Adding Signer Authentication to an Envelope

Transcription

1 DocuSign Quick Start Guide Adding Signer Authentication to an Envelope Overview An important DocuSign feature is the ability to verify the identity of a recipient before they can access documents in an envelope. This is done by adding signer authentication to an envelope. In addition to the standard authentication, DocuSign provides three authentication methods and allows you to select one or two additional authentication options for each envelope recipient. You can use different authentication options for each recipient. Note: All DocuSign plans support authentication, other authentication options are only supported in certain DocuSign plans. Your account might not support those options. For more information about which options are available for your account, check your account plan or contact your Account Manager. You can request SMS Text Authentication, Phone Authentication or an identification (ID) check for any or each envelope recipient. Additionally, you can ask a recipient to enter an Access Code. Your account might be configured to automatically apply authentication options, but you can still remove the option. IMPORTANT: There are additional charges for using the SMS Text Authentication, Phone Authentication and ID Check options. This guide describes the different authentication options, how to add authentication options for a recipient and what the recipient sees when those options are enabled. The procedures in this guide assume that you have a DocuSign account and are logged on to the Classic DocuSign Experience web application. For more information and details on any of these subjects, see the Classic DocuSign Experience User Guide. Table of Contents Adding Signer Authentication to an Envelope... 2 What Your Recipient Sees... 5 For More Information... 9

2 2 Adding Signer Authentication to an Envelope Note: The options and screens shown in your browser might be different from those shown in this guide depending on your account type and options. If you have questions about the options available for your account, contact your Account Manager or DocuSign customer Support for assistance. For more information on different options, refer to the Classic DocuSign Experience User Guide or online help. The process for sending an envelope with signer authentication options is similar to the normal procedure for sending documents for electronic signatures. The additional steps are shown in this procedure. 1. Create a new envelope. 2. Add documents to the envelope normally. 3. Add a recipient normally. 4. Click on the Identify list to select the authentication options you want to use for the recipient. By default, identification is selected. Other options, Access Code, SMS Authentication, Phone Authentication, ID Check, Live ID and Social ID items can be selected for the recipient. The identification options available depend on your account settings. Each authentication option is described below: Note: You can add Access Code authentication and one other authentication type for a single recipient. Access Code: The Access Code option requires your recipient to enter an access code before they can view the envelope. To enable access code security option, select the Access Code check box and type the access code into the field. The access code can include upper case or lower case letters, numbers, and special characters. You must provide this access code to your recipient. It is recommended that you provide the code over the phone or using some other secure method. There is no additional fee for using this authentication check. The maximum length of an Access Code is 50 characters. Note: There might be requirements for the access code if your account has enabled the Access Code Format option. Check with your administrator to determine if there are any access code requirements for your account.

3 3 SMS Authentication: The SMS Authentication option asks the recipient to select a mobile phone number that a one-time passcode text message can be sent to for authentication. DocuSign sends the passcode to the phone number and the recipient must enter the passcode to open the envelope. To enable SMS Authentication, select the Identity Check checkbox and then select SMS Auth from the list. The SMS Authentication information for the recipient appears. Note: The number used for SMS Authentication must be able to accept an SMS text message. o o Select phone numbers that the recipient can choose from for use during the authentication phone call. The phone numbers listed here are associated with the Address Book entry for the recipient. If the recipient does not have any phone numbers in the Address Book or is not in your Address Book, no numbers are shown. You can also select to add a phone number for the recipient. Select the Country for the phone number, type the phone number and, if the number has an extension, type the extension number. Note: The system will automatically add the Country code for the selected Country to the phone number when the message is sent. You do not need to type the code. Phone Authentication: The Phone Authentication option asks the recipient to select or type a phone number to use for authentication and then they are presented with a validation code while the system places a call to the number. After answering the phone, the recipient is prompted to enter the validation code and speak their name. There is an additional fee for using this authentication check. Note: Do not use the Phone Authentication if your recipient cannot connect to the Internet and use their telephone at the same time.

