diff --git a/docs/docs/help/Settings/Custom-email-templates.md b/docs/docs/help/Settings/Custom-email-templates.md new file mode 100644 index 000000000..940df0913 --- /dev/null +++ b/docs/docs/help/Settings/Custom-email-templates.md @@ -0,0 +1,49 @@ +--- +sidebar_position: +title: Custom Email Templates +--- + +# 📧 Email Templates + +## 🚀 Steps to Set Up Custom Email Templates + +**Step 1:** Log in to your OpenSign account using valid credentials. +**Step 2:** Navigate to the **Settings** section and click on **Preferences**. +**Step 3:** Click on the **Email** tab. Here, users can configure and edit custom email templates for different stages of the document lifecycle. + +add team + +--- + +## ✉️ Request Signature Email + +This email is automatically sent to all signers when a document is shared with them for signing. + +- Customize the subject line, greeting, message body, and footer to match your tone and branding. +- Use dynamic placeholders like `{{document_title}}`, `{{receiver_name}}`, and `{{signing_url}}` to personalize each message. +- Personalized messages improve open rates and help recipients understand the context of the request. + +## 📩 Document Completion Email + +This email is sent to all signers and the document owner once the signing process is complete. + +- Includes a summary message along with the signed document and completion certificate as attachments. +- Template customization allows teams to reinforce brand messaging post-signature. +- Ideal for legal confirmations, audit trails, and archival communication. +- +### 🔄 Reset Template Text + +Click the **Reset** button to restore the template content to its default version. +Don’t forget to click **Save** afterward to apply the changes. + +--- + +## 🛠️ Additional Notes + +- All custom email templates support **rich text formatting** and **variables** for dynamic content. +- Changes to templates take immediate effect and apply to all new documents created after the update. +- Organizations can define a consistent template style across all teams to ensure compliance and branding. + +> 💡 **Tip:** Preview your templates before saving to ensure correct formatting and placeholder usage. + +For more assistance with OpenSign™ features or APIs, contact our support team at **[support@opensignlabs.com](mailto:support@opensignlabs.com)**. diff --git a/docs/docs/help/Settings/Preferences.md b/docs/docs/help/Settings/Preferences.md new file mode 100644 index 000000000..8fc69fc43 --- /dev/null +++ b/docs/docs/help/Settings/Preferences.md @@ -0,0 +1,191 @@ +--- +sidebar_position: 4 +title: Preferences +--- + +# 🔧 Preferences + +The **Preferences** page in **OpenSign™** allows users and administrators to tailor the signing experience to suit individual, team, or organizational needs. Below is a breakdown of all configurable options and what they control. + +--- + +## 🚀 Steps to Navigate to Preferences + +**Step 1:** Log in to your OpenSign account using valid credentials. + +**Step 2:** Navigate to the **Settings** section and click on **Preferences**. + +--- + +## 📌 Signature Types Control + +The **Allowed Signature Types** section defines which signature methods are available to signers: + +- ✅ **Draw**: Create a handwritten signature using a mouse, stylus, or finger. +- ✅ **Type**: Type your name and apply it using pre-set font styles. +- ✅ **Upload**: Upload a scanned or saved image of your signature. +- ✅ **Default**: Use the default signature stored under *My Signature* in settings. + +⚙️ The options selected here determine what appears in the signature widget during document creation and signing. You can also change these preferences while creating a document. + +--- + +## 🔄 Multi-Level Signature Type Control + +**OpenSign™** introduces flexible control over signature options at three levels: + +### 🏢 Organization-Level + +Admins can enforce company-wide signing policies by restricting available signature methods platform-wide. + +**Step 1:** Open the profile menu and select **Console Application** to launch the console. + +**Step 2:** Once the Console Application loads, navigate to the **General** menu. Here, admins can configure the allowed signature types at the organization level. + +All users created under your account will only see the signing methods you enable here in their **Preferences**. They will be restricted from using any methods you don't select. + +**Example:** +Adam, the administrator of your company account, disables the **Typed** signature option in the **Manage Signature Types** settings. As a result, Ursula, a team member, will no longer see the **Typed** signature option in her preferences. + +Ursula can enable or disable any of the remaining three signature methods for each document she creates. + +When she sends a document to Sofia, a signer, Sofia will only see the