Advanced settings of a request

actaSIGN fills in all settings of a request with sensible values. You do not have to change anything. This page explains what you can adjust: who follows the request, when reminders go out, by when the request should be done and which e-mails you get.

Where to find it

New request → step Subject & Settings → below the message, and Show advanced settings

1. Attach signed documents to the completion e-mail: see below.
2. Signature appearance: see below.
3. Show advanced settings opens the other settings. You always see the green box Smart defaults applied above it: it shows reminders, retention and archiving at a glance.

Owners & Observers

Here you add people who follow the request. You yourself are always in the list and cannot remove yourself. Click into the field Search and select team members… and choose a person from the list.

• The list shows members of your organization, contacts and earlier recipients. You cannot type in a new address.
• You do not choose a role. Everyone is added to the list in the same way.
• Members of your organization in the list see the request under Requests and may manage it.
• They only get e-mails about the request if you switch on Also notify observers, see Notifications.
• You cannot continue without an owner.

Settings

Setting	What it does	Default
Reminders	Sends a reminder to recipients who have not finished yet, after Reminder after number of days. With Repeat reminder it goes out several times (Repeat after number of days, Maximum number of reminders).	on, after 3 days, once
Deadline	Sets a deadline (Deadline in number of days). actaSIGN shows on which day it ends.	off
Finalize (mark as done)	Automatically marks the request as done after Finalize in days after completion.	off
Dispose	Automatically deletes the documents after Dispose in days after completion. Deleted documents cannot be restored.	on, after 90 days

Tip

Your administration sets the defaults for the whole organization. They may therefore differ from the values above. With a template, the template’s values apply.

Notifications

Choose for which events you get an e-mail:

Event	Default
Request started	off
Request completed	on
Request recalled	off
Task completed	off
Task delegated (forwarded without signing)	on
Task signed and forwarded to another signer	on
Task declined	on
Recipient reminded about a task	off

With Also notify observers, everyone under Owners & Observers gets the same e-mails as you. Otherwise only you do.

Tip

If all switches are grey, “silent sender” is set for you. Then, as the sender, you get none of these e-mails.

Send documents with the completion e-mail

If the switch is on, you and everyone who signed get the signed documents, attachments and enclosures right with the completion e-mail, as a ZIP file if there are several files. The download link always stays in the e-mail.

Below the switch, actaSIGN shows how large the files will probably be and how much is possible as an e-mail attachment. If the files are already too large without signatures, the switch cannot be turned on.

Signature appearance

Sets how each signature field that you place from now on looks:

• “Tenant default (…)”: your organization’s setting
• Signer’s profile: the way the person has set it in their profile
• Empty (transparent), Signature only, Signature and name, Place, date and signature, Complete without signature, Complete

Fields you have already placed keep their appearance. You change a single field in the document, see Place fields.

Good to know

• All settings apply to this request only.
• You see who was reminded about a task in the History.

See also

• Subject and message
• Remind or recall requests
• Profile and signature