2. Text messaging (SMS) authentication
3. Recovery email authentication
Follow the steps below to enable the authentication methods:
## Authenticator app
- Go to the `Settings` menu and click `My profile`.
- In the _Enable Two-factor Authentication_ section, click the `Add` button near the Authenticator app option.
- To complete the process, a dialog box will appear on your screen containing a QR code. Using your mobile device, open an authenticator app such as Google Authenticator or Microsoft Authenticator. Scan the QR code displayed on the dialog box using the camera within the authenticator app.
- A verification code will be generated in the authenticator app. Enter the code in the _Enter verification code_ field and click `Continue`.
- A confirmation dialog box will appear. Click the `Continue` button in the dialog box.
- Now, the authenticator app authentication has been enabled successfully.
## Text messaging authentication
- Go to _My profile_ and click `Add` button near the `Phone Number` option.
- _Set Up SMS Authentication_ dialog box will be displayed. Enter your phone number in the `Mobile Number` field and click the `Verify Phone Number` button.
- A verification code will be sent to your mobile number. Add the code in the _Enter verification code_ field and click `Verify`.
- A confirmation dialog box will appear. Click the `Continue` button in the dialog box.
- Now, the mobile number authentication has been enabled and updated on the _My Profile_ page.
## Recovery email authentication
- Go to _My profile_ and click `Add` button near the `Recovery Email` option.
- _Set Up Email Authentication_ dialog box will be displayed. Enter the email Id in the `Enter email Id` field and click the `Verify Email Address` button.
- A confirmation dialog box will appear. Click the `Continue` button in the dialog box.
- Now, the recovery email authentication has been enabled and updated on the _My Profile_ page.
We have also published a video tutorial on this topic. Check out the video below:
{height=315 width=560}
# How to update two-step authentication settings?
Once you have [enabled two-step authentication](https://support.boldsign.com/kb/article/324/), you can be able to update the settings like changing the mobile number, verification email address, etc., using the update option. You can also remove the two-step authentication using the remove option. You must enter a valid verification code to update or remove the two-step authentication.
## Update the authenticator app
- Go to the Settings menu and click `My Profile`.
- In the _Enable Two Factor Authentication_ section, you can find the update and remove option near the authenticator app option.
- Select a particular method to which the verification code should be sent.
- If you select SMS, a verification code will be sent to your mobile number. Enter the code in the Enter verification code field and click `Verify`.
- _Set Up Authenticator App_ dialog box will open. Scan the QR code from the new authenticator app.
- A verification code will be sent to the new authenticator app. Enter the code in the verification code field and click `Verify`.
- Now, the new authenticator app will be updated.
## Update mobile number
- Go to _My profile_ and click the `Update` option near the Phone number.
- A dialog box with the enabled authentication methods will be displayed. Select an authentication method to which the verification code should be sent.
- Once selected, a verification code will be sent to the selected option. Enter the code in the verification code field and click `Verify`.
- The _Set Up SMS Authentication_ dialog box will be displayed. Enter the new mobile number in the `Mobile Number` field and click `Verify Phone Number`.
- A verification code will be sent to the new mobile number. Enter the verification code in the verification code field and click `Verify`.
- The new mobile number will be updated on the _My profile_ page.
## Update recovery email
- Go to _My profile_ and click the `Update` option near the Recovery Email Id.
- A dialog box with the enabled authentication methods will be displayed. Select an authentication method to which the verification code should be sent.
- Once selected, a verification code will be sent to the selected option. Enter the code in the verification code field and click Verify.
- A verification code will be sent to the new mail Id. Enter the verification code in the verification code field and click `Verify`.
- The new recovery email Id will be updated on the _My profile_ page.
# How to enforce two-step authentication for your team?
The account administrators can enforce two-step authentication for other users in the organization. When you enable this option, all the users will be prompted to set up an additional authentication method to access their accounts after entering the username and password.
Follow the steps below to enforce the two-step authentication for the users:
- Click the `Users & Teams` menu and select the `Users` option.
- Enable the `Require two-step authentication for your team` option at the top of the page.
- Now, when a user tries to log in to their account using the username and password, a dialog box with authentication methods like `Authenticator app`, `Phone number`, and `Verification Email` will be displayed.
- The user must verify themselves using any one of the authentication methods to access their account.
- Once the authentication method is enabled, the user will be prompted to enter the verification code sent to the selected method whenever they log in to their account.
# How to sign in with two-step authentication?
If two-step authentication is enabled, while signing in, after entering the username and password, you will be prompted to enter the verification code sent to the selected authentication method. Once you have entered the valid verification code, you will be logged in to your account. If you have enabled more than one authentication method, you can choose any one method to receive the verification code.
Follow the below steps to sign in with two-step authentication:
- Go to the BoldSign `Login` page
- Enter the _Email ID_ and _Password_ , and click `Sign In`
- You will be taken to the Verification code page. Enter the verification code sent to the selected authentication method and click `Verify`.
- Now, you will be logged into your account.
- If you have enabled more than one authentication method, you can choose the authentication method to receive the verification code using the `Choose a different verification method` option.
# How to use a backup code in two-step authentication?
A backup code can be used to sign into your account when you have lost access to all the secondary verification methods.
## Generate backup code
- Go to the `Settings` menu and click `My Profile`.
- You can find the `Backup code` option in the Two-step authentication section.
- Click the `Generate Backup code` option near the `Backup code`.
- A verification code will be sent to the selected authentication method. Enter the code in the verification code field and click `Verify`.
- A backup code will be displayed. Save the backup code to access the account when you lose access to the authentication methods.
## Use backup code
- Go to the BoldSign login page, enter the username and password, and click `Sign In`.
- Click `Choose a different verification method` option and select `Login with Recovery Code`.
- You will be taken to the Verification page. Enter the backup code in the textbox and click `Verify`.
- Then, on the _Set Up Two-step Authentication_ page, select an authentication method, enter the verification code sent to the selected authentication method, and click `Verify`.
- Now, you will be logged into your account. Also, a new backup code will be displayed.
We have also published a video tutorial on this topic. Check out the video below:
{height=315 width=560}
# How to change the signer page language?
The signer can select their preferred language while signing the document. Once a language is selected, all the text on the signing page, like button text, popup messages, etc., will be translated into the chosen language. The currently supported languages are as follows:
1. English
2. Spanish
3. German
4. French
5. Romanian
6. Norwegian
7. Bulgarian
8. Italian
9. Danish
10. Polish
11. Portuguese
12. Czech
13. Dutch
14. Russian
15. Swedish
16. Simplified Chinese
17. Traditional Chinese
18. Japanese
19. Thai
20. Korean
The signer page language can also be customized by the sender while creating the document. To know how to set the language for the signer while creating the document, check this link: [Send the signature request to signers in different languages](https://support.boldsign.com/kb/article/156/send-signature-request-in-different-languages).
Follow the steps below to change the signer page language:
- Open a document received through email or from the `My Documents` page.
- You can find the language dropdown near the terms and conditions. Select your preferred language from the dropdown, and all the text will be translated into the selected language.
# How to bulk download the bulk link documents?
The bulk link allows users to send a single document to multiple recipients for signature. This can save time and effort. A bulk link is generated by the user and shared with the intended recipients, who can then access the document and complete the signature process. It is now possible to download the completed documents in bulk rather than downloading each document individually.
Follow the steps below to download the completed documents in bulk:
- Go to `Bulk Links` and select `My Bulk Links`.
- Select a Bulk link and click the `Download` option in the `More actions` dropdown.
- The download option will be shown only if at least one respondent has completed the document.
- If the combined size of the documents is small, then the documents will be downloaded as a zip file. You can find all the completed documents in the zip file.
- If the combined size of the documents is too large, a link to download the documents will be sent to your email address. You can download the documents using the link.
- The download link will expire in 7 days.
:::Info
Audit trails are not included in bulk downloads. If you need the audit trail, you must download it individually for each responder.
:::
# How to filter documents with specific tags?
Tags are used to categorize and organize documents for easier search and retrieval. You can add tags while creating the document or after creating the document. It is also possible to add multiple tags to a single document. By adding tags, you can easily find a group of related documents rather than searching for each document individually.
Learn how to add tags to the document from this article: [Organize and manage documents using tags](https://support.boldsign.com/kb/article/2/organize-manage-documents-using-tags).
Follow the steps below to find documents with specific tags:
- Go to the `Documents` menu and select `My Documents/Team Documents`.
- You can find the `Filter` icon near the search field.
- Click the filter icon and select the specific tag(s) from the dropdown in the `Tags` field.
- Once selected, click the `Apply Filter` button.
- All documents under the specific tag(s) will be displayed.
- You can also pin the filtered documents to the dashboard using the pin option at the top of the page. It helps to track the status of the filtered documents easily.
# How to show or hide the BoldSign sign-up information for the signers?
When non-BoldSign users sign a document, they will be prompted to create a new BoldSign account by default after signing the document. This helps non-BoldSign users to join BoldSign easily and access their signed documents. However, the account administrator can disable this sign-up prompt for signers if needed.
The below prompt will be displayed to the non-BoldSign users after signing the document.
Follow the steps below to hide the BoldSign sign-up information:
- Go to the `Settings` menu and click the `Business Profile`.
