How to Edit/Delete an Auto Placement Template?

Admins/Custodians can edit the existing auto-placement template, search and delete the auto-placement templates and rename an auto-placement template.

To edit an existing Auto placement Template, Click the Edit button available next to the template name. You may then change value of any of the fields: Template Name, Signature Policy, Accessibility, Document, String Name, string to be searched, X and Y offset, etc. Click the Save button and a confirmation message will be displayed.

To delete an existing Auto placement Template, Click the Delete button available next to the template name. Users will receive a pop up to confirm the deletion of the template.

While creating an auto-placement template, the admin or custodian will be able to set the accessibility of an auto-placement template as Private, Public or Group.Users to whom the template has been made accessible can log in and see the auto-placement templates that are available to them based on the chosen accessibility settings. Only the Owners of the template have the capability to modify the accessibility settings for templates they have created at any time.

Users other than the owners of auto-placement templates can only use the shared templates during composing. While using auto-placement templates the users will be able to see the templates under shared templates and will be able to compose with those auto-placement templates. As the users navigate to the compose screen, they will navigate to the filters: My Templates, All, and Group.

Label Creation and Configuration

MSB Admin users possess the authority to create, manage and configure various types of labels, such as numbers and text, from the admin panel. Users can efficiently search for epaks using these labels, enhancing the overall search and retrieval experience. Labels are dynamic key-value pairs designed as searchable fields.

Admins can create or delete labels, enable, or disable and can specify validation criteria for labels.

A label can be used only once for the journey of an ePak. Disabled labels are hidden from view and inaccessible to the users. By default, the created label will be open and accessible to custodians, submitters, and signers.

Users have the option to assign user-friendly names to labels and can select the type of label: Text, Number, Regex or Dropdown. If a label is marked as Required, it will be mandatory to be filled by the custodian or assigned to a signer and if assigned, it is mandatory for the signer to fill the value.Users can modify only certain properties of the labels they have created. Unwanted labels can be removed or deleted by the users.

Admins can opt for custom validation rules or choose to have no validation for a label. Users will be able to apply configurable validations to the Custom Regex label type only. Custom validation includes specifying a regex pattern and defining a custom validation message.

-Text: The user can add free text.

-Number: The user will be able to add numbers.

-Dropdown: The user can choose an option from the dropdown list.

-Custom Regex: The user will have a text box to enter a regex pattern. Once the pattern is added, user can save it.

While composing an ePak, the custodian can access all enabled labels within their tenant. The custodian can select a label and provide a corresponding value conforming to the validation rules. If a value is added to the label, the next signer will be able to view the value but will not be able to edit it.If a Label is Assigned to a signer, it is mandatory to be filled by the signer.

For Text labels with Open accessibility, the signer can enter up to 25 characters in the text label. If a custom regex pattern is applied, the user can only enter values that can be validated by that pattern. For Number labels with Open accessibility, the signer can enter up to 25 numbers in the number label. For Dropdown labels with Open accessibility, the signer can select only one value from the list of the dropdown.

In the ePak overview, labels associated with the ePak will be displayed. Each label displayed will indicate the user who added the label.

Document Management System and Collaborate editing

If Document Management System and Collaborate editing is enabled for your tenant, Users may create, import, or upload a document into the Document Management System, enhancing its versatility and utility.

Click on the Create drop down button and the Document, Spreadsheet, Presentation, Forms options are available. By clicking the Document option, a document format file will be created and visible in My Documents folder. The new document will open in Only Office tool. This will be the same for other options.

Users will also have an option to create a folder and create or upload documents in that folder.

A Collaborative Editing User has the flexibility to edit and save changes to a document within Only Office. Users can also place a comment, edit a comment, remove, and resolve a comment. Users may @mention other users within documents they own or those shared with them. @mentioning another user triggers an email to that user containing the contents of the @mention comment and secure link to the document.

