Account Management in User Profile

Team Accounts with Admin users can now manage certain aspects of the account settings from the User Profile screen.

Following a Fall 2024 system release, SIGNiX clients with their own Team Accounts and at least one Admin user can now make certain adjustments to account settings from the User Profile.

In the User Profile, Admins should now see a new button for "Account Administration" which brings up a new screen for adjusting what we call Client Preferences, or CPs. These are settings that can be made at different levels, as detailed below, which control certain aspects of the SIGNiX experience.

Account Administration Overview

At the top of the screen is the "Account Summary" section which displays the current details of the team account itself within SIGNiX.

• Company ID / Client ID: This is an internal name for the account, which is unique and used in places such as reporting, and login links, for example.
• Company Name / Corporate Name: This is the display name on the account, which is used in emails sent to signers, and on the Dashboard.
• Sponsor: Some clients have a sponsor, or an "umbrella" account that their team account falls under, for purposes of invoicing or API integrations.
• Account Type: This displays which product the account is setup to use, such as MyDox, eNotaryDox, Pharmadox, or API
• Product Type: This further clarifies what the account was built for in regards to the client's business needs

Below the Summary section is a "Payment Information" section which displays the current billing details that are on file with SIGNiX.

This section is still under construction and will be Coming Soon.

Next there is a section called "User / Workgroup Management" which allows the admin to perform actions such as Adding or Removing users from the account, as well as creating new workgroups.

Please see this article for more details.

Finally, there is an "Other Settings" section where the admin can adjust the Client Preferences, or CPs for short.

In the SIGNiX system, a CP is a setting that controls a specific aspect of the submitter or signer experience. For example, the Time Zone of the signature date field can be changed from Eastern time to Pacific Time, to suit the needs of the client.

Each CP works on a specific level, so you can make a change which affects everyone and the Account level, or you  can make a change that only affects users in a certain workgroup.

Click on the "Edit CPs" button to open up the new menu.

The top of the Client Preferences screen lists some general details about the levels at which the CPs can be adjusted, and in what order they are applied.

For example, a setting changed at the 1. Workgroup level will override the setting which was set at the 2. Account level, and then both settings will override the 3. SIGNiX default level settings - which is the whole point of being able to customize your experience, so it can differ from the base default.

The first step to changing any CP is to use the "View" drop down menu to adjust what is being displayed on the screen.

If you want to change something at the Account Level, select the first option in the drop down.

If you want to change something at a Workgroup Level, select the appropriate group from the drop down and allow the screen to update and display those settings. For the below example, let's imagine the ABC company has a workgroup called Human Resources.

Once you have selected a View option, scroll down to the list of CPs to choose from.

Decide on one to change, and then click on the text in the "Current Value" column to make a change.

The screen also shows at what Current Level that particular CP is set at, which you can also change in certain circumstances.

What do these Client Preferences control?

Here are descriptions of each currently available CP and what their options involve.

