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Legalesign glossary

This page will define common terms that are used on the Legalesign platform.

Account​

The subscribed service that a company has access to. Each Account has one Organisation through which the system is managed.

Account Owner​

Individual with overall control over an Organisation and Billing. There is only one Account Owner per Organisation.

Learn more about Organisation.

Action​

The necessary steps required from a Recipient to complete a document eg: Witnessing, Approving, Signing, entering information, etc.

Admin​

The highest permission level in a Team, which allows a user to add or remove other users, change Team settings, and access all information available within a Team.

Advanced Electronic Signature / AdES​

An Electronic Signature which meets the following requirements:

All electronic signatures sent by Legalesign are AdES by default.

Learn more about Electronic Signature.

Agent App​

A signing app, optimised for tablets and handheld devices, with offline signing capability.

Agreement Statements / Signer Affirmations​

Statements which a Recipient is required to accept to proceed to the document. An example of an Agreement statement is: "I understand that accepting the terms of this document creates a legally binding obligation."

App1​

V.3 of the Legalesign Web App replaced by Console.

Approver​

A Role that can be assigned to Recipients. Gives approval before a Document can be completed. Approvers can be the sole recipient or added to a larger workflow (pre, mid or post). Approvers can also be assigned Recipient fields to complete.

Archive​

Long-term storage for completed/removed Documents and Templates.

Auto Archive​

Setting to automatically archive a Template after it has been used to create and send a Document.

Base Experience​

The standard configuration of email, signing and download settings encountered by recipients. Available as the default for every new team.

Learn more about Experiences.

Batch​

A group of documents sent as part of a Batched Send, so recipients can seamlessly move from one document to another.

Batched Send / Batching​

Method to send multiple documents to recipient/s with a single signing link providing access to all documents.

Learn more about Batching.

Billing CC​

An additional email recipient who receives invoices and other billing notifications alongside the Account Owner and who is permitted to make changes to the billing and authorise purchases.

Billing Page​

The page for managing invoices, payments, and changing an Account's subscription plan.

Learn more about Organisation Settings.

CCES / Conveyancer-Certified Electronic Signature​

A method of applying eSignatures suitable for use in Conveyancing documents in England and Wales as specified by the HM Land Registry. CCES requires SMS Verification for all Signers and their Witnesses and for the Conyancer to act as an Approver by setting the date immediately prior to final execution of the document.

Learn more about Conveyancer-Certified Electronic Signature.

Certification​

Applied to documents after completion. A form of encryption that ensures a final document is tamper proof. Certificates are internal to the PD file, and are self proving.

Complete​

The point at which a Document is executed and can no longer be altered. All Recipients need to have actioned a document for it to be completed.

Console​

V.4 of the Legalesign Web App and the current version, with an improved user experience and additional features.

Contact​

The saved first name, last name, email address, and (optionally) mobile phone number of a Recipient which can be selected from the Contacts Book on the Send page. A contact is automatically created when a new Recipient is emailed. Contacts can be added, edited, or removed on the Contacts page.

Dashboard​

Main page which displays in-progress and recently completed documents.

Data Deletion​

Organisation feature to delete specific documents or all documents within a designated time period.

Learn more about Organisation Settings.

Data Extension​

Organisation feature to extend the lifespan of a specific document or all documents within a designated time period.

Learn more about Organisation Settings.

Device Lock​

Experiences feature which forces a Signer and their designated Witness to use the same device and signing session to action a Document.

A URL link providing access to a Document hosted on a public webpage. The completed Document is then sent in a notification email to both the Signer and the creator of the Direct Link. Anyone with access to a link can follow it to complete and sign a new version of the Document.

Document​

A file created from a Template and sent to Recipients for signing, approval, or witnessing. A Document represents a specific transaction -- once sent, it tracks each Participant's progress through to completion. Multiple Documents can be created and sent from the same Template.

Drafts​

Pre-prepared saved send pages with contacts, and/or details added to save time when sending. This can be used for Batches or Multi-Send docs as well as Standard Sends.

Electronic Signature / eSignature​

Data which is affixed to a document to agree to the contents or to attest to witnessing another recipient's agreement. A digital equivalent to a pen and ink signature.

Email Messages​

Personalised message in the first email sent to Participants. This can be saved and reused multiple times or just sent as a one-off.

Email Placeholder​

Text which can be entered into the body of a Notification Email to automatically customise its content when sending a document.

Enforced Ordering​

A batch setting that forces all documents to be signed in a specific order by all participants. Each document must be completed by all participants before anyone can proceed to the next document in the batch.

This can be switched on or off.

Envelope​

In Legalesign, an "envelope" is referred to as a "batch".

Experiences​

A configuration of email, signing and download settings that can then be applied at the recipient or team level. e.g., Use English for Recipient 1 and French for Recipient 2.

Read more about customised signing experiences.

Fields​

A small box added onto a Template to allow data to be entered into a Document eg: Email, Number, Dropdown, File Upload etc. Signatures are also added using a specific field.

Field Order​

Numbered sequence which guides recipients and the Sender through the document. Field Order applies to both Sender and Signer Fields.

Field Validation​

A restriction on the format of information accepted into a Field on the Document.

GDPR / General Data Protection Regulation​

A regulation on information privacy in the EU, EEA, and UK. GDPR regulates the lawful use of personal data.

Library​

Page for storing currently active Templates.