Users will be able to compose an ePak from the DMS. Select the document you wish to send; the details section will appear on the right side with a list of all the possible actions like Compose ePak, Edit, Move, Create, Rename, Share, Download, Clone, Transfer Ownership, and Delete. Click on Compose ePak. Users will get redirected to the compose page and the user will be able to add tags, policies, or recipients to the document.

DMS users are assured that their documents will remain secure and accessible only to those with whom they choose to share. These documents are safely stored on MSB servers.

Live Photo Capture

If configured, MSB can allow Custodians to request a live photo capture of the signer at the time of signing. The custodian may choose to perform a liveness check for a specific recipient, or all recipients, of an epak. The signer has the option to review the liveness check and retake the image if desired. Upon successful completion, the live photo is added to the audit trail of the signing event, along with the date, and time of capture.

When a signer opens the ePak, they will be asked to click a live photo of themselves before proceeding. MSB will not accept a non-live human photo and the user will be asked to take photo again. Once the Liveness Check is Successful, the signer can finish signing the document.

Auto Placement

MSB users can use the Auto-placement feature, if enabled for their tenant, to create an auto-placement template. Custodians can use the Auto placement template while composing an ePak to avoid manually dropping tags on the document. A Custodian user will be able to map the strings and tags on a sample document such that the same tags will be auto placed next to the string, delete the strings, and give a name to a string.

How to create an Auto Placement Template?

To create an Auto placement template, follow the below steps:

1. On the Templates Page, select the Auto Placement tab and click on the Create button.

2. Add a Template Name, select a signature policy, Choose the accessibility of your document template. You can either make it Public, Private or Group and Attach a document. An error message will be displayed “Please Upload a document to Proceed” if the user tries to proceed without uploading a document.

3. Once the user has added the document, the user can proceed to enter the strings. A string will have parameters:

-Name or Label of a string ( Acceptable Length of Label)

-String to be searched on the document. ( Length of String)

-X offset and Y offset: Where the tag will be dropped with respect to the string. This will not appear the very first time when the string is decided. In this case, the tag will be dropped at (0,0) offset.

4. Once the string is decided the user can click on “Place Fields”, and the tag will be dropped on the string itself. Once the user clicks on the locate button next to the string, this button will take the user to the first instance of the string.

5. Only Signature tag can be dropped. Once the tag is dropped on the string, the offset will start to appear along with the string. To change in the placement of the Tag, user can manually add the X offset and Y offset and then values will get update in real-time without clicking any button or the user can drag the tag on the document, and the offsets will be updated.

6. Users can then click on Save to save the auto-placement template. MSB displays a success message, and this template will now be visible under ‘Templates’.

7. If the user tries to save the template without giving the auto-placement strings, a message will be displayed “Please add strings before saving the document.”

If a string is present in multiple locations, the tag will be dropped at multiple locations. The changes made at the one tag will be reflected in all the tags in the same group.

How to use an Auto Placement Template while composing an ePak?

To use an existing Auto Placement template while composing a single ePak:

1. Click the Compose button and you will see an option to upload a document using Templates.

2. Click on Auto Placement Template and all templates (created by you or shared publicly) will be listed. Select the template you would like to use by clicking on ‘Add Document’.

3. Upload the document for the selected template. The user can use the auto-placement template for one document only. Click next to add the signers.

4. In the Add Recipients window, enter the name of a signer(s). Workflow will have the same policy as that of the Auto-placement template.

5. On the compose page, on the side panel, the user will be able to see an icon for assigning signers to identifiers and can search for the signers. Only those signers can be searched that were added to the workflow previously. All tags associated with the identifiers will be assigned to the same signer.

6. Click on Send ePak and a success message will be displayed.

Bulk Stamp Paper

1. Click on “Add” button to upload a stamp paper into the system. Select Multiple to add multiple stamps in one go. Download the CSV file to add details.