- You can find `Allow recipients to create a free BoldSign account after signing` option at the bottom of the page.
- Disable that option using the toggle button and then click the `Save changes` button.
- The sign-up prompt will no longer appear when a non-BoldSign user signs the document, and the message will be displayed as shown below.
# How to set default values for the form fields?
BoldSign supports setting default values in Textbox, Image, Checkbox, Radio buttons, and Editable date form fields. When you create a document in BoldSign, you can easily set default values for these fields, which will be automatically populated when the signer opens the document. The signer can change the default value if needed. In addition, the default value can be set as read-only. The signer cannot modify the default value if the read-only is enabled.
Follow the steps below to set default values for the form fields:
- Click `Create New` from the dashboard and select the `Create New Document` option.
- Fill in all the required fields on the `Prepare document` page and move to the `Configure fields` page.
- Drag and drop a form field to the desired position. If you choose the `Editable Date` form field, the settings menu will open on the right side of the page.
- In the `Default Date` option, select a date using the calendar icon. The selected date will be displayed to the signers by default, and they can change it if needed.
- To make the default value uneditable by the signer, check the `Read Only` checkbox. Once the checkbox is selected, the default value will be fixed and cannot be changed by the signer.
- Similarly, you can set the default value and read-only for Textbox, Image, Checkbox, and Radio button form fields.
# How to apply coupons while making payment?
In BoldSign, after creating an account, you can access the trial plan for 30 days. Upon its expiration, a subscription payment is required. When making the payment, enter the coupon code in the designated field to avail discounts on your subscription. It is also possible to apply coupons after activating the subscription plan.
Follow the steps below to apply coupons:
- Click on `Subscription` on the _Settings_ menu to go to the _Subscription page_.
- On the Subscription page, click on the `Upgrade` option and you will be directed to the _change plan_ page.
- Select a paid plan on the _Change plan_ page and click the `Upgrade plan` button.
- You will be taken to the `Payment details` page. On the right side of the page, you can see the `Apply promo code` option in the `Promo` column.
- When you click that option, a textbox will be displayed. Enter the promo code in the textbox and click the `Apply` button.
- The discount will now be applied to the subscription plan based on the coupon and the adjusted amount will be displayed.
- Now, click the `Buy now` button to pay for the subscription, and the plan will be activated successfully.
- The coupon can also be applied after activating the subscription plan.
- On the `Subscription` page, you can find the `Promo` column under the `Billing information` section.
- Click the `Apply promo code` option, enter the valid coupon code in the textbox, and then click `Apply`.
- The discount will be applied and reflected in the next billing cycle. You can check the adjusted amount in the `Next Due` column.
# How to get job title and company name from the signers?
The sender can request the signer's job title and company name using the `Title` and `Company` form fields when sending a signature request.
Follow the steps below to get the job title and company name from the signers:
- Click `Create New` and select the `Create New Document` option.
- Fill in all the required fields on the `Prepare document` page and click `Next` to move to the Configure fields page.
- Form fields can be found on the left side of the page. Select the `Title` and `Company` form fields and drag them to the desired location on the document.
- Click `Send`, and the signature request will be sent to the signer successfully.
- Now, the signer can update the job title and company name in the respective fields.
- If the signer is a BoldSign user, the company field will be pre-filled with the company name they provided when they created their account. However, signers can modify the pre-filled company name in the company field. On the other hand, if the signer is not a BoldSign user, they must manually enter their company name in the `Company` field.
- The title field allows the signer to enter their job title. If the signer has already updated their job title on their _My Profile_ page, it will be automatically filled in when they open the document. However, they can modify the pre-filled job title in the `Title` field. Otherwise, they will need to manually enter their job title into the field.
:::Info
You can also change your company name on the _Business Profile_ page, under the `Profile Details` section, which was initially updated while creating a new account.
:::
# How to hide the BoldSign branding in email?
When you send an email using BoldSign, the Powered by BoldSign logo will be displayed by default to indicate that the email has been sent using BoldSign. If you wish to remove the BoldSign logo from emails, you can do so if you are a paid plan user. Once enabled, the logo will no longer appear in any emails sent through BoldSign.
Follow the steps below to hide the Powered by BoldSign branding:
- Click the `Branding` option under the `Settings` menu.
- Select the brand, then click the `Edit Brand` option from the context menu on the right side of the brand.
- In the Edit brand page, scroll down to the BoldSign Branding field and enable the `Hide the "Powered by BoldSign" branding` option, then click the `Save changes` button.
- Now, after creating a new document, the Powered by BoldSign logo will be hidden in the signer's email.
# How to download the signed bulk link document?
Bulk link refers to the process of creating a single link that can be shared with multiple recipients for signing a document. This feature can be extremely useful for businesses, organizations, or individuals who frequently require signatures from multiple people for the same document. Once the signers have signed the document using the shared link, the sender can download each signed document individually.
The signed documents can also be downloaded in bulk. Check this article to know [how to bulk download the bulk link documents](https://support.boldsign.com/kb/article/390/bulk-download-bulk-link-documents).
Follow the steps below to download the signed bulk link document:
- Go to the `Bulk Links` menu and select `My Bulk Links`.
- Locate the bulk link for the document you need to download and click on it to open the details page.
- Scroll down to the `Responders` list located at the end of the page to see the list of signers who have signed the document using the bulk link.
- Hover on a particular signer whose signed document you want to download.
- You will see a download icon at the right end of the signer. Click on that icon to download the signed document.
- The signed document of a particular signer will be downloaded successfully.
# How to change the auto reminder settings?
The auto-reminder feature helps to remind the signers to sign the document automatically. An account admin can set a fixed auto reminder for the entire organization rather than setting it individually for each document. Once the sender has sent a document to the signer, the reminders will be sent automatically at specified intervals and a specified number of times. The sender can also change the auto reminder settings while creating the document.
Follow the steps below to change the auto reminder settings:
- Go to the `Settings' menu and click `Business Profile`.
- On the _Business Profile_ page, you can find the `Auto Reminder Sequence` option under the `Document Settings`.
- By default, the auto reminder will be sent every 3 days and the maximum number of reminders is 3. For example, if you send a document on the 8th of a month, the auto reminders will be sent on the 11th, 14th, and 17th of that month.
- You can change the auto reminder settings by enabling the `Auto Reminder Sequence' option.
- Once enabled, specify the interval days in the `Remind every' column and maximum reminders in the `Max. reminders` column and click `Save changes`.
- The specified interval days and maximum reminders will be displayed on the prepare document page for all senders while creating the document. The senders can change the auto reminder settings if needed.
# How to change the default brand?
In BoldSign, the account admin can create multiple brands and set any of them as the default. It is also possible to change the default brand at any time and only one brand can be set as the default.
Follow the steps below to change the default brand:
- Click the `Branding` option under the `Settings` menu.
- Select the brand that you want to set as default on the `Manage Brands` page.
- Click the context menu at the right end of the brand and select the `Set as Default` option.
- Now, the default brand will be changed successfully and the previous default brand will be automatically removed from the default status.
- When a sender creates a document, the default branding will be automatically applied to the document. However, the sender can still choose to change the branding for a specific document if needed.
- The selected brand will be reflected in the emails and signing pages.
# How to set the signing order of the signers?
A signing order refers to the sequence in which multiple signers are required to sign a document. It is typically easy and can be done through a simple drag-and-drop interface. By default, the _Signing order_ option is disabled, which allows all signers to receive the mail simultaneously, and they can proceed to sign the document, regardless of their signing order. However, in some cases, it may be necessary to specify the signing order. Enabling the _Signing order_ option allows you to specify the order in which signers will receive the email and sign the document.
Follow the steps below to change the signing order of the signers:
- Click `Create New` and select the `Create New Document` option.
- On the `Prepare document` page, upload the document that needs to be signed by the recipient.
- Add the recipient under the _Add recipients_ section. If you need to add multiple signers, click the `Add Recipient` option, and you can also add yourself as a signer by clicking the `Add me` option.
- Enable the `Signing order` toggle button to specify the order of signers.
- Now, you can drag and drop the recipients into the desired order using the drag handle, as shown below.
- Fill in all other required fields and click `Next`.
- Drag and drop the required form fields and click `Send`.
- Now, the document will only be sent to the first signer and notified through email. Once the initial signer has reviewed and signed the document, the email will be sent to the next person in the queue for review and signature, and so on, until all signers have signed.
- After all the signers have signed, the final signed copies will be emailed to all signers simultaneously, regardless of their signing order position.
- Additionally, to send an alert email for signers, enable the `Alert signers in advance for sign-in-sequence documents` option on the _Business Profile_ page and click the `Save changes` button.
- By enabling the above option, the first signer will receive the standard review and sign email, and upcoming signers will be informed that they are one of the signers and will receive a notification when it is their turn to sign, as shown below.
- Once subsequent signers complete signing the document, the preceding signers will be notified for each subsequent signer who completes the signing process.
We have also published a video tutorial on this topic. Check out the video below:
{height=315 width=560}
# Do I need a BoldSign account to sign a document?
No, It is not mandatory for the signers to have a BoldSign account to complete the signing process. When you are a recipient of a signature request, you will receive an email notification with the option to sign the document directly from the email.
