Sign settings and evidence

Configure HyoNova Sign for your company — external signing, authentication, expiry, reminders, downloads — check the evidence seal and usage, and fix common problems.

BetaGuideFor: Owners, AdminsLast updated: Oct 2, 2026Introduced: Oct 2, 2026

Sign works with sensible defaults from the first request. This page explains the company-wide rules administrators can change, where to see the state of the evidence seal and your usage, and what to do when something does not work.

Who can change the settings#

Sign administration needs the sign.admin permission. By default, Owners and Admins have it. Sign administrators also see every agreement of the company, not only the ones they take part in.

Open Company administration › HyoNova Sign. It has two pages: Signature settings and Retention & evidence.

Signature settings#

Setting	Default	What it does
Allow external recipients	On	People outside the company can sign without a HyoNova account. When off, requests can go only to company members
Default expiry (days)	30	How long a new request stays open, from 1 to 365 days. Senders can change it per request
Allowed authentication methods	Both	Which methods senders may choose: Secure link, Secure link + email code, or both
Default authentication	Secure link + email code	The method a new request starts with
Reminders	After 3 days, every 3 days, at most 3	The default reminder plan for new requests. 0 days turns reminders off
Completed documents can be downloaded by	All parties	All parties, or Sender and Sign administrators only
Default language for recipients	English	The language of emails and the signing page for new recipients: English or Arabic
Who may create and send requests	Members whose role includes Sign creation	Or Sign administrators only
Require a reason when declining	Off	Recipients must explain why they decline
Allow copying signing links	On	Lets senders copy a recipient's signing link and share it themselves when email is unavailable

Choose Save settings. Changes apply to new requests; requests already sent keep their own expiry, authentication and reminders.

Next to the settings, two cards show the platform state:

Evidence seal — AWS KMS evidence key active when HyoNova can seal evidence, with the Seal key fingerprint. If it shows Not configured — sending is disabled, nobody can send requests until HyoNova configures it; this is a platform setting, not a company setting. Trusted timestamp always shows Not configured for now.
Email delivery — Platform email is on, or Platform email is off — use copied signing links.

Retention and evidence#

Retention & evidence shows the evidence seal card and your Usage:

Item	Meaning
Envelopes sent this month	Requests sent this calendar month, and your plan's monthly limit if it has one
Templates	Active templates, and the plan's limit
Recipients	The most recipients allowed on one request, or No limit

Completed agreements and their evidence are kept. Archiving hides an agreement from lists but never deletes it. Evidence stays verifiable after HyoNova rotates its seal key.

Show technical details

Plan limits use the entitlements limit.sign_envelopes_monthly, limit.sign_recipients_per_envelope and limit.sign_templates; a limit that is not set means no limit. Independently of the plan, one request holds at most 10 documents and 50 recipients. Permission keys are sign.read, sign.create, sign.update, sign.delete, sign.export and sign.admin; see Who can do what. Database row security limits each person to the agreements they take part in unless they hold sign.admin.

What the HyoNova platform team sees#

HyoNova's own staff can see aggregate Sign figures and health in Control Center — for example how many requests are sent or stuck — to keep the service running. They never see agreement content, documents, field values or signatures.

What is recorded#

Every action on a request — sending, resending, correcting a recipient, copying a link, voiding, sharing, linking, exporting evidence — is recorded in the request's activity and in its evidence chain, with who did it and when. Changes to Signature settings are recorded in the audit log.

Troubleshooting#

The recipient did not receive the email#

Open the request and look at Delivery for that recipient.

Could not be delivered, Suppressed or Email unavailable — email cannot reach them right now. Choose Copy signing link and send the link yourself through a channel you trust. HyoNova never marks an email as delivered when it was not.
Sent or Delivered — ask the recipient to check their spam folder, then Resend if needed.
The address is wrong — use Correct recipient. The old link stops working.

If Copy signing link is missing, an administrator turned off Allow copying signing links. See also Email delivery.

The signing link expired#

Links stop working when the request expires, when the sender sends a new link, or when the recipient's email is corrected. Use Resend with a new link on an open request. If the request itself is Expired, use Duplicate as new request and send it again.

The request is stuck in Finalizing#

Everyone has signed and HyoNova is producing the documents. If it takes longer, the request shows Finalization did not complete yet and will retry automatically. HyoNova retries on its own; you do not need to do anything, and no signature is lost. If it stays in Finalizing for a long time, contact HyoNova support with the request's reference.

Sending is refused#

Message	What to do
The evidence seal is not configured yet, so requests cannot be sent.	Wait until HyoNova configures the evidence seal. Contact support if it persists
Your plan limit for HyoNova Sign was reached.	Wait for the next month, or change your plan in Billing and plans
External signing is turned off for this company.	Turn on Allow external recipients, or send only to members
This PDF already contains a digital signature.	Use the original unsigned PDF