Authentication and Secure Fields

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Authentication and Secure Fields Overview

Secure fields and Authentication settings are just some of the tools offered to secure document access, and the details entered into the document itself. Secure Fields mask sensitive information on documents, while authentication options such as 2FA allow for email authentication of the recipient.

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Secured Field 

Secured fields allow you to mask part of the information provided by the recipient or signer such as Social Security Number or credit card information. Secured fields are encrypted in the database. Foxit eSign displays only a selected number of characters to the other signers, set by the sender. Only users of the account with access to Secured Fields can access the sensitive information.  

Access the Secured Field value via Excel  

To Access the Secured Field value after the envelope is executed

  1. Open the envelope and click More Actions.
  2. Click Download Form Data to access the Excel Report.

The Secured Field value can be viewed in Partially Signed status by opening the envelope and clicking More Actions and Display Secured Fields. 

💡Tip! Make it easier to find your Secured Field Value by naming the field. The field name will appear as the name of the column, for example Credit Card Information or SSN. 

Secured Field Access 

Restrict Access to Authorized Users 

In the company settings page, you can set Restrict Secured Field Access to Authorized Users Only to Yes for only secured field admins to see. If you choose this option, you will need to enable the access for each account user under Account Users in the Settings tab. 

Grant Access to Secured Field

  1. Go to Settings tab. Navigate to the left side panel and click Account Users

  2. Edit an existing user by clicking mceclip0.png under Actions

  3. Select the Allow Secured Field Access checkbox. Click Save

Give Access to All Users 

  1. Go to Settings tab. Click Security. 

  2. For Restrict Secured Field Access to Authorized Users Only, set to No. 

Set Displayed Characters for Secured Field 

Set the limit for the end characters of the sensitive information that should be visible to the recipients for this secured field (default is 0). All but Number of Characters to Display set will be masked. Example: If the signer provides 9 digit social security (999-111-1011) and characters to display is set to 4, the display for SSN field will appear as ‘XX-XX-1011’.

 

💡Did you know? Naming the fields in Foxit eSign will make it easier to find your field and it’s value in the Excel Report. The field name works as an ID of the field and will be the name of the column in the Excel spreadsheet. In the example below, a Secured Field is used for Account Number. If a user has access they will be able to view the sensitive information in the Form Data.

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Access the Secured Field values of an Executed Document  

  1. Open the envelope and click More Actions.
  2. Click Download Form Data to access the Excel Report.

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Access the Fields of a Partially Signed document

  1. The Secured Field values can also be viewed in Partially Signed status by opening the envelope and clicking More Actions and Display Secured Fields.

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How to Enable User-Defined Access Code Authentication

Send your own customized code to the recipient outside Foxit eSign that needs to be entered before being able to access the document.

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Two-Factor Authentication

Can be set for a specific document or as default authentication for all documents within the Settings tab.

Email

Send a code to the recipient’s email address that needs to be entered before being able to access the document.

Mobile

Send a code to the recipient’s mobile via text that needs to be entered before being able to access the document. A phone number is required to utilize the mobile authentication option.

Phone

Send a code to the recipient’s phone via voice call that needs to be entered before being able to access the document. A phone number is required to utilize the phone authentication option.

Security Settings

Additional security options may be found in the Security section of the Settings tab, more details can be found by visiting our Security Settings article.

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(Super Admin or Admin access needed)

Document Access Preference

If Login Required By Signer set to Yes: Forces the signer to set a password for a temporary signer account to validate their email with Foxit eSign.
Password validation can also be enabled for each Signature and Initial field.

 

Authentication Settings In Admin Console

Foxit eSign secured and password protection of signer account prevents unauthorized access and electronic signature attempts by anyone else. The complexity of user passwords may be set and maintained by the system administrator.

  1. Go to Settings in Admin Console.

  2. Click Authentication Settings.

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3. Select an Authentication option.

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Option 1:

Easiest for Users

  • Minimal number of Characters: 8
  • Symbol & number: 1 + of both
  • Lower & upper case characters: Yes
  • Expiration: Never

Option 2:

More Secure

  • Minimal number of Characters: 8
  • Symbol & number: 1 + of both
  • Lower & upper case characters: Yes
  • Expiration: 90 days

Option 3:

Most Secure

  • Minimal number of Characters: 8
  • Symbol & number: 1 + of both
  • Lower & upper case characters: Yes
  • Expiration: 60 days

User levels

It is recommended that the Foxit eSign users only have the necessary access depending on their tasks. User levels include Account Owner, Super Admin, Administrator, and Regular User. The user levels are providing different sets of permissions or restrictions, and defines what data the different users on account can access and edit. 

Team Document Security 

Handle envelope, feature and account access, user roles, hierarchy and department settings. Click here for more information.

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