Follow the steps below to sign a document without a BoldSign account:
- Click the `Review and Sign` button in the signature request email to open the document.
- Read and agree to the terms and conditions and click `Continue` to proceed.
- Click the `Start signing` button at the top-right corner to begin signing the document.
- Fill in the required form fields and click `Complete signing` button.
- After successfully signing the document, a confirmation pop-up will be displayed. If you want to create a BoldSign account, click the `Create account` button, as shown in the following image.
# Can I upload multiple file formats together for a signature request?
In BoldSign, you can easily create a signature request for multiple files of different formats. This feature saves you time by allowing you to send all the necessary documents together in a single signature request, rather than sending them separately. BoldSign supports popular file formats such as PDF, PNG, JPG, JPEG, DOCX, Excel (.xlsx) and PowerPoint (.pptx). You can also rearrange the files in the order you want them to be displayed to the signers.
Refer to the link to know more about the [supported file formats and file sizes](https://support.boldsign.com/kb/article/154/supported-file-formats-and-sizes).
Follow the steps below to upload multiple files for a signature request:
- Click `Create New` and select the `Create New Document` option.
- In the `Add file(s)` section, click `Browse` and add the required files.
- Once added, drag and drop the files into the desired order using the drag handle on the left side of the file.
- Then, proceed with the document creation process and send it for signing.
- When the signer opens the document, the files will be displayed one below the other in the specified order.
# How to change the session timeout duration?
Session timeout duration is a crucial security feature that automatically logs out inactive users after a specified period of time. In this way, it helps to safeguard user accounts against unauthorized access.
Follow the below steps to change the session timeout duration:
- Click the `Business Profile` option under the `Settings` menu.
- Scroll down to the _Document settings_ section to find the `Session Timeout` option.
- In the `Session Timeout`, set the required duration by clicking the increment or decrement value drop-down. By default, the value is set to 15 minutes. The acceptance value range is between 15 to 720 minutes.
- After setting the required duration, click the `Save changes` button at the top-right corner of the _Business Profile_ page.
- Now, when a user is logged into the BoldSign app and remains inactive for a specified duration, the app will automatically log out and will then be asked to log in again, as shown in the following image.
- However, if you enable the `Keep me logged in for 30 days` option during login, the session will not expire and will remain open even if the user is inactive for an extended period of time.
# How to address the "Needs Attention" Status in BoldSign?
In BoldSign, the `Needs Attention` status indicates that there is an issue with a document that requires your attention to resolve. If a document is sent to an invalid email address, it will not be delivered to the intended signer. Similarly, if the signer enters an incorrect authentication code more than three times, they will be unable to access the document. In either case, the document status will be changed to _Needs Attention_. You can see this status on the _Dashboard_ and _My Documents_ page.
When a document is marked as _Needs Attention_, you can review the issue and take appropriate actions to resolve it, such as correcting any errors or contacting the signer for further information so that the document can be processed and delivered as intended.
To review and correct the documents in the needs attention status, follow the steps below:
- Click on the document and check the email address/access code on the overview page.
- To change the access code, select the context menu at the right end of the recipient, click the `Auto generate` or `Change manually` option, and add the access code.
- You can use the `Email access code` option to send the access code to the signer through email.
- If you want to change the authentication type, click the `Remove authentication` option, and add the `Email OTP` option. The OTP will be sent to the signer’s email id when they open the document.
- To change the email address, click the `Edit recipient` option in the context menu, enter the correct email address in the `Email ID` field, and click `Send`.
- If you want to make any additional changes to the document, you can use the `Clone and Resend` option at the top of the page.
- When you click that option, a new copy of the document will be generated. Once you have made the necessary changes, click `Send` to resend it to the signer.
# Is it possible to add a user to multiple teams in BoldSign?
In BoldSign, users can only be part of one team at a time. When you add an existing member to a new team, an error message will be displayed as shown below.
If you want to add an existing member to a new team, you must remove that member from their current team before adding them to the new one. Only the account admin or team admin can delete the member from the existing team.
## Allow user to access other team documents
If you want to add the same user to multiple teams to access the other team documents, you can use the custom permission feature. Using this feature, an account owner can allow any member to access the documents of other teams.
Follow the steps below to allow the user to access other team documents by adding custom permission:
- Select the `Custom Permissions` option under the `Users and Teams` menu and click `New Custom Permission`.
- In the `User(s)` column, select the user(s) to whom you want to provide access to other team documents and select the team(s) in the `Select Teams` column.
- Then, specify the required access in the `Resources and Permissions` section, select `Allow` in the access type, and click `Save`.
- The custom permission will be created successfully.
- In the below example, the account owner allows _Regina S_ from the `Accounts` department to access the documents of the `Technical support` team.
To know more about the custom permission feature, check out this article: [Create custom permission](https://support.boldsign.com/kb/article/42/create-custom-permission).
# How to change the authentication of a signer?
Authentication refers to the process of confirming the identity of a user, which helps to prevent unauthorized access. It is added to the signers during the document creation process and can be changed even after the document has been sent for signature. However, only the sender and the sender’s administrator can change the authentication.
Refer to these links to know [how to add authentication to a signer](https://support.boldsign.com/kb/article/4/add-authentication-to-a-signer) and [how to add authentication after sending a document](https://support.boldsign.com/kb/article/151/add-authentication-after-sending-document).
Follow the steps below to change the authentication type of the signer after sending the document:
- Expand the `Documents` menu on the _Dashboard_ page and select `My Documents`.
- Click the document in which you want to change the authentication type, and you will be directed to its overview page.
- Scroll down to the bottom of the overview page to find the `Recipient Details`.
- In the `Recipient Details` section, you can see the current authentication type assigned to the recipient.
- To change the current authentication type, select the `Remove authentication` option from the context menu at the right end of the recipient.
- A confirmation pop-up appears, and click the `Yes, remove` option to proceed.
- After removing the authentication, select the `Add authentication` option from the context menu.
- The authentication types will be displayed. Select a required option, and the authentication type will be changed successfully.
- When the signer opens the document, the updated authentication type will be displayed for verification.
# How to send a document with your brand identity?
A brand is an identity for an organization that can be easily recognized with a unique logo and color scheme. When sending a document for the signature request, including your brand makes it more professional and creates a strong brand impression on the recipients. You can create multiple brands, but only one brand can be selected when creating a document.
## Creating a brand
- Select the `Branding` option under the _Settings_ menu in the left navigation pane.
- Click the `Create New Brand` button to create a new brand.
- On the create branding page, specify the name of your brand in the `Brand Name` field.
- Next, upload your brand logo and choose the brand colors. Brand customization preview will be displayed on the right side.
- Optionally, you can also specify the “From” name that appears in signature request emails and click the `Save` button.
- Now, the brand has been successfully created.
## Selecting a brand while creating the document
- Click the `Create New` button and select the `Create New Document` option.
- Fill in all the required fields and scroll down to the `Document Settings` section.
- Under the `Document Settings` section, you can find the `Select Brand` option. The default brand is selected and you can change it by selecting your brand from the dropdown.
- Finally, complete the document creation process and send the document for signature. Now the signer email and signer pages are customized with your branding.
# Document missing as an attachment in final email
If the completed document is larger than 5 MB, it will not be attached to the email. You will receive an email with a link to download the file, from which you can download the completed document. If it is less than 5 MB, the signed copy will be attached to the email.
Follow the steps below to download the document through the link:
- Open the completion email and click the `View Document` link.
- You will be taken to the document page.
- Click the `More Actions` drop-down at the top right corner and select the `Download document` option.
- The file will be downloaded to your device.
# Accessing and viewing documents as a CC recipient
The CC recipients can access the signature request document sent by the sender to the signer via email. When a CC recipient is added to a document in BoldSign, they will receive an initial email notification indicating that they have been added as a CC recipient. Subsequently, they will receive notifications on every action done by the signer.
Although CC recipients can view and download the document, they do not have the ability to sign it. Additionally, the signature request document will also be listed on the CC recipient's _My Documents_ page, where they can access it at any time.
Follow the below steps to locate the document on the _My Documents_ page:
- Click the `Documents` menu on the _Dashboard_ page and select the `My Documents` option.
- Here, you can find the list of documents displayed.
- Now, click the required document, and you will be directed to the overview page.
- On the overview page, you can view the complete document details of the recipient.
- You can also download the final copy of the signed document once the recipient completes the document signing process.
# How to upload completed documents to Google Drive on Zapier?
Integrating BoldSign with Google Drive through Zapier is a convenient way to store and access documents in the cloud without the need for manual intervention. In this case, BoldSign is the trigger app, and Google Drive is the action app. A pre-configured Zap template for this scenario is available on the BoldSign Zapier integration page.
Follow the steps below to auto-upload completed BoldSign documents to Google Drive:
- Go to the link [Upload new completed BoldSign documents to Google Drive](https://zapier.com/apps/boldsign/integrations/google-drive/1192549/upload-new-completed-boldsign-documents-to-google-drive) and click the `Try this template` button.
- You will be taken to the Zap creation page. Add the relevant title for the Zap at the top of the page.
- Trigger: Select `BoldSign` as the trigger app and choose `Document Completed` as the trigger event.
