Delegating Access

This feature addresses use cases like the following:

• A manager must manage transactions, monitor transaction progress, and retrieve completed documents for employees who have sent transaction emails, but who are unavailable at the moment (perhaps they're on vacation, or they've left the company).

• A group of users is responsible for distributing transactions. While one member of the group is away, another member must access the absent member's OneSpan Sign folders to: (1) see if a transaction was sent or completed; (2) retrieve any completed documents.

In situations where an account has been locked, Administrators and Managers can now assign delegates for that account. This is useful if, for example, a user has left the company.

The rest of this page describes:

• Designating a Delegate

• Managing Your Role as a Delegate

• Video Tutorial: How to Delegate Signing Authority

Designating a Delegate

Prerequisites

• The delegation feature has been activated for your account. To arrange this, please contact our Support Team.

Action

To designate a delegate for yourself:

1. Click the Account icon. The My Account page appears.

2. Click the Access Delegation tab. If you already have delegates, they will be listed on this tab.

3. Click Add Delegate to open a Search screen. Choose your delegate from the drop-down list of Senders on your account. This list will not include you or any of your existing delegates.

4. Enter a Start Date and End Date for the delegation (e.g., the first and last days of your vacation).

5. Click Save.

6. If you want your delegate to be sent copies of all future transaction related email notifications, slide ON the toggle switch Send copy of all emails to delegates. The email copies will stop when the delegation period ends.

The above procedure describes how to designate a delegate from the My Account page. Using a different workflow, you can also designate a delegate from the Senders and Users pages. To do so, click the ellipsis (...) to the right of the user's name, and select Assign delegates.

Managing Your Role as a Delegate

Prerequisites

• The delegation feature has been activated for your account.

• You have been designated as someone's delegate.

Action

To manage your role as a delegate:

1. In the top menu, click the Manage Delegation icon ( . The Manage Delegation dialog box appears.

2. In the space Currently delegating for: , one of the following appears:

   • If you are currently acting as a delegate for one Sender, that delegator's name and email address appears.

   • If multiple Senders have designated you as their delegate, they all appear in a list.

   • If you are not currently acting as a delegate, the phrase No Sender appears.

3. To accept your role as a delegate for a Sender, select them in the list, and click Start Managing.

   The Start Managing button is visible only if you are not currently acting as a delegate for another Sender.

4. If you want to stop acting as a delegate for a Sender, click Stop Managing.

   The Stop Managing button is visible only if you are currently acting as a delegate for another Sender.

5. If you want to stop acting as a delegate for one Sender, and start acting as a delegate for another Sender, select the new Sender from the above list, and click Start Managing.

Video Tutorial: How to Delegate Signing Authority