In the digital age, ensuring that only the intended recipient can view and sign a document is essential. By implementing OTP (One Time Password) authentication with GetSign on monday.com, you add a robust layer of security to your eSignature process.
Step-by-Step: Set Up OTP Protected Document on monday.com using GetSign
Below, we walk you through the step-by-step instructions to create an OTP protected PDF —giving your business confidence and peace of mind.
1. Prepare Your Document for Sending
1. Select Your Board & Item
– Log into monday.com and choose the board containing the document you want to secure.
– Open the relevant item (e.g., a contract or agreement) and switch to the GetSign view.
2. Upload or Create a Template
– If you haven’t already, click “Upload a New Template” to add your PDF, DOCX, or other file formats.
– Use GetSign’s drag-and-drop editor to insert text fields, signature fields, or date fields as needed.
3. Click “Save”
– Once you’ve mapped all required fields, save your changes so the document is ready for the next step.
Why This Matters: Having all fields set up in advance ensures your recipients can fill out and sign the document immediately after unlocking it.
2. Activate OTP in GetSign Settings
1. Access the “Settings” Panel
– Within the GetSign view, look for the “Settings” or “Security” section.
– You should see an option labeled “Enable OTP” or “Activate OTP.”
2. Toggle OTP On
– Turn on the OTP feature to secure your document with a one-time password.
– Optionally, configure how long the OTP remains valid (e.g., 10 minutes, 30 minutes).
3. Assign Delivery Method
– Confirm that the recipient’s email address is correctly set.
– GetSign will send the OTP passcode to that email, ensuring only they can unlock the file.
Outcome: With OTP enabled, any attempt to open the document will require a unique passcode emailed to the intended signer.
3. Send the Document & OTP Instructions
1. Review Sender Details
– Check your Sender Name and Sender Email in the GetSign settings to ensure a professional, recognizable sender identity.
2. Click “Send”
– Dispatch the document link via email or copy the link to share through another channel.
– Recipients receive an email stating that an OTP-protected document is waiting for them.
3. Automated OTP Email
– Once the recipient attempts to open the document, GetSign automatically emails them a one-time password.
– This passcode is unique and valid only for a single session or a limited time window.
This automated process removes the need for manual passcode distribution, simplifying your workflow.
4. Recipient Enters the OTP to Unlock the Document
1. Open the Document Link:
– The recipient clicks the link in their email, prompting a “Enter Your OTP” screen.
2. Check Their Email for the Passcode:
– In a separate email, they’ll find the OTP passcode sent by GetSign.
3. Enter OTP:
– They type or paste the passcode into the provided field, unlocking the PDF for review and signing.
Result: The signer gains exclusive access, ensuring no unauthorized party can view or modify the document.
Use Cases for OTP-Protected Documents
- High-Value Contracts
- Mergers, acquisitions, or large financial deals often demand extra security to protect sensitive information.
- Healthcare & Insurance Forms
- Protect patient or client data with OTP, aligning with HIPAA or other data privacy regulations.
- Financial & Legal Agreements
- Loan documents, compliance forms, or legal briefs benefit from an additional authentication factor.
- Executive Approvals
- When top-level management signs off on critical decisions, OTP helps ensure the signer is truly the executive in question.
Key Benefits of OTP Authentication on monday.com
- Double-Layer Security
- Even if a malicious actor intercepts the document link, they can’t proceed without the unique OTP.
- Confidence in Authenticity
- Recipients know they’re the only ones able to access the file, fostering trust in digital transactions.
- Reduced Liability
- By adding an authentication factor, you can show due diligence in securing documents and meeting regulatory standards.
- Audit Trail
- Every OTP request is logged, providing a clear record of who accessed the document and when.
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