Let partners without a ViaSpaces account review, approve, and sign documents.
External Gateway is a secure web link, sent by email, that lets a business partner with no ViaSpaces user profile receive, review, and act on a document — no registration required.
Who it’s for #
External Gateway applies to an external business partner: a partner marked (External) that has no ViaSpaces account of their own. Send to them the same way you’d send to any other partner — create the document, set the approval settings, and send. Before it goes out, a Document Summary lets you double-check the subtype, value, approvers, and attachments, with a link to a PDF Preview.
Security for a given external partner — PIN or password mode, notifications — is configured on that partner’s External Gateway Settings tab.
⚠️ Needs verification
The exact step where External Gateway delivery is selected in the Document Editor, relative to the confirmed Document Delivery options (ViaSpaces.com / In Person Signing / Offline), isn’t confirmed yet.
What the recipient sees #
The recipient opens the emailed link. On first access, an E-Document Access Agreement asks them to agree to receive and process documents electronically. From there, the document opens with its Subtype, the sender’s company details, any attachments, and Reject / Approve buttons at the top.
PIN or password access #
If the sender turned on Use PIN / Password for that partner, the recipient needs a code before opening the document:
| Mode | How it works |
|---|---|
| Request PIN/Password | The recipient requests a one-time code by email, then enters it to unlock the document. |
| Custom PIN/Password | The sender set a fixed code; the recipient enters it directly, or requests it by email instead. |
Approving, rejecting, and signing #
Approve or Reject records the recipient’s decision and updates the status on your side immediately. If the approval type is Signature, an Approve and Sign Your Document dialog opens with tabs to sign by writing, uploading, or typing.
ℹ️ Good to know
If the recipient doesn’t yet have a ViaSpaces account, a Register for Free prompt can appear after they act, offering to create one linked to your partner connection.