2. Fill all the details in downloaded CSV file and upload the same in Upload Stamp (CSV) option and Upload Stamp images renamed as Certificate no.

3. Click on Create and Assign the stamp papers to required custodians.

How to create ePak using stamp paper

1. Login to your account under custodian/admin role and click on compose.

2. Upload a document, click on the 3 dots, and select ‘Use with Stamp Paper’. Select the stamp paper by clicking on Use Stamp Paper.

The document will be uploaded along with the attached Stamp paper, the stamp paper being the first page followed by the document. Drag and drop the required signature tag and send it to the signer to complete the process.

Perform semantic text comparisons between PDFs.

MSB users can perform semantic text comparisons between PDFs using a link named “Compare”. After getting on Compare page, user will have the option to upload any allowed format file and MSB will convert the file to PDF before rendering it on screen. Compare page will be separated into 2 views where the left side will be named “Add First Document” and the right side named “Add Second Document” and user can see the comparison between two files side by side. This feature is configurable.

Upload the documents you would like to compare and click on Compare Documents at the top right corner.

User will be able to see the difference in the documents as shown in the screenshot below. Choose any document by selecting the checkbox that you would like to proceed with.

MSB can capture geographical coordinates of the signer.

MSB can give a custodian the functionality to enforce Signer to share their geographical location during Signing if the system is configured to do so. Signer should allow the browser to share the location with MSB application before starting the signing.

If an ePak has geolocation turned OFF, then the text “Geolocation was not requested by custodian “will be shown in ePak activities as below:

However, if an ePak has geolocation is Mandatory, then this is how the activities will look like:

MSB Smart Forms

Smart Forms offer Custodians the ability to organize data collection and access structured form responses. If the feature is enabled, MSB users will be able to create new Smart Forms, upload documents, drop tags, and save the form. Smart Form signers will be able to upload multiple document attachments one by one.

After uploading the document, users will be able to drop the tags and the signing policy will be selected as Contracts Only by default. Users will be able to see the previously created and the newly created forms. They can also view, edit, and delete the existing document present inside the form.

A custodian will be able to add the users in a sequential order in the Smart Forms as in the existing workflow setting. In Smart Forms, only Signing state will be available and as of now, only one user per state can be added. It is not mandatory to add the recipients in the signing state and the first state will always be empty.

Admin/Custodian users will be able to generate a public link or a scannable QR code for the form template and copy and share the link. User can set an expiry date of the link after which the form will not be accessible using the link. When the signer clicks on the smart form public link, they will be redirected to the form.

The owner of the forms will be able to see the responses on the form. All the forms signed successfully will be moved to the Completed folder and the forms still pending for signatures will be present in the Pending folder.

A custodian will be able to add the users in a sequential order in the Smart Forms as in the existing workflow setting. In Smart Forms, only Signing state will be available and as of now, only one user per state can be added. It is not mandatory to add the recipients in the signing state and the first state will always be empty.

Users can also close the link before the expiry date has been reached and once it is closed, the form will not be accessible using the link.

Users can select the start and end date and download the reports to get insights from the data filled in the forms. The report will have data in a single row for each response. All the tags filled by the same signer will be grouped and the tag names will be present in the Column Headers and the values will be present under it.

Contact List

An admin/custodian can organize their contacts by creating contact lists within their contacts and include users from excluded or external domains, providing flexibility in selecting recipients and simplifying the process of sending epaks to multiple recipients simultaneously. When a new contact list is created, the same will be visible under the contact lists filter.

A user can send the epak to all these users at once on the contact list. Users will be able to remove contacts from the contact list, change the name or delete the contact list. The user may search for contacts present in the database and add them to the existing contacts or add/create a new contact to the database. The excluded domain contacts will be kept personal to the custodian that added them. Users can select Recipients from Contacts while composing an ePak.

