Enabling Sender Controls

Overview

Sender Controls allow Box admins to control how senders create and manage signature requests in Box Sign. These settings help enforce consistency, compliance, and governance by defining what actions senders can take and what information they must provide.

Overview

Sender Controls include the following controls:

• Field restrictions: Limit which field types senders can add or modify in signature requests and templates.
• Sender actions: Require senders to provide a reason when performing certain actions on a signature request.

Admin experience

Admins use field restrictions to control which field types appear in the Signatures & Fields panel for senders when they work with templates and signature requests.

Field restrictions

Field restrictions apply when users:

• Create new templates.
• Use existing templates.
• Send signature requests.
• Revise or modify signature requests.

To configure field restrictions:

1. Navigate to the Admin Console and select Enterprise Settings.
2. Click the Box Sign tab.
3. Under Sender Controls, select Edit Configuration.
4. In the Configure Field Restrictions dialog, select one of the following options:
   • Disable for all managed users: All users can access all field types (default setting).
   • Enable for all managed users: Apply field restrictions to all users in your organization.
   • Enable for select users and groups: Apply field restrictions to specific users or groups.
   • Enable for everyone except select users and groups: Apply field restrictions to all users except those you specify.
5. If you selected Enable for select users and groups or Enable for everyone except select users and groups:
   1. In the Users or Groups field, enter the names of users or groups.
   2. Click Save.

6. Select the fields you want to make available for specified senders: 

   • Signature
   • Stamp
   • Initials
   • Date Signed
   • Name
   • Company
   • Email
   • Title
   • Text Input
   • Checkbox
   • Attachment
   • Radio
   • Dropdown

   Note: Only selected field types will appear in the Signatures & Fields panel. All unselected field types will be unavailable.

7. In the upper-right corner of the Admin Console, click Save.

Sender actions

Admins can require senders to provide a reason for cancelling, revising, or deleting a signature request. This feature helps to:

• Maintain comprehensive audit trails.
• Understand the context behind workflow changes.
• Ensure accountability for signature request modifications.

To enable mandatory reasons for senders:

1. Navigate to the Admin Console and select Enterprise Settings.
2. Select the Box Sign tab and scroll down to Sender Controls.
3. Under Sender Actions, turn on the Require senders to provide a reason for their actions toggle.
4. In the upper-right corner of the Admin Console, click Save.

Sender experience

When field restrictions are enabled, senders can only work with available field types. The following sections explain how these restrictions affect signature requests and templates.

Signature requests

Creating and sending signature requests

When an admin applies field restrictions to a user or group:

• The Signatures & Fields panel displays only available field types that the admin selected in the Admin Console. Senders can add only those field types to their signature requests and templates.
• Unavailable field types do not appear and cannot be added to signature requests or templates.

If a sender attempts to send a signature request containing template tags for unavailable field types, an error message appears, and the request cannot be sent until those fields are removed.

Modifying signature requests

When revising a sent signature request, senders cannot:

• Add unavailable field types.
• Duplicate unavailable field types.
• Modify unavailable fields (resize, move, change properties).

If senders attempt these actions, an error message appears. To proceed, they must remove the unavailable fields.

Working with templates

Creating templates

• Users with field restrictions can only add available field types.
• Unavailable field types do not appear in the Signatures & Fields panel.

Using locked templates

• If a template contains unavailable field types, senders with field restrictions cannot create a signature request from that template.

Using unlocked templates

• If the template contains unavailable fields, senders with field restrictions cannot create a signature request from that template.
• However, if senders have permission to edit the template, they can remove unavailable field types from the template before creating the signature request.
• Senders with field restrictions cannot add, duplicate, resize, move, or modify unavailable field types.

Sender actions

When Sender Actions are enabled:

• Senders are prompted to provide a reason when cancelling, revising, or deleting a signature request.
• Senders cannot cancel, revise, or delete signature requests until a reason is provided.
• The reasons for revising are recorded in the signing log. The reasons for cancelling or deleting are recorded in the User Activity report.