What is an ePak?

An ePak (electronic packet) is a package of documents that is sent/transmitted electronically to the signatory for signing. An ePak may contain one or more documents.

Does MSB support documents of any format for signature?

MSB converts all uploaded documents to PDF format, but documents in any of the following file formats can be uploaded:

• Microsoft® Word®
• Microsoft Excel®
• Microsoft PowerPoint®
• Image file formats (.png, .jpg, .gif and .tif)
• Portable Document Format (.pdf) files

Does MSB support a PDF with pre-existing form fields?

Yes, in addition to pre-existing signature tags, MSB has the capability to support PDF with other type of form fields too that include Text fields and Checkboxes. A PDF with all the supported form fields when upload is recognized and converted into recipient fields that can be assigned to signers in the workflow by the ePak custodian while composing the ePak.

Does MSB support both, electronic and digital signatures?

Yes, MSB supports both by offering different policies and giving a freedom of choice to the user to decide how they want to get the document signed. Policies like 21CFR and Contracts Only support electronic signatures whereas all other policies like Trans sped and Aadhaar are examples of Digital signatures.

What are the different roles in MSB?

The four primary types of roles are Signer/Signatory, Custodian, Submitter and Administrator. Then there is an ancillary role, that of a Group Manager. These roles are granted to users by the admin or can be controlled by the Identity Provider.

1) A Signer/Signatory is a user whose signature is needed on a document and who is therefore assigned by a Custodian to sign a document. Signatories can access a modified version of the application and functionality which is only applicable to them. Signatories can only see documents that have been assigned to them for signatures. Signatories can:

• Review a document and/or its details like Certificate Policy, Create Date, Expiry date etc. before signing it.
• View all the signatures that have already been applied.
• Apply a signature or reject the request (providing reasons in both cases).
• Add comments to a document, if desired.
• Delegate ePak to an appropriate signatory (if delegation option is available).
• Attach a supported document or attach and self-attest it.
• Download the unsigned copy of the document(s) from the inbox and/or print it.
• Download the signed copy of the document.
• View reports about ePaks they’ve received.

2) A Custodian is a user that owns the ePak and manages the signing process. A Custodian can see all the ePaks they own. They have access to the original and flattened versions of the documents. An ePak Custodian can:

• Upload the document(s) and create an ePak.
• Create and manage Workflows.
• Assign Signatories by attaching existing workflows or creating a quick workflow while composing the ePak.
• Monitor the signing process to ensure completion within a specified time.
• Terminate/Recall their signing request by deleting the respective ePak.
• Restart a stopped (rejected) ePak.
• Mark any of their ePak as completed without requiring signatures from the remaining signers in the workflow.
• Choose to lock their ePak with a password that will then be needed to access the documents for signing.
• Download the original PDF and e-photocopy of the document after all signatures have been applied.
• Delete the completed documents after downloading it (Only if LTS is turned off).
• Edit their ePaks that are still pending.
• View reports about ePaks they’ve sent.

A Custodian also may do everything that Signers can do.

3) A Submitter is a user who has permissions more than a signer but less than a custodian. These users can access a modified version and functionality which is only applicable to them. A Submitter can:

• Create an ePak from existing document templates ONLY and send it out for signatures.
• Create workflow templates, use existing or create a quick workflow while sending an ePak.
• Submitter can also be restricted to use workflow templates only.
• Edit their pending ePaks- Change signers or reassign ePak to another submitter.
• Restart a stopped ePak.
• However, they cannot:

• Upload a new document(s) to create an ePak or a document template.
• Edit any existing document template(s).
• Reassign any of their ePak to a Custodian.
• Use auto append feature or drag any other functional tags while composing.
• Be a group manager.

4) An Administrator (Admin) is a user who can perform administrative tasks such as invite users, manage users, reset passwords, reassign Custodians, and modify application settings. Administrators can:

• Invite Users.
• Resend/Cancel Invitations.
• Enable/Disable users.
• Assign a role to a user.
• Reset a user’s password.
• Edit other Custodian’s ePak that are still pending.
• Create/edit/delete a group.
• Assign/Change a Group Managers.
• View reports about all ePaks and users within the system.
• View the User type (Internal/External) and change it.

An Administrator also may do everything that Custodians and Signers can do.

• Admin users can see who invited a user.

Admin users can see who invited a user to their tenant. On the Admin page, an ‘Invited By’ column has been added to identify who invited the user.

• Admin users can change the role of multiple users.

Admin users can change the role of multiple users at the same time by selecting the users and clicking on ‘Change Role’ button on the Admin Page.

Select the new role to be updated for the users and click on Update.

• Admin users can view internal and external users

MSB users will be able see all the internal and external users in the Admin’s User list. A new column ‘User Type’ is added, and all the external or internal users will be sorted in alphabetical order.

5) A Group Manager is a user, a custodian by role, who is responsible for controlling or administering ePaks of a group of custodians. A group manager can:

• View all groups that they are manager of.
• View ‘My groups’ statistics.
• View ‘My groups’ ePaks.
• View individual group member’s ePaks.
• View ePak details for a group member (like documents within an ePak, viewing signatures and audit trail).
• Change signer on a group member’s ePaks.
• Reassign a group member’s ePak to another custodian.
• View reports about their groups ePaks.

Introduction

Welcome!

Our online, cloud-based digital signing solution revolutionizes and streamlines the entire signing process, eliminating the necessity for manual signatures. By replacing traditional methods with digital signing, MSB significantly reduces costs and accelerates business processes.

This platform facilitates the establishment of a paperless office environment, supporting both electronic and digital signatures with a range of signing policies. MSB grants you complete flexibility through multiple integrated options available within the application.

This guide outlines the utilization of the application’s user interface for swiftly signing and dispatching documents for electronic and digital signatures. It provides instructions on configuring your user profile and initiating seamless end-to-end business transactions involving individuals and documents, whether internal or external to your organization. Empower yourself to utilize the application efficiently and accurately.

What is a digital signature?

A digital signature is a legally binding equivalent of your handwritten signature. A validated digital signature uses technology to ensure that the signature represents you, and that the content of what you signed has not been altered. It validates the authenticity and integrity of a message or digital document and the sender’s identity.

After signing digitally, you do not need to sign the document with a pen. Your digital signature is legally binding and carries the same legal strength as your ink signature.

What information is included in a digital signature?

The digital signature includes:

• Name of Signatory
• Email of the signatory
• Signing reason selected/entered by the Signatory
• The Signatory’s location may also be included depending on the document’s certificate policy and whether the Signatory has entered that information into his/her profile
• Certificate information
• Time the signature was applied
  – Time the certificate was validated
• Whether or not a path from the Signatory’s certificate to an Issuer’s certificate was successfully built
• A unique computed value, which represents the version of the document the signature applies to.

Does a user need to physically sign a document that has been digitally signed?

After signing digitally, you do not need to sign the document with a pen. Your digital signature is legally binding and carries the same legal strength as your ink signature.

What is an ePhotocopy?

An ePhotocopy is a facsimile of the original document, just like a photocopy of an original paper document. It is an exact copy of the original document but contains a representation of the original signatures instead of the signatures. The digital signatures in an ePhotocopy cannot be validated. However, an ePhotocopy includes a validation report page at the end, which shows the status of digital signatures.