This article discusses Vinesign’s Admin sections and tools: Reports, Team, and Settings. Only users with Team Administrator permissions can access these sections. If you need these permissions, contact an Admin in your organization.
Admins can see an overview of your sent documents by clicking on the Reports tab along the top of the page. This tab allows you to easily see how many documents you’ve sent within a defined time range, and the status of all of those documents.
At the top of the Reports section, select a team member from the dropdown to view the documents sent by that member. Adjust the dates to specify a different time range. Then, click Generate Report to view the results, which will be displayed in a bar graph. Below the graph, review more information on the documents and templates created during this time range.
Admins can view and manage team members by clicking on the Team tab along the top of the page.
The list displays the following information for each team member:
- email address
- if private templates are enabled for the team member
- if private documents are enabled for the team member
Enter a term into the Search team… box to filter the list. The list will filter as you type. Click Export to Excel to download a spreadsheet of the filtered list.
Admins can also add new team members and edit existing ones in this section. Learn more about managing your team.
Admins can manage organization-level settings by clicking on the Settings tab along the top of the page.
In the Organization Settings section, you can customize your organization name. You can also opt to attach a copy of the unsigned document to the initial email that is sent to signees, or include a document’s ID and verification URL on signed documents.
In the Two-Factor Authentication section, you can select to enable 2FA. When this option is selected, users in your organization will receive verification codes via email that are required for sign in.
In the Signature section, you can set the default signature settings. Choose the color of the signature (black or blue) and whether the signer can type in a signature or upload an image.
The selected signature settings will appear in new templates and documents by default, but it can be edited.
In the Message Settings section, you can choose the language used in text and email messages to document recipients, and customize those messages. Selecting Spanish changes the signee experience (prompts, buttons, and confirmation email) to Spanish as well. These message settings will always appear in new templates and documents by default, but can be edited by the user creating the template or document.
Note: If a message has been customized in this section, and an Admin selects a different message language and saves the changes, then the original customized message will be lost.
Set the default number of days before expiration for documents. You can choose between 1-7, 14, 30, 60, or 90 days. The selected expiration time period will appear in new templates and documents by default, but it can be edited on an individual level.
In the Notifications section, the types of notifications you can receive are listed. In the Email column, select from the following notification types:
- Click the Sent checkbox to send a notification email when a document is sent and received by the recipients, but not yet opened.
- Click the Viewed checkbox to send a notification email when the document’s recipients have opened the document, but haven’t signed yet.
- Click the Declined checkbox to send a notification email when a signer has declined to sign the document.
- Click the Signed checkbox to send a notification email when a signer has signed the document.
- Click the Completed checkbox to send a notification email when all signers have finished signing the document.
If your Vinesign organization is integrated with Filevine, the Filevine column also appears. Clicking a checkbox in this column will create a note in Filevine when the document action occurs, provided that the document is associated with a Filevine project.
In the Reminders section, click the Send Signers Automatic Reminders checkbox to choose the desired reminder frequency. When selected, the reminder frequency options appear below. Select the desired reminder days. For example, selecting the Day 2 and Day 6 checkboxes will send signers an email reminding them to sign the document on the first and fifth day after sending.
When you’ve finished editing your settings, be sure to click Save Changes at the bottom.
Fields Text Style
In the Fields Text Style section, choose the default formatting for Person Name, Current Date, and custom Text Fields. Choose between four font types, as well as the font size, justification, formatting, and color (black, red, or blue).
The selected formatting will appear in new templates and documents by default, but it can be edited on an individual level.