Sertifi Glossary
Our glossary lists common terms we use as a business to make sure we all talk the same talk.
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A
ACH Payment: An electronic fund transfer made between banks and credit unions across the Automated Clearing House network. ACH is used for all kinds of fund transfer transactions, including direct deposit of paychecks and monthly debits for routine payments.
Admin: A Sertifi user that is one level above the basic Sertifi User within the portal. An Admin typically sends documents for signature and/or payment, as well as countersign documents.
Usage Guidelines: Capitalize "Admin." On first reference, say "Sertifi Admin." On subsequent references, shorthand to "Admin." Example: As a Sertifi Admin, you're able to send signature requests. Admins can also countersign documents.
Agreement: A written document between two parties – usually signed – with terms and conditions that are enforceable in court. Related: See "Contract"
Agreement Platform (RETIRED TERM): Former name for the e-signature capture, payment capture, and payment processing platform use cases bundle.
API: A software intermediary that allows two applications to talk to each other. Related: See "Integration"
Auditor: A Sertifi user that is a one level above the Sertifi Admin. An Auditor typically reviews all documents within the portal for signature and payment authorization and manages documents within the document library. A Sertifi Auditor can't send or sign documents, nor can they collect payments or authorizations.
Usage Guidelines: Capitalize "Auditor." On first reference, say "Sertifi Auditor." On subsequent references, shorthand to "Auditor." Example: As a Sertifi Auditor, you're able to manage documents within the document library. Auditors cannot send or sign documents.
Authorization: An agreement granting a hotel or venue the right to view and use a customer's payment information. Related: See "Digital Authorizations"
Authorization Platform (RETIRED TERM): Former name for the authorization and confirmation platform use cases bundle.
AVS Check: A numerical check performed when charging or authorizing a credit card to ensure the numerical portions of an address (zip code and address number) match the information provided to an issuing bank.
B
Banquet Event Order (BEO): A contract that outlines every detail of an event, such as selections for food, beverages, audio/visual, room setup, staffing requirements, and all other items related to an event.
C
CC: Someone who reviews folder actions or is notified about the creation of a folder. Note: Please don't use "signer," "user," or "participant" in place of "CC."
Chargeback: A debit or credit card transaction that’s reversed by the cardholder’s bank after they dispute a charge on their account. Chargebacks may also be referred to as payment disputes.
Client: A person who directly licenses or works for a company who licenses Sertifi. Related: See "Guest"
Compliance: The process of monitoring and assessing systems, devices, and networks to ensure they comply with regulatory requirements, as well as industry and local cybersecurity standards.
Consolidated Signing: An option in the Sertifi portal that consolidates all documents within a file for single access on the signing page, so that a participant can sign or pay all documents at one time. Consolidations retain all the files in a folder, while consolidating the actions. A merge combines all files in a folder into a single file.
Contract: A written agreement between two parties – usually signed – with terms and conditions that are enforceable in court. Related: See "Agreement"
Customer Relationship Management (CRM) System: Software that allows companies to automate customer-related workflows and ensure that all interactions with customers and prospects happen smoothly and efficiently across the entire customer journey.
Usage Guidelines: Since CRM is a well-known industry term, you may use "CRM" on first reference.
CVV: The three- or four-digit number on a credit card.
D
Dashboard: The first page you see when you log into your Sertifi portal (also known as "Home Dashboard" in our next generation UI. Note: Please don't use "landing page" or "homepage" to refer to the dashboard.
Data Field: Previously known as "intelligent tags," a data field is a signature, initial, date, custom, or any field that you can add to a document to collect information from a signer or payer. Note: Please don't use "intelligent tags," "tagging," "boxes," or "tags" in place of "data field." Use Sertifi Data Fields on first reference. If you're referring to a specific data field, just use data field without capitalization.
Usage Guidelines: On first use, use "Sertifi data field." On subsequent uses, use "data field." Don't capitalize "data field."
Delphi.FDC (now named Amadeus Sales & Event Management – Advanced): The Amadeus platform that the hospitality vertical uses to manage their bookings (events). Sertifi integrates with this solution.
Digital Authorizations: The act of requesting and receiving a completed authorization form online from a third party.
Usage Guidelines: Use "digital authorizations" in reference to Sertifi's transactional capabilities. Example: Request and receive digital authorizations with Sertifi.
