Configure Document Access in Titan Sign 

What Is Document Access?

Document access controls who can open and sign your document, how signers are identified, and how the signing process begins.

Titan Sign supports three access types:

Choosing the right access type helps you reduce manual setup, control document distribution, and connect completed documents to Salesforce.

Note: Word templates always use dynamic access because their fields and sections are populated with data when the document is triggered. Use a PDF document for public or private access.

Configure Public Document Access

When to Use Public Access

Use public access when you do not know each signer in advance or when a large group of people must sign the same document.

For example, you can publish a petition and share a URL through your website, email campaign, or social channels. Each person can open and sign the document without you having to create a separate signing request.

Public access helps you:

• Distribute one document URL to multiple potential signers.
• Collect signatures without entering recipient details.
• Make documents available outside Salesforce.
• Push completed documents to Salesforce when the project is configured to do so.

Anyone with the URL can access the document. Titan does not use Salesforce logic to identify the person opening the link.

Select Public Access

1. In the Titan Sign project, select Settings.
2. Select Document access.
3. Select the Public radio button.
   Selecting Public removes the requirement to add signers before publishing. Because access is controlled by the URL, share it only through the channels intended for your audience.

4. Select Publish.
   Titan generates a document URL that you can copy and distribute. Anyone with the URL can open and sign the document.

Configure Private Document Access

When to Use Private Access

Use private access when you know who must sign the document and have each signer’s name and email address.

For example, you can send an agreement to a customer and an internal approver, then assign different signature fields to each person.

Private access helps you:

• Send the document directly to named recipients.
• Assign specific fields to each signer.
• Prevent signers from completing fields intended for someone else.
• Support documents that require one or more known signers.
• Push the completed document to Salesforce.

Add the Signers

1. In the Titan Sign project, select Settings.
2. Select Document access.
3. Select the Private radio button.
4. Select Add signer.

5. Enter the signer’s first name, last name, and email address.
   Titan uses these details to identify the signer and deliver the signing email. Check the email address carefully so the correct person receives the document.
6. Repeat these steps until you have added everyone who must sign.
   Adding all signers before assigning document elements lets you match each field to the correct person.

Assign Elements to the Signers

Assigning elements tells Titan which signer must complete each field. This is especially useful when a document has multiple signers with different responsibilities.

1. Add the required elements from the left panel to the document.
   Add only the fields needed to complete the signing process, such as signatures, initials, dates, or text fields.
2. Select an element, such as a dropdown field.

3. Open the signer drop-down list and select the person who must complete that element.
4. Repeat these steps for the remaining elements and signers.
   Before publishing, confirm that every required element is assigned to the correct signer.

Publish and Send the Document

1. Select Publish.
   The Publish file window opens with the available delivery options.
2. Select Send.
   Titan emails the document to the configured signers so they can access and complete their assigned fields.

Configure Dynamic Document Access

When to Use Dynamic Access

Use dynamic access when the signing process must use information from Salesforce.

For example, your team can start a contract from a Salesforce record, use the record’s data in the document, and send it to the relevant signers. The same Titan Sign project can support multiple transactions without requiring you to enter the information manually each time.

Dynamic access helps you:

• Reuse one Sign project across multiple Salesforce records.
• Start signing processes from Salesforce buttons or automation.
• Use Salesforce data in the signing process.
• Limit project availability to records that meet specific criteria.
• Control which document actions Salesforce users can select.
• Sync signing data and completed documents with Salesforce.

Connect the Project to Salesforce

1. In the Titan Sign project, select Settings.
2. Select Document access.
3. Select the Dynamic radio button.
4. Select Salesforce Configuration.
   This configuration connects the Sign project to the Salesforce object and the initiation method used by your business process.

5. Select a Salesforce object.
   Choose the object that will provide the record data and serve as the starting point for the signing process.
   For example:
   • Select Contact for documents sent to individual customers.
   • Select Opportunity for sales agreements.
   • Select Account for documents associated with a company.
6. The selected object determines which Salesforce records the project can be initiated from.
7. Configure the options required for your process.