An image file uploaded by a User in Experiences to be displayed in Notification Emails and/or Signing Pages.

Long-Term Validation​

Long-term validation is a feature of PDF Certification that allows digital signatures to remain valid even after the certificate expires. Also see PDF Certification

Multi Doc / Multi Send​

Method to send multiple documents to recipient/s at the same time. All documents are sent separately. See Batching for how to send a group of documents with a single signing link.

Multi-factor Authentication​

See: Two-factor Authentication / 2FA

Notification Email​

An email sent from Legalesign to recipients. Most commonly to provide a signing link or to provide a PDF copy of the completed document at the end of a workflow.

Organisation​

The overall container that includes all your Teams, there is only one Organisation per account. If you only control one Team, you still have an Organisation.

Organisation Settings​

Section which allows you to access or customise features that affect your entire Organisation. Those features are: Organisation Users, Teams page, Billing page, Stop Processing, Data Deletion, and the Data Extension. These features permit your Organisation to comply with data privacy regulations such as GDPR.

Read more on your Organisation.

Organisation Users​

Organisation feature that allows you to grant designated Users access to Organisation settings or specific features within Organisation settings.

Participant​

A Participant is a sender, signer, witness, or approver as it relates to Template preparation.

Personal Settings​

Settings that affect your user account and no one else's e.g: Profile details, Change Password, Two- Factor Authentication settings, User Preferences.

Presets​

Customisable elements of Legalesign. There are four Presets: Experiences, Email Messages, Reminder Schedules, and Static Attachments.

Recipient​

Anyone who accesses a document to sign, witness, approve, or review it. Recipients are designated by their email address (and optionally a phone number).

Recipient Field​

Fields to be completed by a Recipient after receiving a Document. (As designated on the Edit Template Page).

Reminder​

Notification Email to alert a Recipient that a document needs to be completed, comes with a new Signing Link to provide immediate access to the document.

Reminder Schedule​

Timed sequence of notification emails sent after Document creation to help ensure completion. Reminder schedules can be set up and saved within Presets.

Reports​

Team Settings feature to generate statistics on Document activity within a Team. Including; send count, completion rate, response rates, time to sign, and more.

Reviewer​

Someone without a Role who receives a copy of the document via email after completion.

Role​

A Role determines how a person interacts with a document. There are four distinct Roles: Sender, Signer, Witness, and Approver.

Sender​

The Legalesign user who fills in any Sender Fields and then sends the document.

Sender Field​

Fields to be completed by the Sender when sending a Document.

Sequential Signing​

Signing process for multiple Recipients in which each Recipient receives the Signing Link after the previous recipient has actioned the document. If turned off, all Recipients will be sent their Signing Links simultaneously.

Signer​

A Role that can be assigned to Recipients. Signs a document to complete it.

The link that directs a Recipient to the Signing Page. Signing Links are by default one-time-use only.

Signing Page​

The secure online webpage that Signers and other Recipients are taken to complete a Document.

SMS Verification​

Part of the signing process, an SMS text message sent to a Recipient's mobile phone for the purposes of verifying their identity to allow access to the signing page.

Standard Send​

Basic method to send a single Document to one or more Recipients.

Static Attachments​

A library for PDF files which can then be attached to notification emails received by recipients (first email to Recipients & Reminders).

Stop Processing​

Organisation feature that restricts specified Email Recipients from being contacted. New addresses can be added or removed from this list.

Tag​

Label attached to Templates to assist in organisation of Templates in the Library.

Team​

The secure digital container on Legalesign within which you can create, prepare, and send documents and store completed documents and templates. An Account can have multiple teams and Users can be segregated into different Teams to protect access to information.

Team Inbox​

Team Settings feature to enable all completed documents to be automatically forwarded to a previously designated Email Address.

Team Settings​

Settings which affect a particular Team and no others. Team Settings can be changed or managed by any Admin User who is a member of the Team. The following are Team Settings: Group Name, Theme, Users, Contacts, Email Delivery, Reports, Templates, Send Options, Team Inbox, PDF Security.

Teams Page​

Organisation feature to set Data Retention for data for each Team in each of the following categories: Signed Documents, Email Attachments, Templates, and Text Templates.

Template​

A file uploaded and stored in your Library from which Documents can be created and sent multiple times for different Recipients.

Text Tags​

Specially formatted text inserted into Word or PDF documents which Legalesign can automatically convert into Fields during upload.

Text Template​

A Template generated directly from HTML text without the use of a previously existing file.

Theme​

The colour scheme of a Team which can be changed from the default on Team Settings.

Two-factor Authentication / 2FA​

An additional security step which requires a user to input a verification code via an authenticator app to login to their account.

Upload​

Transfer a file into Legalesign to be used as a Template for sending Documents.

User​

Anyone registered with Legalesign with access to a Team is a User. You don't have to be a User to be able to sign documents.

Valid / Validate​

A Template is only able to be sent if it is Valid i.e. there is a least one Recipient, and if that Recipient is a Signer there is at least one signature field.

Web App / Platform​

The version of Legalesign accessible to Users via the website.

Witness​

A Role that can be assigned to Recipients. Attests to the authenticity of a Signer's signature.

Workflow​

The process of creating, managing, actioning, and signing documents for your Team or Organisation. Workflows vary between Users and Teams depending on their specific requirements.

To contact support, create a new ticket at support.legalesign.com ↗

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