4 4 To enable Phone Authentication, select the - Identity Check - check box and then select Phone authentication from the list. The Phone Authentication information for the recipient appears. Important: If phone authentication is selected and the system does not have a number to dial for the recipient (either by allowing the recipient to enter a number, or from the Address Book or by the entering a number), you cannot complete the sending process. o o Select phone numbers that the recipient can choose from for use during the authentication phone call. The phone numbers listed here are associated with the Address Book entry for the recipient. If the recipient does not have any phone numbers in the Address Book or is not in your Address Book, no numbers are shown. You can also select to add a phone number for the recipient. Select the Country for the phone number, type the phone number and, if the number has an extension, type the extension number. o Note: The system will automatically add the Country code for the selected Country to the phone number when the message is sent. You do not need to type the code. Additionally, you can select Recipient may provide to allow the recipient to type their own phone number. ID Check: The ID Check option asks the recipient to provide some initial personal information (current address is required, but there is other optional information the recipient can enter) and then answer a set of questions before the recipient can view the envelope. The questions are based on data available in public records (such as where they have lived). The ID Check is a knowledge-based authentication provided by RSA. This service is often used by many banks to validate the ID of recipients. The ID Check option might not be useful for recipients outside the United States. There is an additional fee for using this authentication check. Note: If you select ID Check for a recipient, then the recipient name you supply is the one used for the ID check.

5 5 To enable the ID Check option, select the - Identity Check - check box and then select ID Check from the list. Live ID or Social ID Identity Check: This option requires your recipient to enter their Live ID or Social ID (Salesforce, LinkedIn, Google, etc.) credentials before they can view the envelope. To enable the Live ID or Social ID security option, select the - Identity Check - check box and then select Live ID or Social ID from the list. 5. Add any other recipients for the envelope. You are not required to set any security options for the other recipients. 6. Add the Subject and any messages, select any Envelope Settings, add tags to the documents, and complete sending your envelope normally. The envelope is sent and any recipient with an active security option must complete the authentication before they can access the envelope. What Your Recipient Sees When the recipient receives the envelope with signer authentication, they must complete the authentication before they can access the envelope. The type of authentication selected determines what the recipient sees when they try to access the envelope. A recipient may have an Access Code security check combined with Phone Authentication or an ID Check. What a recipient sees for each security option follows.

6 6 Access Code Authentication: If the Access Code option is enabled for a recipient, the recipient is presented with a security request page and must enter the code to access the documents for signing. The recipient enters the code and clicks Validate to complete the security request. The recipient has three attempts to enter the access code correctly. The recipient can send a message to the sender saying that they do not have the code by clicking I never received an access code. After the access code is has been correctly entered, the recipient is taken through the normal signing process. SMS Authentication: If the SMS Authentication option was selected for a recipient, the recipient is presented with a request page and must select a phone number to use for authentication. The recipient clicks Send SMS to continue or can click Cancel to postpone the call and return later. After clicking Send SMS, a SMS text message with a passcode is sent to the recipient. The recipient enters the code and clicks Confirm Code to complete the security request. The recipient has three attempts to enter the code correctly.

7 7 After the code is correctly entered, the recipient is taken through the normal signing process. Phone Authentication: If the Phone Authentication option was selected for a recipient, the recipient is presented with a security request page and must select a phone number, or type a new number, to use for authentication. The recipient clicks Call to continue or can click Cancel to postpone the call and return later.

8 8 After clicking Call, the recipient is presented with an authentication code and the system places a call to the selected (or entered) number. After answering the phone, the recipient is prompted to use the phone keypad to enter the authentication code and then speak their name, which might be saved for the sender if that option was selected when the envelope was created. After the authentication code is authenticated, the system informs the recipient to follow on-screen instructions and the recipient is taken through the normal signing process. ID Check Authentication: If the ID Check authentication option was selected for a recipient, the recipient is prompted to complete an identity check. An ID check presents a set of questions about recipient and information from recipient s past based on data available in public records (such as where they have lived). The recipient will initially be prompted to enter some personal information. After entering the information and clicking Next, the recipient is presented with a set of questions based on publicly available information.

9 9 The recipient answers and submits the questions. If the ID check is successfully completed, the recipient is taken through the normal signing process. LiveID or Any Social ID Authentication: If the LiveID or Any Social ID authentication option was selected for a recipient, the recipient is presented with a security request page explaining the security check. The recipient clicks Continue and must enter their LiveID or other social ID information to access the documents for signing. For More Information For more information about additional DocuSign features, go to the DocuSign Support Site.

10 10 Copyright, Trademark and Patent Information Copyright DocuSign, Inc. All rights reserved. For information about DocuSign trademarks, copyrights and patents refer to the DocuSign Intellectual Property page ( on the DocuSign website. All other trademarks and registered trademarks are the property of their respective holders. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of DocuSign, Inc. Under the law, reproducing includes translating into another language or format. Every effort has been made to ensure that the information in this manual is accurate. DocuSign, Inc. is not responsible for printing or clerical errors. Information in this document is subject to change without notice. Version: May 2016 If you have any comments or feedback on our documentation, please send them to us at: Summary of changes for this version: Updated plan information note.