Control Management

This document describes all control types in Nota Sign and their use cases. Controls are the core elements of the signing workflow. The sender drags a control onto the document to specify an action (sign, fill in information, stamp, etc.) that the recipient must complete.

1. Control Overview

Nota Sign provides two major categories of controls:

• Signing Controls: Signature, Seal, Signing Date, Hand-drawn.
• Fill-in Controls: Text, Checkbox, Image, Attachment.

In addition, there are special controls: Electronic Seal control and e-Meterai control.

1.1. Common Properties of Controls

After clicking a control, you can configure its properties on the right side:

• Recipient: Specify who needs to fill in this control.
• Required: Set whether filling is mandatory.
• Control Name: Used to identify the content of the control.
• Hint: Set a guiding description.
• Default Value: Set pre-filled text.
• Font Style: Supports bold, italic, and underline.
• Font Type and Size: Supports a variety of fonts and sizes (12px–28px).

1.2. Control Configuration Interface

The signing settings page is mainly used to configure controls. It consists of:

1. Recipient Settings: Choose different recipients to configure controls separately.
2. Control Panel: Set the required fill-in controls and the position of stamps for the recipient.
3. Document Preview Area: Preview the uploaded document and place controls on it.
4. Document List Navigation Area: Browse uploaded documents and quickly navigate among them.

2. Signing Controls

2.1. Signature Control

Click the signature control, and the system provides multiple signature methods: default signature style, handwritten signature, and uploaded signature image.

Use Case: Used for recipient signing confirmation; the most basic signing control.

If the signing party is designated as Electronic_Signature, only Electronic_Signature-type controls can be placed.

If the signing party is designated as Digital Signature, only Digital Signature-type controls can be placed. A CA selection dialog will appear after submission.

The system only displays the signature and form fields pre-set by the sender. Recipients cannot manually add new controls; they can only complete filling and signing at the designated positions.

> For recipients who have both filling and signing tasks, only one submission is required to complete all content of the node. Please verify all required fields before submitting to ensure a smooth signing process.

2.2. Date Control

When the sender sets up a “Date Control” for the recipient in advance, the system will automatically fill in the current date when the recipient enters the signing page.

Use Case: Used to auto-fill the signing date in the document; no manual input is required.

2.3. Seal Control

Used to apply a corporate or personal seal. Choose an authorized seal or upload a seal image that meets the requirements.

Setup Method:

Step 1: Enable Seal Control

The sender must first enable the seal control in Management > Send Settings and configure the following options:

• Restrict Seal Usage Scope: Choose from “No restriction”, “Only allow using authorized seals”, or “Only allow using uploaded seals”;
• Default Size Rule: Choose “Display by control size” (field_size) or “Display by actual seal size” (actual_size). The default is “Display by control size”.

💡 Note: For SES envelopes, both size options are supported; for AES/Singpass envelopes, only “Display by control size” is supported.

Step 2: Configure Signing Preferences (Optional)

To allow recipients to switch to a different seal during signing, the sender can check Allow recipients to use different seals for signing in Management > Signing Preferences.

• When checked, clicking the seal control will pop up a seal selection dialog, allowing recipients to switch to another seal;
• When unchecked, recipients can only select or replace the current seal and cannot switch to a different one.

Step 3: Place Seal Control in Envelope

When creating an envelope, drag the Seal to the signing area and configure the following in the right settings panel:

• Usage Scope: Adjust seal permissions (No restriction / Authorized seals only / Uploaded seals only);
• Size Rule: Choose “Display by control size” or “Display by actual seal size”. This overrides the default value in Send Settings.

Size Rule Effect Description:

Use Case: Used for enterprises or individuals to apply seals; supports both authorized seals and uploaded seal images, with flexible control over seal size and switching permissions.

Sign with a Seal

1. Click View Document in the email to view the envelope.

1. Select or upload a seal.

• When the sender sets “No restriction on seal usage scope”, recipients can choose to upload a seal or select an authorized electronic seal for signing, and click Confirm.

• When the sender sets “Only allow using authorized seals”, only authorized electronic seals can be selected for signing, and click Confirm.

• When the sender sets “Only allow using uploaded seals”, seals can only be selected by drag-and-drop or clicking, and click Confirm.

1. Switch seal (requires the sender to enable Allow recipients to use different seals in Signing Preferences beforehand).

• Click the filled seal control, and the system will pop up a seal selection dialog;
• Select another seal in the dialog to replace the current seal;
• If this feature is not enabled, clicking a filled seal will re-fill the current seal and cannot switch to a different one.

1. Sign all unsigned items, click Submit, and the signing is complete.

2.4. Hand-drawn Control

When the sender configures a “Hand-drawn Control” in the envelope, the recipient can choose to use a hand-drawn signature.

If the hand-drawn control is selected when initiating the signing, the signing party can use a hand-drawn signature.

💡 Note: When initiating a signing, the hand-drawn control must be used together with the signature control.

Use Case: Used when the recipient needs to provide a signature in handwritten style.

3. Fill-in Controls

3.1. Text Control

Used to fill in key information such as name, address, and ID number. Please fill in accurately according to the hint pre-set by the sender.