- Connect your BoldSign account and test the trigger to ensure it is working properly, then click `Continue` to move to the next section.
- Action: Select `Google Drive` as the action app and choose `Upload File` as the action event.
- Connect your Google Drive account and specify the folder where you want to save the completed BoldSign documents.
- Under the Action column, map the required fields, such as the file name, file extension, and other details as needed, and test the action to ensure it is working properly.
- The recently completed BoldSign document will be uploaded to the specified folder in Google Drive.
- Ensure the details, publish, and turn on your Zap.
- Thus, whenever a new document is completed in BoldSign, it will automatically be uploaded to Google Drive in the specified folder.
We have also published a video tutorial on this topic. Check out the video below:
{height=315 width=560}
# How to track the sent signature request details in Google Sheets using Zapier?
The BoldSign sent signature request document details can be tracked in Google Sheets and can access them for further use. By automatically storing the sent signature request details in Google Sheets, you create a centralized location for tracking and managing all your signature request details. The pre-configured Zap template available on the BoldSign Zapier integration page can be used to automate this process.
Follow the steps below to update the sent signature requests details in Google Sheets:
- Open the link [Track newly sent BoldSign signature requests in Google Sheets](https://zapier.com/apps/boldsign/integrations/google-sheets/1192521/track-newly-sent-boldsign-signature-requests-in-google-sheets) and check the details of the Zap.
- Click the `Try this template` button, which will take you to the Zap creation page.
- Add the relevant title for the Zap at the top of the page and complete the setup process.
- Trigger: Select `BoldSign` as the trigger app and choose `Document Sent` as the trigger event.
- Connect your BoldSign account and test the trigger to ensure it's working properly. Then, click `Continue` to proceed to the next section.
- Action: Select `Google Sheets` as the action app and choose `Create Spreadsheet Row` as the action event.
- Connect your `Google Drive` account and select the spreadsheet and worksheet in which the sent document details will be stored.
- The fields added in the particular spreadsheet will be listed one below the other.
- Fill in the fields and test the action to ensure it is working correctly, then turn on your Zap to activate the automation.
- Thus, the BoldSign document details will be tracked automatically in the Google Sheets spreadsheet when a document is sent.
# How to send signature request details in email via Gmail using Zapier?
The newly created signature request document details can be emailed to a particular person through Gmail using BoldSign integrations on Zapier. This is helpful to notify a relevant person when a signature request is sent. It ensures that they are aware of the document and can take appropriate action. A pre-configured Zap template is available on the BoldSign Zapier integration page.
Follow the steps below to send signature request details as an email via Gmail:
- Open the link [Send emails via Gmail when new BoldSign documents are sent for signatures](https://zapier.com/apps/boldsign/integrations/gmail/1192522/send-emails-via-gmail-when-new-boldsign-documents-are-sent-for-signatures) and click the `Try this template` button.
- The Zap creation page will open. Add the relevant title for the Zap at the top of the page and complete the setup process.
- Trigger: Select `BoldSign` as the trigger app and choose `Document Sent` as the trigger event.
- Connect your BoldSign account and test the trigger. The details of the recently sent document will be displayed. Click `Continue` to complete the section.
- Action: Select `Gmail` as the action app and choose `Send Email` as the action event.
- Connect your Google account and enter the recipient details to whom you want to send the mail via Gmail and click `Continue`.
- Then turn on your Zap to activate the automation.
- Thus, the signature request details will be automatically emailed to the specified recipient via Gmail when you send the signature request to the signers.
We have also published a video tutorial on this topic. Check out the video below:
{height=315 width=560}
# What are the supported BoldSign triggers and actions in Zapier?
In Zapier, triggers and actions work together to create workflows that automate your work processes and connect different apps and services. A trigger is an event that initiates an action when a specific condition is achieved. Actions are operations that are performed on an app when a trigger event meets a specific condition.
## Supported Triggers
- `Document Completed`: Triggers when all signers have completed the document.
- `Document Sent`: Triggers when a document is sent to a signer.
- `Document Declined`: Triggers when a document is declined by the signer.
When creating a Zap, you can select any of the above triggers. Based on the selected trigger, details will be fetched from BoldSign to perform the associated action.
For instance, if you select the `Document Completed` trigger, the details of the completed document will be fetched from BoldSign. You can then set up an action that will be performed automatically, such as storing the completed document on a cloud storage service like Google Drive or Dropbox.
## Supported Action
- `Send Document from Template`: This action allows to automatically create and send the document for signature from BoldSign when a specific condition is met in another app.
For instance, if you create a Zap to send a BoldSign signature request automatically when a Google form is submitted, the details will be fetched automatically from the Google form once the recipient has submitted and used to generate a document using the BoldSign template. The created document will then be sent to the signer for signature. You can view the sent document in your BoldSign application.
# How to create BoldSign signature requests for new Google Form entries?
With Zapier, you can automate the creation of BoldSign signature requests when a new response is received on Google Forms. To do this, you can use Google Forms as the trigger app and BoldSign as the action app to create a Zap in Zapier. Fortunately, a pre-configured Zap template is available for this scenario on the BoldSign integrations page on Zapier.
To use this Zap, you must set up a Google Form to receive responses, as shown below.
Follow the steps below to create BoldSign signature requests for new Google Form entries:
- Go to the link [Send BoldSign signature requests for new Google Form entries](https://zapier.com/apps/boldsign/integrations/google-forms/1192559/send-boldsign-signature-requests-for-new-google-form-entries) and click the `Try this template` button.
- The Zap creation page will open. Add the title for the Zap at the top of the page and complete the setup process.
- Trigger: Select `Google Forms` as the trigger app and choose `New Form Response` as the trigger event.
- Connect your Google account and select a form from which the details should be fetched once submitted and click `Continue`.
- Test the trigger to verify its functionality, then click `Continue` to move to the next section.
- Action: Select `BoldSign` as the action app and choose `Send Document From Template` as the action event.
- Connect the BoldSign account and choose a BoldSign template from the drop-down in the _Choose Template_ field. The label is the only supported form field that can be added to the template. The template fields will be displayed in the Action column.
- Click `True` in the _Sandbox Mode_ field to test the integration without consuming API credits.
- Map the required fields and test the action to ensure it is working correctly, then turn on your Zap to activate the automation.
- Whenever a Google Form is submitted, a document will be automatically generated and sent to the signer. The generated document will contain pre-filled information based on the data submitted through the Google Form.
# How to pre-populate information for bulk link signers using query parameters?
Bulk Links are convenient for sending the same document link to multiple signers. To make the process even more efficient, you can optionally prefill fields for your signers by passing the values in query parameters.
## Create bulk links
Before you can pre-populate form fields for Bulk Link signers, you need to create a Bulk Link. Follow these steps to create one:
- Log in to your BoldSign account and click on the `Create New` button on the dashboard page. Select `Create New Bulk Link`.
- Upload the document and fill in the title, recipient role, and any other necessary information. You can also assign form fields to the role on the form fields prepare page. Take note of the field ID as it will be needed later.
- Once you've assigned the form fields, click `Create Bulk Link` to complete the process.
### Pre-populate information using query parameters
After creating the Bulk Link, you can pre-populate signer name, email and form field values using query parameters. You can add document fields ID and values to the bulk link URL as parameters, separated by an ampersand (&) symbol.
### Pre-populate signer's name and email
You can pre-populate the signer's name and email in the URL query parameters to skip the step of entering identification details. Use the following syntax:
| Field Type | Query Parameter |
| --- | --- |
| Signer name and email | {Url}&ROLE_signerName={name}&ROLE_signerEmail={email} |
### Pre-populate form field values
To pre-populate form fields, you need to provide the form field ID and value in the query parameters. The following form fields are supported for pre-populating:
- Textbox
- Checkbox
- Radio Button
- Editable Date
- Dropdown
Use the following syntax in the URL query string to pass values for different types of form fields:
| Form Fields | Query Params | Examples |
| --- | --- | --- |
| Textbox | < TextboxId >= < value >| TextBox1=abc |
| Radio Button | < RadioGroupId >=< RadioOptions > | RadioGroup1=Male |
| Checkbox | < CheckboxId >=On (for checked) or < CheckboxId >=Off (for unchecked) | CheckBox1=On |
| Dropdown | < dropdownId >=< DropdownOptions > | Dropdown1=Apple |
| Editable Date | < EditableDateFieldId >=< dateValue > (in the YYYY-MM-DD format) | EditableDateField1=2023-04-15 |
### Examples:
- For a single form field: `https://app.boldsign.com/document/sign-bulk-links/?documentId={documentId}&TextBox1=abc`
- For multiple form fields: `https://app.boldsign.com/document/sign-bulk-links/?documentId={documentId}&TextBox1=abc&CheckBox1=On&EditableDateField1=2023-04-30&RadioGroup1=Male`
- For both signer name, email, and form fields: `https://app.boldsign.com/document/sign-bulk-links/?documentId={documentId}&Signer_signerName=UserA&Signer_signerEmail=dev@boldsign.dev &TextBox1=abc&CheckBox1=On&EditableDateField1=2023-04-30&RadioGroup1=Male`
Replace the placeholders with the actual IDs and values. Once you have constructed the URL with the pre-populated form field values, send it to the signer. When the signer clicks on the URL, they will be taken to the signing page with the form fields pre-populated with the values you specified. It's important to ensure that the form field IDs and their corresponding values are correct, otherwise the pre-populated values will not be applied correctly.