Digital Signature: Different from an e-signature, a digital signature is a unique characteristic in digital form, such as a fingerprint, used to protect documents.
Document: A form or contract that's uploaded into a folder being sent to the signer. When creating a Sertifi folder, typically one document is uploaded to send to the signer; however, if needed, the folder can contain multiple documents that require e-signature.
E
Embedded Form: A form that's accessible via link on a website. The form may be a contract, authorization, or other type of form.
e-Authorization (RETIRED TERM): The act of requesting and receiving a completed authorization form online from a third party. Related: See "Digital Authorizations"
e-Check: A payment made using a personal or business checking or savings account. This term is applicable to countries outside the U.S. Sertifi currently doesn't accept this form of payment.
Usage Guidelines: Always hyphenate "e-Check."
e-Confirmation (RETIRED TERM): A bundle of payment and other booking information that's electronically shared to a Sertifi portal and received by a hotel.
Usage Guidelines: Do not reference "e-confirmation" as a proper noun; rather, present it as a feature of our platform. Example: Send an e-confirmation directly to a hotel in their e-confirmation portal.
e-Signature: A signature that's captured electronically.
Usage Guidelines: Do not reference "e-signature" as a proper noun; rather, present it as a use case of our platform. Example: Sertifi allows users to quickly capture e-signatures.
F
Feature: A product's traits or attributes that deliver value to end-users and differentiate a product in the market. A collection of features facilitate a product use case. Related: See "Use Case"
File: A signature request, reference document, or signer upload. Note: Please don't use "folder," "contract," "agreement," "document," or "room" in place of "file."
Folder: A folder contains actions, activity, and participants. Note: Please don't use "file," "document," "room," "deal stream," "signing page," or "landing page" in place of "folder."
Frictionless Payment Services (FPS): A denotation on the gateway indicating whether or not a customer is enabled to use Sertifi's advanced fraud tools, i.e., if "FPS" is not denoted on a gateway, the customer is not enabled for fraud tools.
G
Guest: A hospitality client's customer, such as the traveler, the person staying at the hotel, or the person participating in the activity.
Global Distribution Systems (GDS): A network system which provides real-time information to companies, such as airlines, hotels, car rentals, and travel agencies. Each of these sectors uses GDS to view real-time inventory of services offered in the travel industry.
H
Home Dashboard: The first page you see when you log into your Sertifi portal in our next generation UI. Note: DO NOT use landing page or homepage when you're referring to the dashboard.
Hospitality: A broad category of fields within the service industry that includes lodging, food and drink service, event planning, theme parks, travel, and tourism. It includes hotels, travel agencies, event venues, restaurants, and tourist destinations.
Hosted Payment Form: A third-party checkout web form that handles electronic transactions (payments made with credit and debit cards). Sertifi hosts payment forms for Cybersource, Authorize.Net, and Zuora in the Sertifi platform. Only use hosted payment form to refer to these payment gateways.
I
Inn Code: A unique code given to each Hilton brand hotel. It's typically a five-letter designation.
Integration: Third-party technology that talks to the Sertifi platform via APIs in order to exchange information and/or connect workflows across systems. Related: See "API"
J
K
L
Landing Page: A term used in our next generation UI, the following are examples of landing pages in the Sertifi portal: Administration, View Folders, Reports Profile.
M
MARSHA Code: A unique codes given to each Marriott Brand hotel. It's typically a five-letter designation.
Merchant Identification Number (MID): A unique number assigned to a merchant account to identify it throughout the course of processing activities.
N
O
Organization: The umbrella term for all individual properties tied to a larger organization. For example: Hyatt would be an organization name, and under that would be all individual Hyatt properties. Each individual Hyatt property belongs to the Hyatt organization.
Org: A Salesforce or a Delphi.fdc org is comprised of one or multiple properties in the same organization.
Org ID: A number and letter combination assigned to the Salesforce or Delphi.fdc org.
P
Packetized: An optional feature that controls how signature requests are sent to participants at different levels. When this feature is enabled, participants at subsequent levels don't receive their signature request until all participants at the previous level complete all their actions on the file. Expiration and decline flows also change from the default- if any document is declined, everything gets declined. If one document gets expired (manually), it carries down to all the other ones. You also cannot add new documents after the fact, the ‘packet’ must all be sent out in the beginning, additions cannot be made.