After dragging the “Text” control from the left panel into the document, you can adjust its properties in the settings panel on the right: if “Multi-line Text” is not checked, the control defaults to single-line mode; if “Multi-line Text” is checked, the control will allow the signer to press Enter to wrap lines and input long paragraphs of text.

When using a Text Fill-in Control, the designated recipient must complete the control before the signing process can continue.

Use Case: Used when the recipient needs to fill in text information such as name, address, ID number, or remarks.

3.2. Radio Button Control

The Radio Button control is used when only one option can be selected from multiple choices.

After the sender drags the Radio Button control from the left-hand menu into the document, the following settings can be configured in the properties panel on the right:

• Assigned Recipient: Specifies the recipient responsible for completing the radio button group;
• Required: If enabled, one option must be selected before the document can be submitted;
• Control Name: Sets a name to help identify the control;
• Hint Text: Sets instructional or guidance text;
• Control Size: Drag the slider left or right to adjust the control size;
• Options: Add, delete, or edit the text of each option. Each option can contain up to 50 characters.

Configuration Notes:

• Adding or deleting options: Click “+ Add Option” at the bottom to add a new row at the end of the list. Once the maximum of 50 options is reached, the button becomes unavailable. Click the delete icon to the right of an option to remove it. Each radio button group must contain at least two options;
• Adjusting the layout: Each option can be dragged independently within the current page. Resizing applies to the entire group; individual options cannot be resized separately. If any option is dragged to another page, the entire radio button group moves to the target page.

3.3. Checkbox Control

The Checkbox control is used when users may select one or more options from a list, such as confirming agreement to terms or selecting additional services.

After the sender drags the Checkbox control from the left-hand menu into the document, the following settings can be configured in the properties panel on the right:

​Assigned Recipient​: Specifies the recipient responsible for completing the checkbox group. ​Required​: If enabled, at least one option must be selected before the document can be submitted. ​Control Name​: Sets a name to help identify the control. ​Hint Text​: Sets instructional or guidance text. ​Control Size​: Drag the slider left or right to adjust the control size. ​Options​: Add, delete, or edit the text of each option. Each option can contain up to 50 characters.

3.4. Image Control

If you need to upload an ID document, business license, etc., use the image control.

Use Case: Used when the recipient needs to upload image files such as ID card or business license.

3.4. Attachment Control

Used to upload supplementary documents related to the signed file.

When creating an envelope, the sender can enable the attachment control and set upload permissions for the recipient. The recipient can upload the specified supplementary files during the signing process, ensuring the integrity and compliance of the signed file content.

Typical use cases include:

• Collect recipient identity documents, business licenses, and other qualification files.
• Require the recipient to provide supplementary materials related to the contract (such as quotation, certification documents, etc.).
• During business processing, uniformly collect attachment materials for archiving and auditing.

After the attachment control is enabled, the attachment materials will be saved together with the signed file and can be viewed in history records and audit reports, meeting the needs of enterprise compliance and archiving.

Setup Method:

The sender must first enable the attachment control in Management > Send Settings and set the allowed number of attachments:

Then drag Attachment to the signing area when creating an envelope:

3.4.1. How Recipients Upload Attachments

1. Click View Document in the email to view the envelope.

1. After opening the envelope, click Upload Attachment.

1. You can view the uploaded attachments in the menu bar.

3.4.2. How Senders Download Attachments

After the envelope is sent, you can download attachments from your email or from the envelope signing records.

Download from Email:

After the recipient completes the signing, the sender can download attachments from the signing-completion notification email.

Download from the Envelope Signing Record:

1. Click View.

1. Download the attachment.

4. Special Controls

4.1. Electronic Seal Control

After the sender has set up the electronic seal, drag the electronic seal control from the left control panel to the corresponding position in the document body.

After the signing party clicks the electronic seal control, they can select an authorized electronic seal for signing.

Use Case: For formal documents that require a corporate electronic seal.

Before enabling, check Enable Electronic Seal in Management > Send Settings.

4.2. e-Meterai Control

On the Create Envelope > Control Settings page, select “e-Meterai” from the recipient dropdown in the top-left corner. Once selected, only one “e-Meterai” control will be displayed in the left control menu.

💡 Note: e-Meterai can only be stamped after all recipients have completed signing.

💡 Note: When it is the e-Meterai signing node’s turn, the system will automatically complete the e-Meterai stamping; no manual stamping is required.

Use Case: Documents that require Indonesian e-Meterai by Indonesian law; the Indonesia e-Meterai service must be subscribed before use.

4.3. Singpass Signing Control

Select Singpass as the signature type when initiating, and set the Singpass signing position for the signer.

Use Case: Used in scenarios where Singapore users sign with Singpass electronic identity.

5. Automatic Signing Control Configuration

When using the API for automatic signing, control configuration has special requirements:

5.1. Configure Signing Controls

When configuring signing controls, set the corresponding parameters based on the desired signing form (signature or seal): if a signature control is used, the system will automatically capture the recipient’s name to generate an automatic signature; if a seal control is used, a unique and authorized seal ID must be explicitly specified.

5.2. Configure Fill-in Controls

If the document contains a “Fill-in Control” that is set as required, the filling value must be passed in advance when initiating the envelope.

Use Case: Enterprise integration scenarios that automatically complete document signing via API.