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Sharepoint connector

Overview

The ValidSign add-in allows a user in Sharepoint to send out a sign request without leaving Sharepoint and the signed document will automatically upload to Sharepoint.

This document consists of two parts:

  • Install /enable the add-in
  • Use the add-in – This section discusses the features of the add-in and how to use it to use ValidSign directly from Sharepoint

Conditions

Supporting platform

  • Microsoft Word for Office 365
  • Microsoft Word Online (365)
  • Chrome
  • Firefox
  • Safari
  • Edge

The condition for using the add-in is that cookies are accepted in the browser.

You must also meet Microsoft’s basic requirements for using Microsoft Office.

1. Installing the app

  • Login in to Sharepoint
  • Navigate to -> Site content -> New -> App
  • Click on Sharepoint store
  • Search for ValidSign.
  • Click on the ValidSign icon
  • Click on add to start the installer.

1.1.1 Installing the security app

The security app makes it possible to receive automated updates of the transactions that are send from your SharePoint libraries. Please make sure the instructions of 2.3 or 2.4 have been performed before you install the security app. Please follow the instructions to install the app properly:

  1. Login to your SharePoint tenant as an Global SharePoint Administrator;
  2. Open the SharePoint admin page;
  3. Go to: https://DOMAIN-admin.sharepoint.com/_layouts/15/appregnew.aspx;
  4. Click on “Generate” to generate a Client ID and note your Client ID;
  5. Click on “Generate” to generate a Client Secret and note your Client Secret;
  6. Fill ValidSign as Title;
  7. Fill validsignapp.validsign.nl as App Domain;
  8. Fill https://validsignapp.validsign.nl/ as Redirect URI;
  9. Click on “Create”;
  10. Go to: https://DOMAIN-admin.sharepoint.com/_layouts/15/appinv.aspx;

Note: You can only provision a specific site by filling in that specific site in the URL instead of the Admin URL.

  1. Fill your Client ID as the App ID and click “Lookup”, you will find the details of the app you just created;
  2. Paste the following app permission xml in the “Permission Request XML” field:
    <AppPermissionRequests AllowAppOnlyPolicy=”true”>
    <AppPermissionRequest Scope=”http://sharepoint/content/tenant” Right=”FullControl” /> </AppPermissionRequests>
  3. You can alternatively work with the Right=”User.Read.All” if full control is not allowed by organizational policies.
  4. Send the Client ID and Client Secret to your ValidSign contact person;
  5. Go to your ValidSign environment and login as a ValidSign owner/admin;
  6. Go to the Admin – Integration page;
  7. Fill the Callback URL field with the following URL: https://validsignapp.azurewebsites.net/api/packages/update;
  8. Select the following events: Transaction completed, Transaction declined;
  9. You have finished the installation process.

How to use the add-in

In this article you will find step-by-step instructions for sending your document (s) with the ValidSign SharePoint integration.

1.2.1. Configuration

To configure the app for your site collection or hub, please go to the specific site. Open the site where you want to set the ValidSign settings and follow the instruction below:

  1. Click the configuration button at the top of the screen:
  2. A configuration pane will open on the right side of the screen;
  3. Fill the API key which you can retrieve from the ValidSign integration page as a ValidSign owner;
  4. Click “Save”.

You’ll find a description of all the options in het configuration page below:

Settings

  • API key
    The unique key to communicate with your ValidSign environment. You can find your API key via the Integration tab of the Admin page in the ValidSign environment when you’re logged in as the owner of the ValidSign environment. Please contact support if you are not able to see the API key.
  • Language
    The language configuration will determine the language selection of the ValidSign transactions, emails and signer experience.
  • Download evidence file
    This flag determines if the evidence summary file will be downloaded together with the signed document.
  • Text tag

You can determine the text tags used to extract the signature fields in the documents.