signature methods that Ursula selected during the document creation process. + +**Note:** Managing **Signature Types** at the organization level is only available on the **Teams** plan. This feature is not included in the **Professional** or **Free** plans. + +![Signature type setup console](https://github.com/user-attachments/assets/c8c3de19-e82e-464a-977b-cdf3fd12aed7) + +### 👤 User-Level + +Navigate to **Settings > Preferences** to configure user-level signature types. + +If a user sets preferred types here, only those will appear when adding signature or initial widgets during document creation. + +![Signature type setup preferences](https://github.com/user-attachments/assets/ae413b24-fe53-4aa9-9242-624574f1d7b3) + +### 📄 Document-Level + +While creating a document, users can specify allowed signature types. + +Only these will be available to the signer—useful for legal or regulatory requirements. + +![Signature type setup signature widget](https://github.com/user-attachments/assets/d64510e1-df14-44fe-8020-45b17c612238) + +--- + +## 🔔 Notify on Signatures + +The document owner can choose to receive email notifications when a document is signed. + +- **Yes** – Get notified each time a signer completes their part. +- **No** – Turn off real-time signature notifications. + +This setting can be adjusted while creating a document or template. + +Regardless of this preference, a **final completion email**—including the signed document and completion certificate—is **always sent** to both the document owner and all signers. + +**Note:** Notify on Signatures feature is only available on the **Professional** and higher plans—it is not included in the **Free** plan. + +![Preferences setup](https://github.com/user-attachments/assets/5adad567-6c01-4766-9b10-db3f95ad65d3) + +--- + +## 📬 Send in Order + +Decide whether the document should be signed **sequentially** or **simultaneously** by multiple signers. + +- **Yes** – Signers receive the document in a set order. The next signer gains access only after the previous one completes signing. +- **No** – All signers receive the document at once and can sign independently. + +> Users can change this option while creating the document or a template. + +--- + +## 🚫 Enable Tour + +The tour feature provides guidance for first-time users. You can turn this off for a cleaner, uninterrupted experience: + +- **Yes** – Show onboarding tips. Enables guided tooltips for the signer during the signing process. +- **No** – Disable tour prompts *(recommended for experienced users)*. Speeds up the signing experience. + +> Users can change this option while creating the document or a template. + +💡 **Tip**: Disable if your users are already familiar with OpenSign™. + +--- + +## 🧭 Timezone & Date Format + +Customize the **Timezone** and **Date Format** according to your regional preferences. +These settings are reflected in: + +- Document Completion Certificates +- Signing Logs +- Webhooks + +### 📅 Date Format + +- The selected date format will be applied by default to the date widget if no specific format is chosen during document creation. +- This default format also applies in all API flows. + +### 🕒 Time Format + +- Supports **12-hour** and **24-hour** formats. +- Affects timestamps in certificates, logs, and webhooks. + +![Preferences setup](https://github.com/user-attachments/assets/5bb9ad1a-f3c7-4b6e-9469-1bb003e1eec0) + +--- + +## 🧪 LTV-Enabled Signatures + +**LTV (Long-Term Validation)** ensures that signatures remain valid and verifiable even after certificates expire or are revoked. + +### 🔐 Key Features: + +- Embeds certificate chain +- Includes CRLs and OCSP responses +- Enables offline verification +- Complies with PDF standards like **PAdES** + +### 📌 Why It Matters: + +Even if a certificate becomes invalid in the future, the LTV-enabled signature remains verifiable. + +### ✅ Use Cases: + +- Legal Contracts +- Financial or Medical Records +- Long-term archiving requirements + +--- + +## 📧 Email Templates + +In the **Preferences > Email** tab, users can customize email templates to personalize communication with signers and stakeholders. +This feature helps maintain brand consistency and enhances engagement throughout the signing workflow. + +👉 [📄 Step-by-step guide to setting up custom email templates](https://docs.opensignlabs.com/docs/help/Settings/Custom-email-templates) + +**Note:** The custom email templates feature is only available on the **Professional** and higher plans—it is not included in the **Free** plan. + +--- + +## 🔒 Security + +The **Security** tab in OpenSign (found under **Settings > Preferences > Security**) allows users to manage key authentication methods to protect their account access. + +### 🧩 Features Available: + +#### ✅ Two-Factor Authentication (2FA) + +Enhance your account security by enabling 