Configure the option to replace a recipient on an agreement

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Posledná aktualizácia dňa 21. 2. 2024

The Replace Recipient feature is designed to update any recipient (email address) that has not yet completed their action for the agreement.

Overview

Senders may need to update an email address for a recipient for several reasons, from mistyped values during composition to signature requirement changes on the recipient side. As long as the recipient hasn't completed their actions on the agreement, their action in the agreement can be reassigned to a new email address.

The newly identified recipient may fully replace the original recipient, removing them from the agreement, or be added as an alternate recipient, where either party may complete the action on the agreement.

Availability:

Team and enterprise license plans have controls to configure the Replace recipient activity.
Individual license plans don't have access to configurable controls. Only the Replace activity is available.

Configuration scope:

Team and enterprise accounts can be configured at the account and group levels.
Individual accounts may not configure the feature.

How to replace a recipient

Only the original sender can replace a recipient through their Manage page.

Developers using the API can use the PUT /agreements/{agreementId}/members/participantSets/{participantSetId} endpoint.

From the Manage tab, select the agreement you want to edit.
This opens the context menu to the right of the agreement list.
In the Recipients section of the context menu, mouse over the recipient to be edited.
- An information bubble pops out to the left, showing the recipient's values.
Depending on the configured settings, one or more options are exposed in the bubble.
Select the option that best suits your signature needs:
- Replace recipient - This option replaces the original recipient, denying them further access to the agreement. Only the newly assigned recipient can complete the participation in the agreement.
- Add Alternate Recipient - Adding an alternate recipient includes the new recipient as a viable participant and leaves the original recipient in place, still capable of completing the agreement.
The information bubble refreshes and asks for the email address of the new recipient.
- Enter the new email address and an optional message for the new recipient.
- Select Replace (or Add if adding an alternate recipient).
A success banner is displayed at the top of the page after the update calling out the old and new email values:

An email is delivered to the new recipient immediately after they are added to the agreement.

Poznámka:

When a recipient is added as an alternate recipient, the recipient record on the Manage page changes to show the recipient as an expandable Group with all participants listed.

Configuration

The controls for this feature can be assessed by navigating to Global Settings > Replace recipient

The default settings for the Replace Recipient feature are:

Replace Recipient for individual licensed accounts.
- Only the new recipient will be able to participate.
- Users with an individual service plan cannot access the Global Settings menu and may not change this default setting.
Add Alternate Recipient for team and enterprise accounts.
- Both the new and original recipients will be able to participate.
- Team and enterprise service plans may change the default behavior at the account or group level.

Replace recipient controls in the admin UI

The configurable options are:

What should the default behavior be?

Only the new recipient will be able to participate – This is the Replace Recipient option.
- This option inserts the Replace Recipient option into the user's Manage page options.
- This is the better option if the primary concern is that the wrong recipient was sent the agreement.

The Global Settings admin menu highlighting the Replace Recipient option with an inset of the Manage page controls for the sender.

The original recipient and the new recipient will both be able to participate – This is the Add Alternate Recipient option.
- This option inserts the Add Alternate Recipient option into the user's Manage page options.
- If the primary concern is that the signature process is being held up by recipients who are out of office or difficult to contact, this is the better option.

The Global Settings admin menu highlighting the Add Alternate Recipient option with an inset of the Manage page controls for the sender.

Should the agreement sender be allowed to change the default setting?

By checking the Users in my account can select whether the original recipient can or cannot participate after being replaced checkbox, both the Replace Recipient and Add Alternate Recipient options are added to the user's Manage page options.

The Global Settings admin menu highlighting the option for Senders to select their action with an inset of the Manage page controls for the sender.

Activity list and audit report

The Activity list clearly shows the events when a recipient is replaced and when another recipient has been added.

Each event type is followed immediately by a "Sent out" event identifying that emails are being delivered.

The agreement's Activity list highlighting the Replace and Add Recipient events.

The Audit Report properly reflects the events when a recipient is replaced or added as an alternate participant:

The audit report highlighting the Replaced recipient and an Added alternate recipient.

Things to know

You can only replace recipients that haven't completed their action on the agreement.
You cannot replace a recipient with an email identical to a previously used email address. This means you can't replace RecipientA with RecipientB and then Replace RecipientB with RecipientA. Once a recipient is removed from an agreement through the replacement action, they can't be re-added.
Recipients assigned a Delegator role cannot be replaced.
Agreements sent via the classic Send in Bulk cannot use the Replace Recipient feature. The new Send in Bulk environment supports both Replace and Add Alternative options.
You can replace the same recipient index multiple times.
- When using the include option, you grow the number of potential recipients in the recipient group.
- If you use the replace action at any time, the list of current recipients is replaced by the single newly nominated address.
Recipients in a Recipient Group can be replaced individually, and new recipients can be added.
- There is no option to remove one recipient without replacing them.
Recipients in a parallel participation order can be replaced individually.
Recipients defined within a Hybrid routing order can be replaced individually.