Virtual Room

OneSpan Sign’s Virtual Room is a virtual meeting room in which a host and signers from different locations can: (1) collaborate through a video conference call; (2) sign documents within a co-browsing session.

Virtual Room offers its users the following features:

• It is easy to use (e.g., there’s no need to download external software).

• Virtual Room meetings offer real-time interactions that mimic face-to-face interactions, providing simultaneous review, collaboration, assistance and clarification.

• Virtual Room meetings are secure. Only the right people are admitted, and Virtual Room supports all generally available methods for authenticating people’s identity.

• Each participant can configure their own audio and video settings for a Virtual Room meeting.

• Customers can customize most screens in their Virtual Room meetings (e.g., Welcome, Waiting Room, Authentication, Thank You). This means that they can prominently display their own brand throughout those meetings. To initiate the customization process, customers should contact their account representative in OneSpan’s Sales Department.

• The host controls the pace of a Virtual Room meeting (e.g., only the host can change documents; the host chooses who signs at given time).

• During a Virtual Room meeting: (1) participants can upload attachments, and can mask their attachments from other signers; (2) the host can see how many attachments the sender asked each recipient to upload.

• Electronic Evidence records most events of a Virtual Room meeting, thus ensuring a legally binding agreement.

The rest of this page describes:

• Creating a Virtual Room Transaction

• Hosting a Virtual Room Meeting

Creating a Virtual Room Transaction

Prerequisites

• The Virtual Room feature has been enabled for your account. To arrange this, please contact your account representative in OneSpan’s Sales Department.

• You are a Sender in your account.

• You are using the New User Experience.

Action

To create a transaction for a Virtual Room meeting:

1. Start to create a transaction in the usual manner (name it, add documents and signers, specify your preferred authentication methods, etc.).

2. On the Create Transaction page, click Settings.

3. Slide the Virtual Room toggle switch ON. The adjacent Configure button becomes active.

4. Click that Configure button. A Configuration dialog box appears.

5. To enable video conferencing during the session, slide the Enable Video toggle switch ON.

6. To enable a video recording of the session, ensure that the Enable Video and Allow Video Recording toggle switches are both ON.

   For your information:

   • Virtual Room recordings are saved as MP4 files.

   • The recording file name is a combination of the transaction name, and the date and time of the recording.

7. Specify a Start date and time for the meeting by clicking the calendar icon and following the prompts.

   Your specified date and time will appear in the invitation email to all the meeting's participants. However, this specification will not prevent the participants from agreeing to hold the meeting at another date and time.

   If an error message indicates that your specified date appears to be in the past, you probably need to adjust the Timezone parameter on your Personal Information page (in the My Account set of pages).

8. Click Save.

9. Return to the Recipients section, and identify a transaction recipient as the meeting’s host by clicking the icon to the left of their name.

   The meeting must have exactly one host, who must be a Sender in your account.

10. Click Next.

11. Open the transaction’s documents, and add Signature Fields for each signer.

12. When you've finished adding Signature Fields to each document, click Send to Sign to send all participants an invitation to the meeting.

Hosting a Virtual Room Meeting

Prerequisites

• A Virtual Room transaction has been created.

• You have been identified as the host of the associated Virtual Room meeting.

• You are using the New User Experience.

• If you are using a VPN, it must allow a WebSocket connection on port 443. This is needed because we are using WebSocket Secure (WSS).

• A minimum Internet speed of 3 Mbps is recommended for both hosts and participants.

Action

To host a Virtual Room meeting:

1. Access the Virtual Room transaction. The system displays a Welcome screen for the meeting.

2. Configure your audio and video settings for the meeting as follows:

   • If you want to turn your microphone on/off, click the Mic icon.

   • If you want to turn your camera on/off, click the Camera icon.

   • If you want to change your audio input device, audio output device, or video device, click the Settings icon and follow the prompts.

3. When it's time for the meeting, open your invitation email, and click Go to Event. You will be directed to the Waiting Room, where you can see which signers are in the Waiting Room.

   A signer initiates their participation in the meeting by opening their invitation email, and clicking Go to Event. A screen then appears from which they must authenticate their identity. Once they're authenticated, a Welcome screen appears from which the signer can configure their Mic, Camera and other Settings (see Step 2 above). When the signer is ready to join the meeting, they click Join Meeting. If the host has not yet joined the meeting, a message tells the signer that they are in the Waiting Room. They will remain there until the host joins the meeting.

4. When you’re ready to join the meeting, click Join Meeting. A new screen appears.

5. When you’re ready to start the transaction, click Get Started. A list of the transaction’s documents appears in your left pane, and the first document appears in your right pane. From now until the end of the meeting, the signers will see everything you do except that left pane.

6. Invite the first signer to control the screen by clicking the mouse icon under the signer's name on the right control panel.

   At this point, the first signer sees that invitation, and hopefully clicks Accept. They can then review the document, sign their Signature Fields, and click Confirm to verify their acceptance of the document. When all the signer’s required actions have been completed for the first document, they are prompted to pass control back to the host. They do so by clicking OK. All participants can now see the first signer’s applied signatures on the first document.

7. Repeat the previous step for each signer.

8. When all signers have signed the first document, click Next to proceed to the next document.

9. Repeat Steps 6-8 until all signers have signed all documents.

10. Finish the signing process by clicking Finished. A new screen appears.

11. Optional: Click Review Documents and/or Download Documents.

    After you click Finished, the system sends every participant an email that contains a link to Download Completed Documents.

    After a recorded transaction is complete, the sender of the transaction will receive an email to alert them that the transaction’s video recording is available for download on the Transaction Details page (in the sender part of the New User Experience). Recordings are deleted seven days after their creation, so senders must download and store the recordings before then.

Video Tutorial