2FA. Once activated, you'll enter a time-based code from an authenticator app each time you log in. + +#### 🛡️ Passkey Authentication + +Passkeys offer a **passwordless**, **phishing-resistant** login experience using your device’s built-in security features such as fingerprint, Face ID, or PIN. + +👉 For full details on setting up **Two-Factor Authentication (2FA)** and **Passkey Authentication**: +[🔒 View Security Setup Guide](https://docs.opensignlabs.com/docs/help/Settings/SecurityManagement) + +For more assistance with OpenSign™ features or APIs, contact our support team at **[support@opensignlabs.com](mailto:support@opensignlabs.com)**. diff --git a/docs/docs/help/Settings/SecurityManagement.md b/docs/docs/help/Settings/SecurityManagement.md new file mode 100644 index 000000000..4aad91af4 --- /dev/null +++ b/docs/docs/help/Settings/SecurityManagement.md @@ -0,0 +1,84 @@ +--- +sidebar_position: +title: Security Management +--- + +## 🔒 Security + +### ✅ Two-Factor Authentication (2FA) + +Two-Factor Authentication (2FA) adds a second layer of security to your account by requiring **not just your password, but also a time-sensitive code** from a trusted device. + +#### 🔐 What is 2FA? + +2FA combines **something you know** (your password) with **something you have** (like a smartphone or hardware token). This significantly reduces the risk of unauthorized access—even if someone has your password. + +#### 🛡️ Benefits: + +- Enhances account protection against phishing and brute-force attacks +- Reduces the risk of unauthorized access from compromised credentials +- Helps meet compliance requirements for security-conscious organizations +- Only the account owner with access to the authenticator app can log in + +#### 📲 How to Enable: + +1. Go to **Settings > Preferences > Security** +2. Click "Setup 2FA" button and scan the displayed QR code with an app like Google Authenticator, Authy, or Microsoft Authenticator. +3. Save the recovery codes in a secure location (they allow access if you lose your phone) +4. Enter the 6-digit verification code shown in your app to complete setup + +> 🔁 The verification code refreshes every 30 seconds and is unique to your device. +> 🔐 If 2FA is enabled, you will be prompted for a verification code every time you log in. + +#### 📹 Watch the Setup Tutorial: + +[![how to setup 2fa](https://img.youtube.com/vi/cgVBBetnbO8/0.jpg)](https://www.youtube.com/watch?v=cgVBBetnbO8) + +### 🛡️ Passkey Authentication + +Passkeys offer **passwordless**, **phishing-resistant**, and **device-bound** sign-in using modern authentication standards. + +#### 🔐 What Are Passkeys? + +Passkeys are cryptographic credentials tied to your device and identity, replacing traditional passwords. They’re based on **FIDO2/WebAuthn** standards and work using **public-private key encryption**, making them highly secure. + +- Instead of typing passwords, you authenticate using biometrics (like Face ID or fingerprint) or a device PIN. +- A passkey is stored securely on your device and never shared—so even if attackers phish you, they can’t steal your login info. + +#### 💡 Key Features: + +- Use **fingerprint**, **Face ID**, or **device PIN** +- **Passwordless** and **secure** authentication +- Resistant to **phishing** and **credential stuffing** +- Syncs across devices (when using platforms like iCloud Keychain or Google Password Manager) +- Fast, one-tap login experience + +#### 🛠 How to Register a Passkey: + +1. Go to **Settings > Preferences > Security** +2. Click **Register passkey** +3. Your device prompts biometric or PIN-based authentication +4. On success, the passkey is saved and listed under **Your Passkeys** + +> 📌 A passkey is unique to each device/browser combination. You can register multiple passkeys for different environments. + +#### 📹 Watch the Setup Tutorial: + +[![How to Setup Passkey](https://img.youtube.com/vi/lLfcu9oSbew/0.jpg)](https://www.youtube.com/embed/lLfcu9oSbew?si=yODZcEveYZSbQQXw) + +#### 🧾 Managing Your Passkeys + +##### ✏️ Rename: + +Click the **pencil icon** to rename a passkey for easy identification. + +##### 🗑 Delete: + +Click the **trash icon** to remove a passkey. +⚠️ This revokes access via that method and may require alternate login or re-registration. + +> 🔐 Tip: Register multiple passkeys on different devices for redundancy and ease of access. + +--- + +For more assistance with OpenSign™ features or APIs, contact our support team at **[support@opensignlabs.com](mailto:support@opensignlabs.com)**. diff --git a/docs/docs/help/Settings/disabledocumentid.md b/docs/docs/help/Settings/disabledocumentid.md index 6f31b7f14..1f9696184 100644 --- a/docs/docs/help/Settings/disabledocumentid.md +++ b/docs/docs/help/Settings/disabledocumentid.md @@ -1,5 +1,5 @@ --- -sidebar_position: 4 +sidebar_position: 7 title: Disable DocumentId ---