• Address Book Sharing - This feature allows for a list of signer's names and emails to be saved, which allows for quicker transaction creation. More details here.
  The options for the Address Book are:
  • Private - each user has their own book that only they can see and edit
  • Shared - all users in the account share one book, which everyone can see and edit
  • Shared, Read only - all users in the account share one book, which everyone can see but only Admin users can edit
• Allow Signature Graphic - This setting allows signers to draw their own signature, instead of using one of the fonts available.
  The options for the Graphic are:
  • No - signers cannot draw their own signature
  • Yes - signers have the option to draw their own signature
  • Required - signers have to draw their own signature
• Allow Signature Upload - This setting allows signers to upload an image to serve as their digital signature, instead of drawing or selecting a font.
  The options for Upload are:
  • No - signers cannot upload an image for their signature
  • Yes - signers have the option to upload an image for their signature
• Allow Template Locking - This setting allows for users to create templates which can be "locked" which means only the creator or Admins can edit the template. If other users can see the locked template, they can still use it to create individual transactions from the template, but other users will not be able to use the "save" button to update the template itself.
  The options for Template Locking are:
  • Yes - templates can be locked by users who create them
  • No - templates cannot be locked
• Auto Add Initial Date Field - This setting allows for each initial that is placed on a document during tagging to also come with an automatic date field.
  The options for Auto Initial Dates are:
  • Yes - every initial field comes with a date field
  • No - initials will not come with a date, but one can be added manually
• Auto Add Signature Date Field - This setting allows for each signature that is placed on a document during tagging to also come with an automatic date  field.
  The options for Audit Signature Dates are:
  • Yes - every signature field comes with a date field
  • No - signatures will not come with a date, but one can be added manually
• Contact Email - This setting allows for a single email address to be shown in email messages sent to signers, directing them to who they should contact when they have questions.
  The option for the Email is:
  • You can type an email address into the box provided
• Contact Info - This setting allows for customization of the language shown in email messages sent to signers, in regards to who they should contact when they have questions.
  The option for the Info is:
  • You can edit the existing default sentence, or enter your own sentence.
  • Note the use of [submittername] tells the system to use the name of the person who created that particular transaction, or you can manually type on a name of your choosing.
  • Note the use of [submitteremail] works the same as the name.
• Date Signed Format - This setting determines how a date appears in the automatic date fields that come with initials or signatures.
  The options for Date Formats include:
  • M = Month
  • d = Day
  • y = Year
  • h = Hour
  • m = Minute
  • a = Area
  • z = Time zone
• Date Signed Time Zone - This setting determines what Time Zone is used in the automatic date fields that come with initials and signatures.
  The options for the Time Zone include:
  • All standard US based zones
  • GMT = Greenwich Mean Time, often used as a global standard time
  • Others are included, such as Canada, European cities, Asian cities, Australia, etc.
• Enable Wizard Signer Attachments - This setting allows for the option to let signers attach documents during the signing process, which would then become available for the submitter to download after the transaction is Completed. More details here.
  The options for Signer Attachments are: 
  • Yes - submitters can see and interact with the Signer Attachments option on the Documents screen while creating a new transaction
  • No - the Signer Attachments option is not visible
• Enable In-Person Signing -  This setting would turn on a "sign now" button which appears on the Status screen of an active transaction. The purpose of this button is to allow submitters to easily open the signing interface, specifically when the signer is physical present with them in the room together, so that they can sign the documents without having to take out their own device and wait for an email message to arrive. We suggest using this feature with caution.
  The options for In-Person are:
  • Yes - there will be a "sign now" button beside each signer on the Status screen
  • No - the "sign now" button is not visible
• Notification Schedule - This setting allows for a custom notification schedule, which controls when signers receive a reminder to sign, and when a transaction expires.
  The options for Notifications include:
  
  • The last number in the sequence is always the time when expiration happens.
  • Other numbers in the series will represent when reminders will be sent.
  • For example, if you enter {5,10,15}days that would mean reminders will be sent on the fifth day, the tenth day, and then it would expire on day fifteen.
  • Time measurements can include Days, Hours, or Minutes.
  • The format of this must include these specific brackets { } with numbers in a series, separated by commas.
  • If only one number is provided, that will represent the expiration, with no reminders.
  • Note that this setting will override the notification schedule slider found on the Send screen of a transaction.
• Use Carbon Copy - This setting allows for the use of the "CC List" or the Carbon Copy feature. When used, this feature will allow the submitter to create a list of email addresses, and when that particular transaction is completed, the signed documents will be sent as email attachments to the list of addresses. We recommend extreme caution when using this feature, as the attached documents will not be encrypted nor protected in any way. More details here.
  The options for CC List are:
  • Yes - submitters will see the CC List button on the Signers tab while creating a new transaction
  • No - the CC List button is not visible
• Use Default Signature UI - This setting allows you to choose whether a signer is presented with the option to allow SIGNiX to generate a "default" signature using a font.
  The options for Default Signature are:
  • Yes - signers will see a default signature the first time they use the SIGNiX system, and they can choose to create a unique signature if they wish
  • No - signers will have to create a unique signature the first time they use the system
• Use Mass Mailer - This setting allows for the use of the Mass Mailer feature, which is meant to be used in situations where one needs to send out the same document to many people individually. So instead of creating many separate transactions, which could take a long time, the submitter creates a CSV file with all the signers included and the SIGNiX system will mass create the transactions one at a time for the submitter. More details here.
  The options for Mass Mailer are:
  • Yes - submitters will see the Mass Mailer button on the Signers tab while creating a new transaction
  • No - the Mass Mailer button is not visible

Can I change a setting back to how it was before?

Yes, you can reset the CPs on this screen back to how they were before you made the change.

If you make a mistake and don't wish to keep a change, it can be reset back to the value that it was before with a few clicks.

To Make a Change: 

• Click on the option in the Current Value column of the CP you want to adjust
• Make your desired change
• Click the "Save" button

To Reset After a Change:

• Click on the option in the Current Level column of the CP you want to reset
• It will display what the current value is, and what the old "Inherited Value" was before
• Click the "Reset" button to revert back to the Inherited Value