Protect documents with recipient verification

Availability:

• Passcode verification: Business and Enterprise plans
• SMS verification: Business annual* and Enterprise annual* plans
  * 10 SMS per month per account are included (non-renewable package). You can purchase an additional volume package with a minimum of 50 SMS for $0.40 per SMS. 
• Knowledge-Based Authentication (KBA): Business and Enterprise plans. KBA costs $2 per each KBA attempt. You can purchase a volume package with a minimum of 10 KBA attempts.  

Go here to learn about qualified electronic signatures. Learn more about KBA verification here.

This feature helps you easily set up a unique passcode, SMS code, or KBA for each document recipient. Your recipients will need to pass verification to view or sign the document.

Watch an overview video:

How to set up verification methods in workspace settings

Click on your name in the lower-left corner and go to Workspace defaults. Select which verification method you’d like to use, deselect the verification method you'd like to disable in documents, then select Save changes.

Setting up recipient verification in a document

There are two ways you can enable recipient verification:

1. While creating a document from scratch, or from a template
2. In a document 

Now let's dig deeper into each.

Setting up recipient verification in a newly created document

Start by selecting +Document from the Document list.

Select an existing template or +Blank to create a new document from scratch. If you have a PDF or .docx file, you can drag and drop it to the upload area.

Next, assign a recipient, then switch the toggle for “Recipient verification” beneath the recipient's email.

Once you’ve switched the toggle on, you can select the verification method, set up a passcode or add a phone number for text (SMS) verification, and select verification time — your choices are before opening a document, or before signing a document.

This method allows you to easily set up recipient verification for multiple recipients.

Once you've set up recipient verification, select Continue. Finish setting up your document, then send it!

Setting up recipient verification in a previously created document

You can set up recipient verification in a previously created document if you select Skip during the document generation step, or if you’d like to use an existing draft document.

Start by opening the document. Next, select the Manage button at the top of the page, or select the Manage recipients tab on the right. Then, click the recipient's name to set up verification and switch on the “Recipient verification” toggle.

Once you’ve switched on the toggle, you can select the verification method.

For passcode verification, first set up a passcode, then select the verification time — your choices are before opening a document, or before signing a document. Once you‘ve done this, select Set up passcode. Now you can easily copy the passcode and share it with your recipient.

For text (SMS) verification, add a phone number, then select verification time — your choices are before opening a document, or before signing a document. Once you’ve done this, select Set up verification code.

Finish setting up your document, then send it!

Recipient view

Once you’ve sent your document, recipients will be unable to open (if verification time is "Before opening a document") or finalize the document (if verification time is "Before signing a document") without passing the type of verification you’ve set up.

Passcode verification

If the verification time is "Before opening a document," a recipient will be prompted to enter the correct passcode when they try to open the document.

If the verification time is "Before signing a document," the recipient will be able to view and fill out the fields in the document, but they’ll be unable to finalize it until they enter the correct passcode.

Once the recipient enters the correct passcode, they’ll be able to view and finalize the document.

Text (SMS) verification

If the verification time is "Before opening a document," the recipient will be prompted to receive and submit a text (SMS) code before they can view the document.

If the verification time is "Before signing a document," the recipient will be able to view and fill out fields in the document, but they’ll be unable to finalize it until they enter the correct text (SMS) code.

Passcode / SMS code expiration notice

If the recipient enters an incorrect passcode three times, they’ll need to contact the document sender for a new code.

If the recipient enters an incorrect SMS code three times, they’ll need to contact the document sender to change their telephone number or ask them to set up a verification code one more time. After that, the recipient can access the verification page again and enter a new SMS code.

How to reset the recipient verification

Start by opening the document with a set-up verification. Next, select the Manage button at the top of the page. Click the recipient's name and switch off the “Recipient verification” toggle, then on again. The verification will be reset, allowing your recipient to enter the code after refreshing the document page.

 

Want to make sure that your documents get to your recipients? Check out our Managing Document Recipients course on the PandaDoc Learning Academy to find out how!