# How to disable the email verification for bulk link signers?
In BoldSign, you can disable the email verification for bulk link signers during the bulk link creation process. By disabling this feature, signers will not be required to enter a verification code to access the bulk link.
## Create bulk links with disabled email verification
Follow the steps below to disable email verification for bulk link signers:
- Click on `Create New`, go to `Create New Bulk Link` and you will be directed to the _Prepare Bulk Link Document page_.
- Add Bulk Link _Title_, _Welcome message_, and _Acknowledgement message_ in their respective fields.
- Then, add file in the Add file(s) section.
- On the Initiator Role section, click to disable the `Email verification required` option to disable verification for bulk link signers. By default, this option is enabled.
- Add all the required fields and click `Next` to go to the configure fields page.
- On the configure fields page, add the required form fields, and click the `Create Bulk Link` button.
- You have now created a bulk link with email verification disabled.
- Signers can now sign the document without being required to go through email verification.
While disabling email verification for bulk link signers can make the process easier, it is also important to note that anyone with access to this link can sign the document now. We advise that you fully comprehend the consequences of disabling email verification before proceeding. Our recommendation is to avoid turning off email verification wherever possible.
# How to skip the signer verification in bulk links?
This article will guide you on how to skip the signer verification for Bulk Link signers using query parameters. Bulk Links enable you to send a single link to multiple signers and bypass the signer's identification details, saving both you and the signers' time.
## Create bulk links
Follow the steps below to create a new bulk link and pre-fill signer information using query parameters:
- Click on Create New, go to Create New Bulk Link and you will be directed to the Prepare Bulk Link Document page.
- Add Bulk Link Title, Welcome message, and Acknowledgment message in their respective fields.
- Then, add file in the Add file(s) section.
- On the Initiator Role section, click to disable the `Email verification required` option to disable verification for bulk link signers. By default, this option is enabled.
- Add all the required fields and click `Next` to go to the _configure fields page_.
- On the configure fields page, add the required form fields, and click the `Create Bulk Link` button.
- You have now created a bulk link with email verification disabled.
- Signers can now sign the document without being required to go through email verification.
### Pre-filling signer's name and email using query parameters
You can pre-fill the signer's name and email using query parameters in the URL to skip the signer’s verification step. Use the following syntax:
| Query Parameter | Definitions |
| --- | --- |
| {URL}&{ROLE}_signerName={name}&{ROLE}_signerEmail={email} | • {URL} - Replace with the bulk link's URL from the overview page or dialog shown after creating the bulk link. |
| | • {ROLE} - Replace with the recipient role selected while creating the bulk link. • {name} - Replace with the signer's name. • {email} - Replace with the signer's email address. |
To pre-fill the signer's information, make sure to provide both the signer's name and email in the query parameters; otherwise, the verification process will not be skipped.
Example: `https://app.boldsign.com/document/sign-bulk-links/?documentId={documentId}&Signer_signerName=UserA&Signer_signerEmail=usera@mail.com`
### How it works
To simplify the signing process for your signers, you can bypass the initial signer information page and take them directly to the document signing page. Typically, when a signer accesses your bulk link URL to sign the document, they are usually presented with a signer information screen where they have to provide their name and email, and then verify their identity through an OTP sent to their email. See the screenshot below for reference:
However, if you have correctly set up the bulk link query parameters with the signer's name and email, as per the syntax mentioned earlier, the signer can bypass this verification page and proceed straight to the signing page, as shown in the screenshot below. This simplifies the signing process and saves time for your signers, making it more efficient.
# How to create BoldDesk tickets when BoldSign signature requests are declined?
The BoldSign Zapier integration provides a convenient way to automate the process of creating BoldDesk support tickets when signature requests are declined in BoldSign. The pre-configured Zap template is available on the BoldSign Zapier integration page, which can save time and effort by simplifying the setup process for automation.
Follow the steps below to create BoldDesk support tickets when BoldSign signature requests are declined:
- Go to the link [Create BoldDesk tickets when new BoldSign signature requests are declined](https://zapier.com/apps/bolddesk/integrations/boldsign/1192530/create-bolddesk-tickets-when-new-boldsign-signature-requests-are-declined) and click the `Try this template` button.
- You will be navigated to the Zap creation page. Add the relevant title for the Zap at the top of the page and follow the prompts to complete the setup process.
- Trigger: Select `BoldSign` as the trigger app and `Document Declined` as the trigger event.
- Connect your `BoldSign account` and test the trigger to ensure that the integration is working correctly. Then, click `Continue` to move to the next section.
- Action: Select `BoldDesk` as the action app and `Create Ticket` as the action event.
- Connect your BoldDesk account and map the required fields such as Brand, Requester Email ID, Requester Name, and other details based on your needs.
- Test the action to ensure it is working correctly and then turn on the Zap to start automating the process.
- Thus, the BoldDesk support tickets will be created automatically when signature requests are declined in BoldSign.
# How to filter the documents within a specific date range?
In certain situations, it may be necessary to view documents that were sent or received within a specific date range. BoldSign offers users the ability to filter documents by date range. This feature lets you quickly and easily locate documents that were sent or received within a specific timeframe.
Follow the below steps to filter the documents within a specific date range:
- Expand the `Documents` menu and select the `My Documents` option.
- Click the `Filter` icon, which is located near the search field.
- Next, click the `Calendar` icon in the `Sent between` field to select the desired date range.
- After selecting the date range, click the `Apply Filter` button.
- Now, all the documents sent between the selected date range will be displayed.
- In addition, you have the option to select a Custom range, where you can choose specific start and end dates, and then click the `Apply` button, followed by the `Apply Filter` button.
- If you want to pin the filtered documents to the dashboard, click the `Pin` icon at the top of the page.
# How to manage the members of a team?
You can manage a team by adding users, removing users, changing the team member to another team, activating and deactivating the users, and so on. The account administrator can perform these processes across the entire organization, while the team administrator can only make changes to their respective team.
Follow the steps below to add, remove, change to another team, activate, deactivate and search the users in a team:
## Adding a user
- Expand the `Users & Teams` menu and select the `Teams` option.
- Select the team to which you want to add members.
- Next, click the `Invite users` button on the top-right of the page.
- In the Invite new users dialog box, enter the user’s email address, choose the user’s role, and then click the `Add` button, followed by the `Invite` button. You can also designate more than one user as team admin in the team.
- Now, the invited users will receive an email with a link to accept the invitation.
- Once the user has accepted the invitation, they will be added to the team.
## Removing a user
- Carefully consider your actions before deleting a user. Once a user has been deleted, they will be permanently removed and cannot be retrieved.
- Click the `Context` menu located at the end of the user you want to remove and select the `Delete User` option.
- A confirmation pop-up will appear. If the user has no document associated with them, then click the `Confirm` button to remove the user.
- If the user has documents associated with them, then transfer the ownership to another user by selecting their name from the `To` field and clicking the `Confirm` button.
- Now, the user will be deleted successfully.
## Deactivate a user
- When a user is deactivated, their account is temporarily suspended. The user cannot access their account or perform any actions within the system. However, they can be activated again if needed in the future.
- Click the `Context menu` located at the end of the user you want to deactivate and select the `Deactivate User` option.
- A confirmation pop-up will be displayed. Fill in the required field and click the `Confirm` button.
## Activate a user
- A deactivated user can be further activated by clicking the `Context` menu at the end of the deactivated user.
- Then, select the `Activate User` option.
- Now, the user will be reactivated.
## Searching for a user
- You can search for a particular user from the list of users using the `Search users` field.
## Changing a team
- You can able to move the user from one team to another.
- Click the `Context` menu located at the end of the user and select the `Change Team` option.
- Next, select the `Team` from the `Select Team` drop-down menu and choose whether to transfer the user's documents to the new team or to another user.
- Finally, click the `Confirm` button.
- Now, the selected user has been successfully moved to another team.
# How to create and manage a team?
Any number of teams can be created and managed in BoldSign. Once teams have been created, you can easily rename or delete them and quickly find the team you need using the search option. The account administrator has the authority to create, rename, delete, and search for teams throughout the organization, while the team administrator can only perform these actions within their respective team.
Follow the steps below to create, rename, delete and search a team:
## Creating a team
- Expand the `Users & Teams` menu and select the `Teams` option.
- Click the `Add team` button, which is located near the search field.
- Now, Add new team dialog box will be opened.
- In the Add new team dialog box, enter the desired name for your team in the `Team name` field, and then click the `Add` button.
- Now, the new team has been added to the organization successfully.
## Renaming a team
- Go to the `Teams` menu and select the team that you want to rename.
- Click the `Context` menu and select the `Rename` option. You can also rename the team name by clicking the `Edit` icon, as shown below.
- In the Edit team name dialog box, enter the new name for the team.
- Then, click the `Update` button to save the changes.
- Now, the team name has been updated successfully.
## Deleting a team
- Navigate to the `Teams` menu and select the team that you want to delete.
- Click the `Context` menu and select the `Delete` option.