Choose How the Project Can Be Initiated

Configure one or more of the following options based on how users or Salesforce automation will start the signing process:

• Allow Salesforce button: Makes the project available when a user starts the process from an FT Document Generation button or the Titan Sign Wizard. Use this option when Salesforce users need to select and run the project from a record.
• Apex/Process Builder/Flow: Allows Salesforce automation to initiate the project. Use this option when the signing process should begin as part of an automated workflow.
• Enable filter: Limits the project to Salesforce records that meet the configured conditions. For example, you can make a contract available only when an Opportunity reaches a specific stage.
• Custom menu: Controls which document actions appear when users access the project from the FT Document Generation button.

These settings let you decide where the project appears, who can use it, and which records qualify for signing.

Configure the Custom Menu

Enable a custom menu so that Salesforce users have access to only selected document actions.

You can make the following actions available:

• Sign: Opens the document for signing.
• Sign and Send: Starts the signing process and sends the document to its recipients.
• Download: Downloads the generated document.
• View: Opens the document for review.

Limiting the menu to relevant actions can simplify the process for Salesforce users and reduce incorrect selections.

1. Select the Custom menu checkbox.
   The Configure button becomes available.
2. Select Configure.

3. Select an action in the Allowed column.
4. Select > to move the action to the Used column.
   To make every action available, select >>>.
5. Select Apply.
   Only the actions in the Used column will appear in the custom menu.

Note: The custom menu is added only to the FT Document Generation button.

6. Select Apply on the Salesforce Configuration window.
   Applying the configuration saves the selected object, initiation methods, filters, and menu options.
7. Configure the required collaborator permissions.
   Collaborator permissions determine which users can take part in the document process and what they are allowed to do.

Expected Result

Your Titan Sign project uses the selected access type:

• A public project provides one published URL that you can distribute to potential signers.
• A private project sends the document to the people added as signers and presents each person with their assigned fields.
• A dynamic project can use Salesforce records, buttons, filters, and automation to start the signing process.

When Salesforce integration is configured, Titan can sync signing data and completed documents with Salesforce. This gives your team access to the signed records without relying on a separate manual filing process.

Frequently Asked Questions

Which Document Access Type Should I Choose?

Choose Public when anyone with the link may sign, Private when you know the signers in advance, or Dynamic when the signing process must use Salesforce records or automation.

Why Are Word Templates Always Dynamic?

Word templates contain fields and sections that retrieve information from a connected data source. When the document is generated, Titan populates these elements with data from the record or process that triggered it. For this reason, Word templates always use dynamic document access.

Do I Need to Add Signers to a Public Document?

No. Public documents do not use predetermined signers. Anyone with the published URL can access and sign the document.

Can a Publicly Signed Document Be Saved in Salesforce?

Yes. Salesforce logic is not used to identify someone opening a public document, but the completed document can still be pushed to Salesforce when the project is configured accordingly.

What Is the Difference Between Private and Dynamic Access?

Private access uses signer information entered directly in the Titan Sign project. Dynamic access connects the project to Salesforce so record data or automation can be used for each signing transaction.

Can a Private Document Have Multiple Signers?

Yes. Add each signer to the project, then assign the relevant document elements to the person responsible for completing them.

Why Does My Dynamic Project Not Appear in Salesforce?

Confirm that you selected the correct Salesforce object and enabled Allow Salesforce button. Check whether a filter excludes the current record and verify that the user has the required permissions.

Can I Control Which Actions Salesforce Users See?

Yes. Enable Custom menu, then move the required actions to the Used column. The custom menu applies to the FT Document Generation button.

Related Articles

• Configure the FT Document Generation Button
• Configure the Titan Sign Wizard
• Use FT Document Generation
• Configure Collaborator Permissions