Organization Settings

This section in Administration contains settings that apply throughout the entire organization. That includes default app settings for new members, as well as allowing or banning certain features, among other things.

Organization

Organization name

Select a name for your organization. This can be the official name of your company or institution, or something completely unofficial. Name can be changed anytime.

URL

The URL to access your Circularo app. To change it, click on the Edit button and create your new custom URL.

Before changing your organization's custom URL, you should keep in mind that

• All previously shared document links will stop working

• Public links will not redirect and embedded links will stop working

• You will need to resend pending invitations

• You will need to update services that use your URL (like SSO)

• Your old URL will eventually become available for others to claim

If you don't see the Edit URL button in your app, please contact our sales team to talk about your options.

Region

These are regional settings applied to all new members of your organization. Each member can then change them to their liking in their Preferences.

Default system language affects the way users see their Circularo app.

Timezone, Date format, and Time format only affect the defaults used when signing documents and what is displayed in the Audit trail.

Signing process & annotations

Here you will find organization-wide settings related to signing documents and annotations.

Most of these settings can be adjusted or overwritten during the signing process itself, they just indicate the default setting.

Embed link

In the Select signature fields step in the signing process, there is an option to insert a Document ID. This ID will turn into a link when the document is downloaded as a PDF if this toggle is on.

Where should the embedded link redirect to?

Here you can choose whether the aforementioned link leads to the preview of the document online, document detail, or to the document verification page to verify its authenticity.

Signing order

Signing order determins in which order will each recipient receive the document they are supposed to sign.

On - By default, recipients will receive the document in predetermined order. After one recipient signs, the document goes to the recipient/s next in order (Sequential signing order)

Off - By default, all recipients receive the document at the same time (Parallel signing order)

Changeable signing order

This allows you to enforce the default Signing order setting you chose above.

On - This Signing order setting can be adjusted individually for each document in the recipient selection step.

Off - Users won't be able to change the Signing order, making the default you select above an unchangeable standard throughout your entire organization.

While enforcing a parallel or sequential signing order can reduce chaos and human errors, different types of documents may require different processes, including the signing order.

Enable recipient editing

When this option is enabled, senders can edit the recipients of their documents that are in an active workflow. This option has two levels of permissions:

• Before anyone signs - this option is automatically turned on by enabling the setting, and allows senders to modify recipients as long as no signatures have been added to the document.

• Before the recipient has signed - this level allows senders to modify recipients on document where signing order is enabled and the recipient being changed has not signed yet. Level two cannot be turned on without level one being on as well.

QR code redirects to

QR code can be added directly to documents during signature field selection or can be found in the Audit trail. In this setting, you choose where does it lead to when scanned.

Similar to the embedded link, the QR code can direct to either the document preview or the verification page.

Automatic reminders

Here you can schedule reminders to be automatically sent to anyone who has pending documents waiting for them to sign.

On - Automatic reminders are always sent to members of your organization.

You will be asked to pick the day of the first reminder as well as the interval between two reminders.

Off - Reminders are not being sent automatically by default. They can be turned on in the Review and send step of the signing process individually for each document.

Allow drawing

Enable free-drawn annotations in document preview and during signing.

Disabled other fields

You can limit which fields apart from signing fields users can add to a document when preparing it. Here you will see a list of all disabled fields and you can also edit the choices.

Default recipient rights

As an admin, you can set the default rights and permissions for all document recipients throughout the organization.

Please note that these are only default settings that can be overwritten by individual senders for each recipient or group of recipients during the signing process.

There is currently no way to disable these options completely.

Download and print - when disabled, recipients won't be able to download documents sent to them to their own PC or print them

Delegation - when disabled, recipients won't be able to delegate the document sent to them to someone else to process it on their behalf

Annotations on reject - when disabled, recipients who reject a document won't be able to add annotations to it

Detect signature fields

When converting a MS Office document to PDF, any potential pre-prepared signature fields the document may contain will be automatically detected.

Default deadline

Turn the toggle on to select a default processing deadline for all documents in the organization.
Choose from 1 day to 6 months from the start of each signing process, or select a custom date by which all processes must be completed. This deadline can individually be changed during the preparation process by the sender.

Deadline changeable

Here you can enforce the default deadline setting above.

On - Users will be able select a custom deadline during each individual signing process. The deadline selected above will remain a default option and will apply if the sender doesn't change it manually.

Off - The processing deadline selected above will apply universally for all document processes and individual users won't be able to change it.

All recipients in a group have to sign

Select the default setting for group signing.

Recipients can repeat in the signing process

Allows for one recipient to be entered into a workflow multiple times. Applies to workflows with enabled signing order only.

Allow comments on finished document transactions

Enable this option to allow users to comment on finished document transactions (in final statuses - completed, rejected, expired). The settings will be applied to newly closed document transactions.

Allowed types of signatures

Select which types of signatures will be allowed throughout your organization.

SMTP

How to set up your custom SMTP: 

1. Switch the SMTP Enabled toggle on 

2. Fill in the required information

3. If you want to test the configuration, enter your email address and click Test SMTP

Other

Inactive timeout

Set the amount of time after which an inactive user will be automatically logged out of their Circularo app.

Enable MS Office Online

Allow document preview and editing in MS Office Online.

MS Office Online subscription is needed for document editing to work.

Merge files by default

Choose whether the default setting for uploading multiple documents at once is to merge them or to upload them individually. This setting can then be adjusted by each user for each upload.

Enforce MFA

When enabled, all members of your organization will be required to set 2-Factor Authentication for their accounts.

Each user can select between email, phone, or 3rd party authenticator based on their personal preferences.

Enable password expiration

When enabled, all members of your organization will be required to change their password regularly. You can then set the frequency of mandatory password changes.

Hide email + password login option

Enable to only allow members of your organization to login via 3rd party application account.

Allowed cloud providers

Select which cloud services can your organization's members connect their accounts to.

Uneditable user details

You can select which details in a member’s profile they can change and which they cannot. You will see a list of all those that are not enabled for change.

Automatic organization sharing in shared files

Determines whether newly created/added items in the root of shared files are automatically shared with the entire organization. (Default: Yes)

Use PDF/A

Should a new file be automatically converted to the PDF/A standard upon upload? (Default: yes)

Converting files to PDF/A may visually affect the file.