Participant: Anyone who interacts with a folder via room or workflow. Note: please don't use "user" or "end user" in place of "participant." Only use "signer," "payer," "CC," or "sender" when referring to the specific participant type.
Participant Group: In the e-signature use case in our next generation UI, a participant group is a collection of two or more parties who must provide a signature on a document before the workflow can proceed. In participant groups, only one of the parties must sign the document before the workflow can continue. A workflow is often composed of multiple participant groups.
Example: If John, Paul, George, and Ringo are in a participant group, only one of them must sign the document before the workflow can proceed to the next stage.
Participant Group Set: In the e-signature use case in our next generation UI, a participant group set is a collection of individuals and/or groups who must sign a document before the workflow can proceed to the next stage. Participant group sets are broken down into sequences; these sequences can contain participant groups, or individual signers. Any party within a participant group can sign on behalf of the whole group; conversely, all individual signers must sign the document themselves.
Example: Kramer, George, Elaine, and Jerry are in a participant group in the first level of a participant group set. Any one of them can sign the document on behalf of the whole group. However, the participant group set also includes Frank and Estelle as individuals; in this case, Frank and Estelle must both sign the document before the workflow can proceed to the next stage. To summarize: 3 signatures are needed - one from the participant group, and two from the individuals, all of which are in the same participant group set.
Payer: Someone who completes a payment/authorization action in a folder. Note: Don't use "signer," "user," or "participant" in place of "payer."
Payment Capture: The process to complete a credit or debit card purchase by capturing or settling the funds for the transaction. After the payment has been authorized, the capture request can be submitted by the payment gateway to the issuing bank either immediately or at a time of the merchant's choosing.
Payment Card Industry (PCI) Compliance: The technical and operational standards that businesses follow to secure and protect credit card data provided by cardholders and transmitted through card processing transactions. PCI standards for compliance are developed and managed by the PCI Security Standards Council.
Payment Form: A form that appears to participants to enter payment information.
Payment Gateway: Technology that encrypts and transmits the payment details from the point of entry to the payment processor. It also communicates the approval or decline back to the merchant or the customer.
Payment Processor: Technology responsible for relaying transaction details to and from the customer’s card-issuing bank and the merchant’s acquiring bank. Related: See "SertifiPay"
Payment Receipt: A page that contains payment confirmation and details. A participant is automatically directed to the payment receipt when they successfully submit payment information.
Platform: Sertifi's proprietary technology that enables a variety of use cases, such as e-signature and payment capture.
Portal: The online space from which Sertifi users complete actions. A portal maintains unique account settings for the client that control site behavior and feature availability, as well as branding and UI preferences.
Usage Guidelines: On first use, use "Sertifi portal." On subsequent uses, use "portal." Don't capitalize "portal."
Power Admin: A Sertifi user that's one level above a Sertifi Auditor. A Sertifi Power Admin can review all their documents and the documents of all other users in the portal, can send and sign documents for signature and payment or authorization, and can manage users.
Usage Guidelines: Capitalize "Admin." On first reference, say "Sertifi Power Admin." On subsequent references, shorthand to "Power Admin." Example: As a Sertifi Power Admin, you're able to send signature requests. Power Admins can also manage users.
Property Management System (PMS): A software application for the operations of hospitality accommodations and commercial residential rental properties to organize, schedule, and perform the day-to-day functions and transactions involved with their business.
Usage Guidelines: Since PMS is a well-known industry term, you may use "PMS" on first reference.
Push-Pull Document: A Salesforce-specific document that uses specially coded fields to push and pull information from a Sertifi agreement document to a Salesforce instance. Note: Please don't use "Sertifi Data Integration" in place of "Push-Pull Documents."
Q
R
Reference Document: A document that doesn't need signatures and should be uploaded as a PDF, e.g. menus, floor plans, and capacity charts.
Reseller Partner: A third-party organization who sells Sertifi alongside their proprietary offering(s).
Role: A role type is applied to anyone with an account for a portal. By default, a new end user without a portal account becomes a Receiver with basic access and privileges.
Room: The page that presents folder contents to a participant. Senders can choose to enable the room or skip the room and enable the workflow. Note: please don't use "deal stream," "stream," "landing page," "streaming page," or "signing page" in place of "room."
