Ad Hoc Groups

Ad Hoc Groups Beta Release: Sandbox Environments Only

The Ad Hoc Groups feature is now available in beta on sandbox environments. This functionality allows for more flexible recipient management and signing processes. Ad hoc groups are useful for when you would like to create a group, but for a single transaction only.

To enable this feature, contact our Support Team.

Beta Functionality

The following features are available for you to explore in our BETA release:

• Adding/Updating Recipients and Members: You can add and update Ad Hoc Group recipients and their members via the API and UI.

• Document Preparation: Prepare documents with signatures and fields for Ad Hoc Group recipients.

• Transaction Sending: Send transactions for signing with Ad Hoc Group recipients.

• Signing Ceremony Access: Ad Hoc Group members can access the signing ceremony.

• Signing Completion: Ad Hoc Group members can complete the signing process.

• Transaction Decline: Ad Hoc Group members can decline transactions.

• Handover URLs: Ensure handover URLs are functional for Ad Hoc Group members as signers.

• Callback URLs: Ensure callback URLs contain information about Ad Hoc Group member signers.

Signing Behavior

When a transaction containing an ad hoc group recipient is sent for signing, each member of that group will receive the email invitation to sign.  The email will be addressed to the Group, not to the individual member (for example, "Hello <Group Name>").

If the recipient is a member in more than one ad hoc group, they will receive a separate email for each ad hoc group, each one addressed to the respective group.

Clicking GO TO DOCUMENTS within the invitation email will take the member to the Signer Experience, where they will be presented with the documents they need to review, sign, or approve.

If the ad hoc group member is also an individual signer (same role ID) in the transaction and the signing order for both (ad hoc group and recipient) roles is the same, the member will receive a single email invitation that will be addressed to the Ad Hoc Group. Clicking the signing link within the invitation email will take the member to the Signer Experience where they will be presented with the documents to sign as both an individual signer and as an ad hoc group member.

If the ad hoc group member is also an individual signer (same role ID) in the transaction and the signing order for both roles (ad hoc group and recipient) is different, the member will receive one email as an individual signer and a separate email as an ad hoc group member.  Clicking the signing link within each invitation email will take the signer to the Signer Experience where they will be presented with their respective documents to sign.

On completing signing, each ad hoc group member will receive the completion email. The email will be addressed to the Ad Hoc Group and not to the individual member (for example, "Hello <Ad Hoc Group Name>").

Any member from the ad hoc group can act on the signatures and fields associated to the ad hoc group. They can:

• Accept an ad hoc group signature

• Undo an ad hoc group signatured, whether it was accepted by them or another member

• Input/select field values

• Update field values, whether those values were entered by them or another member

• Confirm a document

If a member tries to perform an action that has already been completed by another member (accept a signature, undo a signature, confirm a document, decline the transaction), they will get an error message informing them the action has already been performed.

Out of scope for BETA features

The following features are not yet available:

• Adding "Myself" as a member of an Ad Hoc Group

• Adding the same recipient as an individual signer and as an ad hoc group member from the sender UI

• Updating an ad hoc group recipient and their members via the API and the sender UI

• Replacing a recipient by an ad hoc recipient and vice versa

• Removing an ad hoc group recipient or member

• Recipient language

• Attachments

• Authentication

• Signing method

• All recipient advanced settings (personal message, email delivery of documents, evidence summary download)

• Defining signing order from the user interface when signer exists individually as well as a group member

• Duplicate signers (internal or external)

• Mobile Capture signature type

• Reassign recipient when a signer exists individually as well as a group member

• Document extraction

• Saving and applying a layout with ad hoc groups

• Document visibility

• Sending reminder to sign (from within Transaction Edit in the sender interface)

• Evidence Summary

• Reporting

• SDK support

• Using templates from the UI. Using templates via APIs will work.

Important Note: Transactions created in the Alpha release with Ad Hoc Groups will not be compatible with the Beta version.

Unsupported Features:

The following features are not supported with Ad Hoc Groups:

• Reassigning recipients for Ad Hoc Groups

• In person transactions

• In person electronic notarization transactions

• RON transactions

• Virtual Room transactions

• Fast Track

• Bulk Send

• Co-browsing