Webforms

MSB offers webform support. Signers may add, edit, and delete data in a webform, and the data will be prefilled into a document ready to sign. Administrators may link an external webform document to any MSB Document Template and map the webform fields to the Document Template fields.

Steps to create webform mapping in MSB:

Prerequisites:

a) Users must have an Admin role.

b) User must have created workflow template and document template (with form filled PDF) to be used in webform mapping.

1) Navigate to Admin dropdown and select Webform mapping.

2) Click on Create new mappings.

3) MSB will automatically fetch the initial workflow and document template for mapping. However, Admin can always choose by clicking on dropdown if there are multiple options available for workflow and document templates.

4) Provide mapping name and upload the html file which contains all information for all available webform fields that can be linked.

5) After uploading, it will show the form fields which can be linked with system fields. Choose any field from the uploaded file and then choose one/more field from system fields which you want to link. Click Link Selected fields to link them.

6) Similarly, you may link as many fields as you want. After linking, scroll down to bottom, it will show you all linked fields and then you may click Submit to create the mapping.

Letter Heads

What is Letter Head in MSB application?

A letterhead is a heading on the topmost sheet of your business paper. It contains company name, address, contact details, and logo. It is meant to be used for all the documents we create and send in our commercialization. It’s a company’s brand identity, and the goal is for the public to be able to know who the correspondence is from by spotting the logo on the letterhead.

Format supported in MSB Application for Header and Footer is JPEG, JPG & PNG format

How do I create a Letter Head Template?

1) Login using custodian account

2) Click on Template and then Letter Heads. Click on Create.

3) Turn on the toggle for Header/Footer and click Upload Image.

4) Upload windows is open now. Select your Header file that must be in PNG, JPEG & JPG format.

5) Adjust size as per your requirement.

6) Click on the save button and assign any name.

How do I create an ePak with Letter Head?

Login to the custodian account and click on Compose. Select Document Templates and choose any document template.

Select ‘Use with Letter head’ and choose the letter head from the list displayed.

Use Replicate Feature ON if you want to use Letter Head on all pages of document that you have uploaded.Drop your required Tags on document and click send an ePak.

Rubber Stamp

What is Rubber Stamp?

The purpose of Rubber Stamp is to approve, endorse, or dispose of as a matter of routine or at the command of another. A rubber stamp in MSB application is a soft copy with a name, date, or symbol on it. You apply it on to a document to show that the document has been officially dealt with. This is equivalent to Rubber Stamp device we use in our official work to make document for legal authentication.

All stake holders in MSB Applications can use this feature regardless of their role.

How do I upload the Rubber Stamp?

1. Go to Profile of user account by clicking on Manage and click on Rubber Stamp.

2. Click on ‘Add Rubber Stamp’

By using the share feature, you can share the uploaded rubber stamp with other users, and we can also use the stamp shared with us. You will get all shared Rubber Stamp in “Shared with me” section.

3. Click on Upload from Device. Assign name to Rubber Stamp and adjust Width and Height as per requirement. Click Confirm.

How do I drop a Rubber Stamp Tag?

When a custodian is in process of composing and ePak, the custodian can see new tag of rubber stamp as well. The custodian can simply drag and place the tag anywhere over document place or can drag multiple. One can be deployed for custodian and the second for signer.

You cannot apply the rubber stamp to existing ePaks that are in completed/Pending/In progress stage. You may only drop a Rubber Stamp Tag for new ePaks if it has been enabled.

QR Code

What is QR Code?

A QR Code (abbreviated from Quick Response code) is a two-dimensional barcode that is readable by smartphones. A barcode is a machine-readable optical label that contains information about the item to which it is attached. QR Codes may be used to display text to the user, to open a URL, save contact to the address book or to compose text messages.

A QR code consists of black squares arranged in a square grid on a white background which can be ready by the smartphone, you need appropriate software installed on your phone. For Android-based devices, you can use Barcode Scanner . On iOS-Devices like iPhones there are also QR Code readers available on the AppStore. On Firefox OS try QR Code Scanner. On Symbian devices, you can use Mobiletag barcodes reader for example.

