What is SignSpace

All resources

Trusted business collaboration 

SignSpace is a service for enabling and empowering trusted business collaboration in and between companies of all sizes. SignSpace focuses on trust - the users are strongly authenticated so there is never a doubt who are the collaborating participants. SignSpace provides an elegant contextual communications framework that easily accommodates the differing sizes and organizational hierarchies. SignSpace offers a bedrock-stable document management infrastructure that is coupled with industry-standard signing functionalities.

Organizations, businesses, and private individuals can use SignSpace for:

  • Communicate efficiently with all stakeholders both in and between organizations

  • Contract collaboration and signing

  • Advanced digital signing. Use trusted and proven functionalities to sign digital content

  • Secure content management and sharing as well as long term content storage

  • Integrated task management

SignSpace helps organizations, teams and business partners to:

  • Build trusted communication across organizational borders, both within as well as between organizations

  • Ensure the collaboration activities and scope stay within organizational policy

    Increase communication efficiency

  • Reduce time spent on contract management

    Improve information security in all levels of the organization

Organizations can make SignSpace an integral part of their business infrastructure by integrating with the SignSpace API.

 

How does it work

This is your main screen in SignSpace:

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It has a top bar for switching views between space/chat content, tasks, files and admin views.

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Also, it holds a button to start a new space.

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On the right side of the top bar you can access and manage your personal settings: Personal details, Change picture, My organizations (if you are linked to any). In the same menu, you may access the User guide and Sign out function. You may change your password on the Personal details page.

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The main screen has a sidebar for navigation/filtering of content. Sidebar folders and the group and people list serve as a quick way to filter content based on a particular activity, group or person.

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Top of the sidebar (All accounts) opens a menu for switching accounts and for accessing account administration pages.

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Next to the sidebar, there is a list of activities (in Messages tab) or a list of tasks (in Tasks tab). A list of activities may be presented in one of the following formats.

Space list shows activities grouped by space.

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Message list shows each activity separately in an email inbox format.

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List of activities is marked by attention indicators:

  • A grey dot means there is a new unread activity. This indicator will disappear once you read the activity.

  • A blue dot means there is a new unread activity that is of importance to you. For instance, you have been mentioned by your name, or there is a reply to one of your earlier activities. This indicator will disappear once you read the activity.

  • IA yellow vertical line means there is an activity assigned to you. This indicator will disappear when you complete the assignment.

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Task list is presented in one way only. Color coding is used in the list of tasks to indicate tasks status:

  • IBlue is an open task that is not assigned to you

  • IYellow is an open task assigned to you

  • IGreen is a task completed by you or someone else

  • IRed is a an overdue task or a signing request on hold

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The files list in Files tab is an exception. It does not have a details view and the list takes up the whole screen.

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The Search field is located at the top of the list. You can enter a keyword and will see a list of messages, tasks or files (depending on the selected tab) which have matching content.

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Next to the list of activities there is a details view that displays the content of a space, a chat, a task, a group, and so on depending on the chosen tab in the top bar.

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Related topics: 

How to create a signing request

How to create a task

How to start a chat

How to sign a document

Administration pages

SignSpace has a number of account administration pages that intentionally look different from the main user interface. Once you see a page with a light grey background, you know that you are in the account administration environment. The sidebar and contextual buttons help you navigate the account administration environment.

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Desktop notifications

When you first open SignSpace, you will see a blue notification at the top of the screen requesting permission for desktop notifications. We recommend using browser notifications. Click enable desktop notifications.

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Then click Allow.

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That way when you are signed in to SignSpace, but are switched to a different tab or application, you will see a small notification in the top right corner about new SignSpace activities.

Spaces

Spaces tie different collaboration activities (messages, tasks and signing requests) together. Start a space on any topic, idea, subject, project, or workflow. Then add users and groups to begin collaborating.

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A person creating a space is called a space owner. A space owner creates a new space by posting the first activity (a message, a signing request, a task) to the initial space participants.

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Space owner can add more participants at any time and approve additional access requests from new participants. Space participants are called space members.

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Spaces provide tools to secure shared content. A space owner may choose if space members need to verify their identity to access space contents.

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A space owner may also decide if new users need to be approved in order to join a space. Approval settings are indicated by an open or closed lock next to the organization name under the space title. By default own organization users are not required space owner approval to join a space (open grey lock).  By default external organizations and personal users are required space owner approval to join a space (closed red lock).

SignSpace-resources-space-access-approvals

Related topics: 

How to create a signing request

How to create a task

How to sign a document

Activities

Activities are the main building blocks of spaces and chats.

Space activities are of the following types:

  • Text message

  • Text message with file attachments

  • Task - it has a form with fields for entering a title, description and assignees

  • Signing request - it has a form with fields for entering a title, description, files for signing and signatories

By using different types of activities, you can create custom workflows based on your needs. Each activity content has a maximum size limit of 10,000 characters.

In spaces, you also may see the following activity types:

  • An access request to join a space - This is a request by a current space member to add another person or group to the space.

  • An access request to join an organization - This is a request by a personal user to join an organization account. Only organization admins receive this access request.

Chats have a smaller range of activity types: messages and messages with file attachments.

Related topics: 

How to create a signing request

How to create a task

Chats

Chat is an informal private ad-hoc communication channel, separate from spaces. You can have instant private conversations for a quick brainstorm or information exchange quickly without overloading spaces with detailed information.

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Individuals or groups can participate in chats. To ensure privacy, once a chat is started, new participants cannot be added to the chat.

Chats have a smaller range of activity types: messages and messages with file attachments.

Related topics: 

How to start a chat

Groups

A group is a list of users or other groups bundled together to make it easier to reach multiple people at once.

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You can create groups within organizations and across multiple organizations to bring people together as a team, project, business function or any other role. Once created, you can use groups to quickly filter SignSpace content, address them in a space or chat.

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By including groups in a space or as chat participants, it is easy to ensure that new team members get access to all relevant SignSpace content.

Related topics: 

How to create a group

@mention users

When composing an activity, you may use the @ sign to mention a user in text fields .

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If the mentioned user is already a member of the space, the user will be notified about this mention with attention indicators and email notification. If the mentioned user is not part of the space, an access request will be sent to the space owner to allow the user to join the space. Once the mentioned user is added to the space, the user will be notified in SignSpace and by email.

Files

Files are added to SignSpace by attaching them in spaces or chats. Any standard file of up to 25MB may be attached.

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Files also have a dedicated files view for easy access. All files from spaces and chats will be visible there. Only pasted screenshots are not listed in the files view.

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