- A confirmation pop-up will appear; click the `Confirm` button to proceed with the deletion.
## Searching for a team
- If there are many teams available, it is difficult to locate the team by navigating manually. On that case, you can find the particular team from the list of teams using the `Search Teams` option near the Add team button.
# How to delete a document?
If you have a document that is no longer needed or was created incorrectly, you can delete it from your account. However, you can only delete a document if it has been completed, expired, declined, or revoked. If you want to delete an in-progress document, you can revoke the document and can delete it.
Follow the below steps to delete a document from your account:
- Go to the `Documents` menu and select the `My Documents` option.
- Locate the document you want to delete and click the `Context menu` at the end of the document.
- Next, select the `Delete` option from the menu.
- Once the document is deleted, it will be moved to the trash folder, where it will remain for 30 days before being permanently deleted.
- If you want to delete the document immediately, navigate to the `Trash` folder and delete it by using the `Context menu` and selecting the `Delete forever` option.
- A document cannot be recovered once it has been permanently deleted. Therefore, make sure that you are absolutely certain that you no longer need the document before proceeding with the deletion process.
# Configuring an app registration for Single Sign-On (SSO) in Microsoft Azure AD
This process enables the BoldSign application to integrate with Azure AD and provide users with seamless access to the BoldSign application using SSO. By configuring an app registration for SSO, you can ensure that the BoldSign application is secure and compliant with your organization's identity and access management policies.
## Configuring an app registration for BoldSign SSO in Microsoft Azure AD
- Sign in to the `Microsoft Azure portal` (https://portal.azure.com/).
- Navigate to the **Microsoft Entra ID** service.
- Then, select the `App registrations` option in the Manage menu from the left-hand navigation pane.
- Next, click the `New registration` button at the top of the page.
- Enter a name for your application in the `Name` field. This can be any unique name you choose.
- Under the `Supported account types` section, select the appropriate account types that your application will support.
- In the `Redirect URL` section, enter the `Redirect URL` for the BoldSign application, such as https://account.boldsign.com/SSOLogin/SSOLoginCallback. This is the URL where Azure AD should send the authentication response after the user has authenticated.
- Once the app registration is created, enable the ID token in your app registration settings. This can be done under the `Manage` tab and specifically in the `Authentication` section.
- Please select the `ID tokens` option under _Select the tokens you would like to be issued by the authorization endpoint_. Enabling ID tokens is important for implicit and hybrid flows.
- Once you have made the necessary changes, save the updated settings.
- Then, navigate to the _Certificates & secrets_ section from the left-hand navigation pane.
- In the `Client secrets` section, click the `New client secret` button.
- Enter a description for the secret in the `Description` field.
- Set the `Expires` field to the appropriate value for your use case. Click the `Add` button to generate the client secret.
- Once the client secret is generated, copy the value of the secret, and save it in a secure location. You will not be able to access the value again after leaving this page. This client secret value must be used in the SSO.
## Configure Azure Client ID and secret for BoldSign application using OpenID
- Sign in to the BoldSign application (https://app.boldsign.com/).
- Then, expand the `Settings` menu and select the `Identity Management` option.
- On the `Single Sign-On` section, select the `Open Id` option.
- Next, enter your Azure application `Client Id` and `Client Secret Value` in the designated fields.
- In the `Authority` field, enter the `URL` for your Azure AD tenant, using the following format: https://login.microsoftonline.com/{your-tenant-ID}/v2.0
- Click the `Save` button to save your configuration.
:::Info
After configuring SSO for the BoldSign organization, please note that you will not be able to delete this configuration. However, you can modify your client details and authorization types as needed. Additionally, any new users invited to join the organization must accept their invitation through the designated Azure organization only.
:::
## Invite new users to join the BoldSign organization
- Go to the `Users` page in your BoldSign admin account.
- Click the `Invite user` button to add a new user.
- Then, enter the email address of the user you want to invite, which should be associated with your Azure organization.
- Once you have added all the necessary users, click the `Add` button, followed by the `Invite` button to send out the invitations through email.
## Accepting an invitation to join a BoldSign organization with SSO configuration
- Open the email inbox and find the invite link.
- Click the Invite link to open the BoldSign sign-in page.
- Please click the `Log into your Organization’s Name` button, you will be redirected to the configured provider site and asked to log in.
- You will be directed to the Microsoft login page. Enter your Microsoft account credentials and click `Sign in.`
- Once you have successfully logged in, you will be directed to the BoldSign account stay sign-in page. Click Yes or No to stay signed in.
- After selecting the required option, you will be directed to the Basic Info page where you need to fill in your `First Name,` `Last Name,` and `Phone Number` fields.
- Then, click the `Proceed` button.
- Now, you have successfully logged into the BoldSign dashboard page where you can start using the application.
## BoldSign application sign in with SSO
- Open the BoldSign application (https://app.boldsign.com/) and click the `Login` option in the top-right corner of the page.
- Then, choose the `Sign In with SSO` option to proceed.
- In the `Organization Email` textbox, enter the email address associated with your SSO account.
- Click the `Continue` button to proceed.
- You will be directed to the Microsoft login page. Enter your Microsoft account credentials, including your email address and password, and click `Sign in.`
- After successfully logging in, you will be directed back to the BoldSign account stay signed-in page. Decide whether you want to stay signed in for 30 days by clicking the `Yes` or `No` button.
- Now, you will be directed to the BoldSign dashboard page.
# How to create a new BoldSign account?
To utilize the BoldSign web application or APIs, you need to have a BoldSign account. You can create a new account in BoldSign or log in using your Gmail, Microsoft or Apple account.
Follow the below steps to create a new BoldSign account:
- Go to the BoldSign account creation page using this link - [account.boldsign.com](https://account.boldsign.com/).
- To create a new account, click the `Sign Up` option at the bottom.
- On the _Account Creation_ page. Enter a valid email address in the `Work Email` field and click the `Create Account` button.
- You will be taken to the _Verification_ page. Enter the verification code you received via email in the verification code field, set a valid password in the `Create Password` field, and click the `Continue` button to finish creating your BoldSign account.
- Now, you will be directed to the Select Plan page, where you need to choose the appropriate plan for your account. There are two options available: API pricing and Web App Pricing. Within these options, you can select the desired plan on a yearly or monthly basis, as shown in the following image.
- Under API Pricing, you can choose the `Enterprise API` or opt for a `Custom`.
- After selecting the appropriate plan, you will be taken to the BoldSign Dashboard page, where you can start using it to sign and manage your documents.
- In addition, you have the option to sign in to the BoldSign application using your Google, Microsoft or Apple account, without creating a separate BoldSign account, as shown below.
- To sign in with Google, click the `Sign in with Google` option. Then, enter your email address and password, and click the `Next` button. The same process applies to signing in with Microsoft or Apple.
- Finally, you can choose to stay signed in for 30 days or not by clicking the `No` or `Yes, keep me signed in` button.
- After selecting the necessary option, you have now successfully logged into the BoldSign application.
# What are the form fields available in BoldSign?
BoldSign provides a variety of customizable form fields to gather necessary information from signers and provide details to them. These form fields can be easily dragged and dropped anywhere in the document, allowing you to customize their settings based on your specific requirements.
Follow the below steps to add the form fields to the document:
- On the _Dashboard_ page, click the `Create New` button and select the `Create New Document` option.
- Fill in all the required fields and click the `Next` button.
- You will be navigated to the _Configure fields_ page.
- Now, you can drag and drop any required field to the desired location in the document.
The following are the available form fields in BoldSign:
- Signature
- Initials
- Textbox
- Date signed
- Checkbox
- Radio
- Name
- Email
- Title
- Company
- Editable Date
- Image
- Dropdown
- Attachment
- Label
- Hyperlink
## Signature
The Signature form field is used to get the signature from the signer.
Signer can use any one of the following three methods to add the signature:
* Choose a signature from the auto-generated style
* Draw the signature using a mouse or stylus
* Upload a pre-existing signature image
Furthermore, in the signature field, when a signer signs the document for the first time, they will be prompted to choose their signature style. Once the signature style is selected, it will be stored and applied automatically with a single click for subsequent signatures. However, if needed, signers have the option to change their signature style at any time.
## Initial
Similar to the Signature field, the Initial field allows user to add their initials to the document in a designated space.
## Textbox
A Textbox field allows the signer to input text into the document. This is useful for collecting information from the signer, such as their name, address, or other relevant details.
- In the `Textbox settings`, enter the default text to the `Default Text` field, which will be automatically selected for signers by default.
- Adding a Hint text field is optional. If you add a hint text, it will be displayed as a hint in the textbox field before signers select a value.
- If you add both default value and hint text, only the default value will be displayed to the signers.
- Customize the fonts in the font section as per your requirements. Additionally, you have the option to set the alignment so that the text entered by signers will be aligned accordingly.
- In the `Validation` field, you will find a list of options: Only Numbers, Regex, Currency, Email, and None. From this list, you can select the appropriate option based on your requirements. The chosen option will determine the type of text that signers can enter in the field.
## Date Signed
The Date Signed field captures the current date when the signer signs the document electronically. The value will be filled automatically, and it cannot be modified. You can set the `Date format` and `Font` fields as per your requirement in the respective fields.