S
Sender: Someone who sends a folder and/or completes a signature action in a folder. Note: Please don't use "user," "end user," "admin," or "participant" in place of "sender."
SertifiPay: Sertifi's proprietary payment processor. Related: See "Payment Processor"
Signer: Someone who completes a signature or upload action in a folder. Note: Please don't use "user" or "participant" in place of "signer."
Signed Document: A document that has been completely signed electronically (whether one or multiple e-signatures were required on the document) within its respective Sertifi folder.
Signer Level: A number given to participants that a sender can use to define an order for signature requests. You can have up to ten levels of signers.
SOC II: A voluntary compliance standard for service organizations, developed by the American Institute of CPAs (AICPA), which specifies how organizations should manage customer data. The standard is based on the following Trust Services Criteria: security, availability, processing integrity, confidentiality, privacy.
Software as a Service (Saas): A software licensing and delivery model in which software is licensed on a subscription basis and is centrally hosted.
Sprint Code: A unique code given to each Hyatt brand hotel. It's typically a five-letter designation.
Standard Operating Procedure (SOP): A set of step-by-step instructions compiled by an organization to help workers carry out routine operations. Sertifi uses SOPs to standardize practices across departments. Check SMARTS to find SOPs related to specific departments.
Statement of Work (SOW): A legally binding document that captures and defines all the work management aspects of your project. Sertifi uses SOWs for one-off projects for clients. These require an additional fee from the client to complete the work.
Stream Comments: An included feature from a Sertifi portal that allows both the sender and signer to post comments in real time to each other.
Super Admin: A Sertifi user with the most permissions and flexibility than any other Sertifi role in the portal. A Sertifi Super Admin can sign and send documents for signature and payment or authorization, create admins, see all files within the portal, and configure the portal and signing room experience for clients.
Usage Guidelines: Capitalize "Admin." On first reference, say "Sertifi Super Admin." On subsequent references, shorthand to "Super Admin." Example: As a Sertifi Super Admin, you're able to send signature requests. Super Admins can also create other admins.
T
TokenEx: A payment integration piece that enables the digital authorization and unmasking processes. Note: Please don't use "tokenize" or "tokenization" in place of "TokenEx."
Tokenization: The process of substituting a sensitive data element with a non-sensitive equivalent, referred to as a token, that has no extrinsic or exploitable meaning or value. The token is a reference that maps back to the sensitive data through a tokenization system.
Two-factor Authentication: An extra layer of security used to make sure that people trying to gain access to an online account are who they say they are. First, a user will enter their username and a password. Then, they will be required to provide another piece of information, such as something they know (like a PIN), something they have (like a smartphone), or something they are (like a fingerprint).
U
Unmasking: The ability to view credit card information in the Sertifi portal. Any admin+ roles MUST belong to a security group in order to unmask credit cards in the Portal.
Use Case: A scenario showing how a product's user might interact with the product to achieve a specific goal.
User: A Sertifi user that has the most basic role level in the Sertifi portal. A user is typically an individual that documents are sent to for signature or payment.
Usage Guidelines: Do not capitalize "user." Example: Sertifi users are able to receive and sign documents.
V
Value Added Reseller (VAR) Sheet: A file containing information, such as merchant account details, bank account details, and processor details. This file is typically given to a payment gateway for communication between the gateway and the merchant account provider.
Virtual Card: An online hosted, digital virtual representation of any plastic card or a generic identification method. It must be encrypted by a virtual card provider, such as Conferma.
W
Workflow: The process of completing actions in a folder in an order specified by a sender. Note: Please don't use "skip landing page" in place of "workflow."
X
Y
Z
Zero Value Authorization (ZVA): Zero value authorization (ZVA) is the ability to authenticate a card holder and perform an authorization against that card. Performing a ZVA allows you to check that the card details are correct and authenticate the cardholder. The authorization will be for a zero value amount and won't impact the available funds balance on the customer's card.
OTHER
3-D Secure: A protocol designed to be an additional security layer for online credit and debit card transactions. The name refers to the "three domains" that interact using the protocol: the merchant/acquirer domain, the issuer domain, and the interoperability domain.
Usage Guidelines: Always hyphenate "3-D" and capitalize "Secure."