How can a custodian use QR Code tag?

A custodian can put a QR code tag in the document along with other custodian tags like signature, timestamp etc. and put in Key label and Key Value pairs in the QR code values as shown in the below snippet. QR code tag is only for the custodian, signer cannot drop this tag on the document.

Note: Custodian can only drop one QR code tag in one document. Custodian will get an error message “Sorry you can drop only one QR Code tag per document” if he drops more than one QR code tag in one document.

About Key Information

Key Information is the set of multiple key labels and key values which is saved by the custodian while creating an ePak. Custodian will enter some key value information at time of creation of ePak. This info will be stored in the database and will be fetched after the validation of QR code. While composing an ePak, custodian can see the QR Code box and after entering the Key Label and Values he can click on the confirm button to save it.

Custodian can add up to 5 key pair information in one QR code for the verification of the ePak. Custodian can click on the 3 dots under Saved Keys to edit/delete the Label and the value.

Once the ePak is created and sent for the signature then we can scan the QR code for the verification. Scan the QR code from your device and it will redirect you to the MSB page wherein epak was originally got processed, which will show you the message that “Verification was successful” and you need to click on the Continue button to see the key information that was entered by the custodian while creating the ePak.

Once the custodian logs in to MSB, it will directly take the user to Documents page.

Single Stamp Paper

1) Login to the application with your Admin credentials.

2) Click on the Addon tab, click on the drop-down arrow, and click on Stamps. Stamp paper Dashboard is displayed in the next window.

3) Click on “Add” to upload a stamp paper into the system.

4) Upload the scanned image and fill up the certificate details. Accept the terms and conditions and click on create.

How to edit the Stamp Papers

Select the unused stamp papers and click on Edit.

Edit the Stamp paper, accept the terms and click Update.

How to View the details filled in Stamp Papers

Select any Certificate Number of stamp papers and click on Details to view the details.

How to Delete the Stamp Papers

Select the unused Stamp papers which you want to delete and click on delete. Confirm the action by clicking on the Confirm Button.

How to Assign a Stamp Paper to other users

Assign the stamp paper to any user or group to be used to create an epak. Select the uploaded stamp paper and click on Assign. Add the details of the assignees and click Confirm.

Once assigned the details of assignee are updated and the status is updated for the stamp paper

Since the stamp paper is not used yet, its status will be unused.

How do I access a report of ePaks sent to me as a Signer?

Click the Reports link in the navigation bar and select ‘Sent to Me’. The Received ePaks report will be displayed. Enter a start date and end date and Click Download to download the report data.

How do I access reports of ePaks that belong to me as a Custodian?

Click the Reports link in the navigation bar and select ‘Custodial Reports’. A list of ePak reports will be displayed. Select the desired report, enter a start date, and end date and click Download to download the report data.The reports available to Custodians are:

– Sent ePaks – All ePaks sent by me

– ePaks Velocity – ePak completion time (Completed ePaks only)

– ePaks Volume – Totals of ePaks by status

– ePaks Recipients – Information about my ePak recipients

– ePak Activities – Activity details for my ePaks

– ePak Signer Status – Status of Signers for all ePaks sent by me

How do I access reports of ePaks that belong to the Groups that I manage?

Click the Reports link in the navigation bar and select ‘Group Reports’. A list of ePak reports will be displayed. Select the desired report, enter a start date, and end date, select the group from dropdown and click the Download button to download the report data.

The reports available to Group managers are:

– Group ePaks – List of all ePaks belonging to the groups I manage

– Group Velocity – My groups’ ePak completion time (Completed ePaks only)

– Group Volume – Totals of my groups’ ePaks by status

– Group Recipients – Information about my groups’ ePak recipients

– Group Activities – Activity details for all my groups’ ePaks