## Checkbox
A Checkbox field allows the signer to select one or more options from a list of options.
- By default, the `Required` field is enabled. If needed, you can enable the `Read Only` and `Checked by default` fields based on your requirements.
- Multiple checkboxes can be added to a document, and you can synchronize them using the `Data Sync Tag` field.
- Furthermore, you have the flexibility to adjust the size of the checkboxes to suit your specific needs.
- Additionally, you can apply conditional logic in the `Conditional logic` field to control the visibility of certain fields, making them appear only when a specific condition is satisfied.
## Radio
A Radio button field allows the signer to select only one option from a list of options.
- In the `Radio button settings` section, enter the available options in the `Radio Button Values` field. To add more options, click the `Add Radio` button.
- If needed, you can choose one of the options as the default selection in the `Radio Button Values` field. This option will be automatically checked when signers open the document.
- Similar to the Checkbox form field, conditional logic can be applied for Radio buttons too.
## Name
When you drag the Name field into your document, it will be pre-filled with the respective signer's name by default. However, signers have the option to modify the pre-filled name while signing the document. In the "Name settings" section, you can customize the Font Size, Line Height, Text Color, and more according to your requirements.
## Email
When adding this field, the signer's email address is automatically filled in by default. This field can be used to collect the signer's contact information, which can be used for future communication.
## Title
A Title field allows the signer to enter their job title or position. If the signer has already updated their job title on their _My Profile_ page, it will be automatically filled in while signing the document. If not, then they need to mention their job title in the field manually.
## Company
A Company field requires the signer to enter their company name. It will be pre-filled with the company name if they provided it when creating the BoldSign account. If not, then they must enter their company name manually in the Company field. Refer [how to add the company form field](https://support.boldsign.com/kb/article/535/job-title-and-company-form-fields) article for more details.
## Editable date
An Editable date field allows the signer to enter a date using a date picker or by typing it in manually. This field can be used to collect specific dates from the signer, such as a start or end date. The sender can also specify a date range so that the signer can select the date within that range. If you didn’t specify the date range, then the signer can select any date from the calendar.
- In the `Editable settings`, customize the `Date format` as per your requirement.
- The sender can add the default date in the `Default Date` field, which will be displayed to the signer as a pre-filled value.
Refer to this article to know more about the editable date field: [How to add an editable date field to the document](https://support.boldsign.com/kb/article/166/add-editable-date-form-field).
## Image
An Image field allows the signer to upload an image. This field can be used to collect a scanned copy of their signature or a supporting document.
- In the `Image settings`, you can specify the `Image Title` and restrict image types to JPG or JPEG, SVG, PNG, and BMP in the `Accept only` field.
- Then, the `Instruction` field is optional. If provided, the instructions will be displayed to signers when they upload the image.
For further information, refer to this article: [How to request images from signers](https://support.boldsign.com/kb/article/164/request-images-from-signers).
## Dropdown
A Dropdown field displays a list of options when clicked. The signer can select one option from the list.
- To set up a dropdown field, you need to enter the values in the `Dropdown options` field. You can also add multiple values by clicking the `Add Value` button. The values entered here will be displayed in the dropdown field when signers click on it.
- The added values can be reordered using the drag handle near the value field. The dropdown list values will be displayed in the specified order. To remove a value, click the `Minus icon` in the value field.
- In the `Default DropDown Option` field, you can choose the default value to be pre-selected in the dropdown field.
- Other customization options are the same as explained in the other fields. For further information, refer to this article: [How to add a dropdown field to the document.](https://support.boldsign.com/kb/article/172/add-dropdown-form-field)
## Attachment
An Attachment field allows the signer to upload a file. This field can be used to collect additional information from the signer, such as a resume or other supporting documentation. In the `Attachment` settings, you can specify the Attachment title and restrict file types to PDF, Document (.docx), and Image (.jpg, .jpeg, and .png) in the `Accept only` field. Refer [how to request attachment from signers](https://support.boldsign.com/kb/article/161/request-attachments-from-signers) article for more details.
## Label
A Label field provides additional information or instructions to the signer. This field is useful when the signer needs additional context or guidance when filling out the form. In the Label settings, enter the value to be displayed in the `Value` field. The entered values can be aligned to the left, right, or center. The alignment you select will determine how it is displayed while signing the document.
## Hyperlink
A Hyperlink field allows the signer to click on a link that takes them to a specific webpage or document. This is useful for providing additional information or resources related to the document being signed. In the `Hyperlink settings` section, you need to specify the `Text to Display` and the `Hyperlink URL` in the respective fields. For more details, refer to this article: [How to add hyperlinks to a document.](https://support.boldsign.com/kb/article/140/add-hyperlink-field)
We have also published a video tutorial on this topic. Check out the video below:
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# How to align the text in the textbox and label form fields?
In BoldSign, text alignment support is available textbox and label form fields. With this feature, you can easily align the text within these fields according to your preference. The available alignment options are left, right, and center.
Follow the below steps to align text in the textbox and label fields:
- On the _Dashboard_ page, click the `Create New` button and select the `Create New Document` option.
- You will be directed to the _Prepare document_ page, where you need to fill in all the required fields and click the `Next` button.
- Here, all the form fields are located on the left side of the _Configure fields_ page.
- Drag and drop the textbox field to the desired location on the document.
- Select the textbox form field that you added to the document and on the right side of the page, you will see the `Textbox settings field.`
- Look for the text alignment options and choose the desired one from the available choices: left, right, or center.
- Once you have selected the desired alignment, the text entered by signers in the textbox form field will align accordingly.
- Similarly, in the `Label settings field,` enter the text to be displayed in the `Value` field and choose the desired alignment from the available options, such as left, right, and center. The text you entered in the Value field will align according to the chosen alignment option.
# How to update the company name?
The company name specified during the account creation process will appear in the profiles of all members within the organization by default. The account administrator can update the company name on the business profile page if necessary. The team admin and members can only view the company name on their profiles and cannot modify it.
Follow the below steps to update the company name:
- Go to the `Settings` menu and select the `Business Profile` option.
- You will be navigated to the _Business Profile_ page.
- Under the `Profile Details` section, modify the company name in the `Company Name` field.
- Additionally, if necessary, you can also update the address associated with the company in the respective fields provided.
- After making the necessary changes, click the `Save Changes` button to update the changes.
# How to discard the changes while editing the template?
In BoldSign, you have the option to effortlessly discard any unsaved changes made to a template without saving them. By selecting the discard option, you can easily revert the template back to its original state if you made any unintended modifications or have decided not to proceed with the changes.
Follow the below steps to discard the changes while editing the template:
- Select the `My Templates` option on the _Templates_ menu to go to the _My Templates page_.
- On the My Templates page, click the `Context` menu of the template you want to edit and select the `Edit template` option.
- Once you start editing the template and want to undo any changes you made, simply navigate back from the _Prepare template_ page by clicking the back arrow.
- A pop-up will appear, click the `Discard` button to discard the changes.
- After discarding the changes, you will be redirected back to the _My Templates_ page.
# How to transfer the account ownership in BoldSign?
In BoldSign, the account owner holds the ability to transfer ownership to any other account administrator. However, this transfer cannot be performed to team admins or team members. Once the transfer process is successfully executed, the new account owner will have full control and authority over all account features and capabilities, granting them the necessary administrative privileges.
Follow the below steps to transfer the account ownership:
- Navigate to the `Users & Teams` menu and click the `Users` option.
- You can find a list of users on the Users page. Locate the user to whom you want to transfer the ownership and click the `Context` menu at the right end of their name.
- From the menu, select the `Transfer Account Ownership` option.
- A confirmation pop-up will be displayed. Click the `Transfer` button to proceed.
- Now, the account ownership has been successfully transferred to the selected account admin. The new account owner will have full authority over the account.
# How can an existing user join another organization?
If you are currently using BoldSign with an existing account, joining another organization is not supported. If someone attempts to invite you to a new organization, they will receive an error message indicating that you cannot be added. It's important to note that you can only be a member of one organization at a time. If you intend to join a different organization, you must first be removed from your current one.
The account administrator has the ability to delete their account from the business profile page. If a team member wishes to join another organization, it is the responsibility of the account administrator to remove them from the current organization. This ensures a smooth transition and proper management of membership within the organization.
## Deleting your account
You should be the account admin to delete your account from the current organization. Follow the below steps:
- Go to the `Business Profile` page and click the `Profile Details` section.
- Scroll down to the bottom of the page and click the `Delete account` button.
- After the deletion process is initiated, the account will be deleted after seven days.
- If the account owner prefers to retain all data and documents associated with their account, they can transfer their ownership to another user before deleting the account. Once the transfer is successfully completed, the account can be safely deleted.
## Deleting team admin or team member account
- To delete a team admin or team member account, navigate to the _Users_ page, locate the specific user, and select the `Delete User` option from the `Context` menu.
- Once the deletion process is completed, they will be able to join another organization.
- Refer to these links to learn more about [how to transfer the account ownership](https://support.boldsign.com/kb/article/12864/transfer-account-ownership) and [how to delete a user and transfer their documents to another user](https://support.boldsign.com/kb/article/25/delete-user-and-transfer-documents).