  • Delete transaction in (X) days
    This flag determines if and after how many days the documents should be deleted from the ValidSign environment after the document has been completed. This functionality does only work when the security app is installed.
  • Signature internal recipients – Width and Height
    The width and height of signature fields for the internal recipients. This functionality only applies for signatures placed using the text tags functionality.
  • Signature external recipients – Width and Height
    The width and height of signature fields for the external recipients. This functionality only applies for signatures placed using the text tags functionality.

Show fields

  • Transaction name
    Determine if this field should be visible and configurable by the sender.
  • Signature position
    Determine if this field should be visible and configurable by the sender.
  • Signing order
    Determine if this field should be visible and configurable by the sender.
  • Signature
    Determine if this field should be visible and configurable by the sender.
  • Internal SMS authentication
    Determine if this field should be visible and configurable by the sender.
  • External SMS authentication

Determine if this field should be visible and configurable by the sender.

Default values

  • Transaction name
    Determine the default value for this field.
  • Signature position
    Determine the default value for this field.
  • Signing order
    Determine the default value for this field.
  • Signature
    Determine the default value for this field.
  • Internal SMS authentication
    Determine the default value for this field.
  • External SMS authentication
    Determine the default value for this field.

1.2.2 Provisioning

The SharePoint libraries should be prepared for the usage of the ValidSign application. Therefore, it is necessary to provision the library. This action will make it possible to hold the transaction ID and transaction status for a document in this library.

1.2.3. Send documents

To send a document for signing, select one or more documents in the list and click on the sign button. The button will not appear if you select documents with an extension that can not be used in combination with ValidSign. Allowed extensions are: PDF,DOC,DOCX,TXT,RTF,ODT.

The following screen will appear:

After filling in the fields press the ‘Send’ button. The signers will be notified by email and you will be redirected to the document list.

Be sure that the sender is a ValidSign user. contact your company’s administrator to add your email address to the list of senders if you don’t have a ValidSign account yet.

You’ll find a description of all the options in het send page below:

  • Selected documents
     The selected documents are shown by its name so you know which documents will be included in this transaction.
  • Internal Recipients
     Use SMS Authentication
    If you want to force that people need to use SMS authentication, you can fill in “Yes” for Internal and/or External signers. If you fill in “No”, then SMS authentication will never be used. When “Filled” is used, then SMS authentication will be used when a valid phone number is provided.
  • Signature
    By default a signature is requested when signing a document. When Click To Sign is used, the signer only has to click on the signature box. A timestamp and then username will be written on the document.
  • Signers
    Internal signers are people who are known in SharePoint. The users are found using search and can be selected by selecting the search result.
  • External recipients
    Use SMS Authentication
    If you want to force that people need to use SMS authentication, you can fill in “Yes” for Internal and/or External signers. If you fill in “No”, then SMS authentication will never be used. When “Filled” is used, then SMS authentication will be used when a valid phone number is provided.
  • Signature
    By default a signature is requested when signing a document. When Click To Sign is used, the signer only has to click on the signature box. A timestamp and then username will be written on the document.
  • Signers
    External signers are people who are not known in SharePoint. The users are added by entering their first name, last name and email address. You would need to fill in the phone number in case SMS authentication is enabled.

Transaction Details

  • Transaction Name
    This will be the name of the transaction which will be shown in SharePoint and Email.
  • Signature Position
    When the text tags is used and the document contains the preselected text tags to define the signature positions. If the Designer is selected, the sender of the transaction will be send to ValidSign to manually drag and drop the signature in the correct position.
  • Signing Order

When Signing Order is set to “Yes”, the document have to be signed by the specific order of the signers which are filled in.

  • Message to all recipients

Here you can enter an optional custom text that will be send to all signers e.g. “Please sign this document before Saturday”

1.2.4 Download

Automatic download of signed documents

As soon as a document is signed the document will be uploaded to SharePoint. It can take up to 5 minutes for a document to show up in the SharePoint library. This only works when the security app is installed.

Manual download of signed documents

Press the ‘Download’ button in the file ribbon to check for signed documents.

You will see the following screen:

Since signed documents will be downloaded this might take a while. When downloading is complete you will be redirected back to SharePoint.