# How to upload newly signed documents to Dropbox using Zapier?
Leveraging Zapier to automate the upload of signed documents to Dropbox offers numerous advantages, including centralized storage and cloud backup. To streamline this process, you can utilize the pre-configured Zap template provided on the BoldSign Zapier integration page.
Follow the steps below to automatically upload newly signed documents to Dropbox:
- Go to the [Upload newly signed BoldSign documents to Dropbox](https://zapier.com/apps/boldsign/integrations/dropbox/1192548/upload-newly-signed-boldsign-documents-to-dropbox) page and on clicking the `Try this template` button, you will be redirected to the Zap creation page.
- Provide a relevant title for the Zap at the top of the page.
- By default, the trigger app is set as `BoldSign`, and the trigger event is `Document Completed`.
- Connect your BoldSign account and test the trigger to ensure it is working properly. Then, click the `Continue` button to proceed to the next section.
- The action app is set as `Dropbox`, and the action event is `Upload file`. Connect your Dropbox account to retrieve the required data.
- In the Action column, specify the folder where you want to upload the newly signed documents and fill in any other necessary fields. Then, test the action to confirm its working.
- The recently signed BoldSign document will be uploaded to the specified folder in Dropbox.
- Verify all the details, publish the Zap, and turn it on.
- Thus, hereafter, when a new document is completed in BoldSign, it will automatically be uploaded to Dropbox in the designated folder.
# Can I download a document before everyone has signed it?
Yes, you can download the document from the _My Documents_ page before everyone has signed it. However, please note that if any signatures are pending, a watermark denoting the document's in-progress state will appear on the downloaded copy. Once all signers have completed their signatures, the final copy of the document without the watermark will be available for download.
Follow the below steps to download a document on the My Documents page:
- Expand the `Documents` menu on the _Dashboard_ page and select the `My Documents` option.
- Then, on the _My Documents_ page, click the document you want to download.
- You will be directed to the overview page. Here, click the `More actions` button at the top-right of the page.
- From the dropdown menu, select the `Download document` option.
- Additionally, once everyone has completed the signing process, you will receive an email with an attachment that enables you to download the final copy of the document, which includes both the completed document and the Audit Trail document.
# How to switch from a free plan to a free trial plan?
In BoldSign, once you have created a new account and selected the free plan (Essentials), you can easily switch to the free trial plan by using the upgrade option on the subscription page. It is important to note that the trial plan is valid for 30 days and can only be availed once before subscribing to the paid plan.
The difference between the free plan and the free trial plan lies in the feature limitations. While the free plan offers limited features, the free trial plan grants access to all the features available to the paid plan users.
Follow the below steps to switch to the free trial plan:
- Navigate to the `Settings` menu and select the `Subscription` option to open the subscription page.
- Now, you can view your current plan in the overview section. If you wish to change your subscription plan, click the `Upgrade` option.
- You will then be redirected to the _Change Plan_ page. Here, you can switch from the free plan (Essentials) to the free trial plan by clicking the `Start Free Trial` option on the `Growth` or `Business` plan.
- Now, the free trial plan has been subscribed to your account.
Refer to this article to know more about the subscription plans: [How to change my current plan.](https://support.boldsign.com/kb/article/35/change-my-current-plan)
# What is a BoldSign document?
BoldSign document is an electronic document with many elements, which can be easily sent out for eSignatures. You can create this document entirely within the BoldSign application by utilizing the various features offered on the Prepare Document page.
To create a new BoldSign document, simply navigate to the _Prepare Document_ page. There, you can add all the necessary fields. Under the `Add files` section, you have various options for uploading documents, such as choosing from the computer, cloud, or template, and it also includes other features like Adding recipients and CC.
In the `Document` section, the Title and Message for the document can be added. Moving on to the `Document Settings` section, you have the option to select a brand, set an expiry date, and more. After filling in the required fields, click the `Next` button to proceed to the _Configure fields_ page.
On the _Configure fields_ page, you can add the required form fields to the document. Some of the available form fields include Signature, Name, Textbox, Checkbox, etc. Once the document is set up with the necessary fields, click the `Send` button to send it for signature.
The recipients can sign the document electronically by drawing their signature with a mouse or stylus, choosing the default format style, or even uploading a scanned image of their physical signature. Once the signing process is completed, BoldSign generates a final copy of the document and a detailed audit trail of the signing process. If required, you can also download it.
# How to configure custom form fields?
The Custom Form Fields feature allows the account administrators to customize the standard form fields according to their preferences and save them for future use. This eliminates the need to set up the form fields from the scratch every time. Additionally, they can share the created custom form fields with other users in the organization and even can hide the standard form fields if needed.
Furthermore, the users can also create custom form fields themselves, but only if the account administrator has enabled this option.
The account administrators have the ability to enable or disable the following options:
- `Allow users to view standard form fields` - By default, this option will be enabled. This option cannot be turned off unless the administrator has configured and shared the custom form field.
- `Allow users to create custom form fields` - This feature allows the users of the organization to create custom form fields. The created custom field will not be visible to other users in the organization.
- `Allow users to view shared custom form fields` - This feature allows to share the custom form field with the users in the organization. By default, this option will be disabled, and it can be enabled only after configuring the custom form field.
## Create custom form field
When the account admin enables the `Allow users to create custom form fields` option, the users of the organization will gain the ability to create custom form fields from their accounts and they can use it whenever they create a document or template with the particular brand.
Follow the steps below to allow your users to create custom form field:
- Go to the `Settings` menu and select the `Branding` option.
- Click the `Create New Brand` option. After filling in all the required fields, select the `Advanced` section, enable the `Allow users to create custom form fields` option, and click `Save`.
The users can follow the below steps to create a custom form field:
- Create a new document or template and select the particular brand.
- Click `Next` to move to the form fields page. When you drag and drop a form field, settings will open on the right side of the page.
- Customize the form field based on your needs and click the `Save as custom field` button.
- You will be prompted to enter the _Field name_ and _Description_. Once done, click the `Save` button.
- Now, you can see the `Custom Fields` tab next to the standard form fields. When you click on it, the created custom form field will be displayed.
- You can use the customized form field whenever you create a document or template with the particular brand.
## Configure and share the custom form field within the organization
When the account admin configures the custom form field and enables the `Allow users to view shared custom form fields` option, the configured form field will be accessible to all users in the organization.
Follow the steps below to configure and share the custom form field:
- Click the `Configure Form Fields` button and you will be taken to the designer page.
- Drag and drop the required form field on the designer page, add the specifications on the `Settings`, and click the `Save as custom field` button.
- You will be prompted to enter the _Field name_ and _Description_. Once done, click the `Publish Fields` button.
- A confirmation pop-up will be displayed. Click `Confirm` and the Custom field will be successfully published.
- Then, enable the `Allow users to view shared custom form fields` option and click the `Save changes` button.
- The configured custom field will be displayed to all users under the organization when they create a document using the particular brand.
- If you do not want to display other standard form fields to the users, you can hide them by disabling the `Allow users to view standard form fields` option.
We have also published a video tutorial on this topic. Check out the video below:
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# How to import contacts from Xero to BoldSign?
You can import your Xero contacts into BoldSign to streamline your signature workflows. This integration eliminates the need for manual data entry and ensures that your contact information is up to date.
Follow the steps below to import contacts from Xero:
- Go to the `Settings` menu and click the `Integration` option.
- On the Integration page, locate the `Xero` app and click `Enable`. The Xero add-on is available for `$5/month`.
- Enter the valid `Email ID` and `password` and click the `Log in` button.
- The consent screen will appear. Click the `Allow access` button on the consent screen and Xero will be connected with BoldSign successfully.
- After a successful connection, all valid existing contacts from Xero are automatically imported into `My Contacts` page in BoldSign.
- Any contacts that are added, updated, or archived in Xero will be reflected on ` BoldSign`.
- Using the View Details option, you can see the BoldSign user who connected Xero along with the connected Xero tenant name.
# How to change the bulk links language?
Senders have the flexibility to change the language when generating a bulk link. The currently supported languages include English, German, Spanish, French, Romanian, Norwegian, Bulgarian, Italian, Danish, Polish, Portuguese, Czech, Dutch, Russian, Swedish, Simplified Chinese, Traditional Chinese, Japanese, Korean, and Thai. Once the bulk link is sent to the signer, all transaction-related emails and static content on the signing page will be automatically translated into the selected language. In addition, signers also have the option to change the language during the signing process if needed.
### Selecting language while creating a bulk link
- Click `Create New` and select the `Create New Bulk Link` option.
- Configure the bulk link by adding necessary details such as Title, Welcome message, and Acknowledgement message, and then upload the document.
- To choose the language for the bulk link, click on the dropdown menu located at the right end of the `Recipient Role` section and select the desired language.
- Once completed, click `Next` to move to the form fields page, add the required fields, and click the `Create Bulk Link` button.
- The bulk link is created successfully. When you share the link with the signers, all the signer-related transaction emails and signing page static contents will be displayed in the selected language.
### Selecting language while signing the bulk link
- While opening the bulk link, you can find the language dropdown near the terms and conditions.
- Select your preferred language from the dropdown, and all the text on the signing page, such as button text, popup messages, and other content, will be translated into the chosen language.