Signature process from A to Z

Starting the Signature Process

A signature process can be initiated in the DeepSign Cockpit by uploading a document (PDF, Word, or Excel file) via drag and drop or by using the upload button.

Tip: Multiple documents can be uploaded at once.

Alternatively, the signature process in DeepBox can be initiated directly for a document (PDF, Word, or Excel file) via the context menu.

Defining the Signature Process

In the document’s detail view, various settings can now be configured. The full range of features can be unlocked by enabling the expert settings in the user menu.

The following settings are possible (see the figure below as a reference):

1. Security Level: Choose the desired security level (Basic, Advanced, or Qualified) for the signature.
2. Jurisdiction: For advanced or qualified signatures, you can choose the jurisdiction. You can select between Swiss law (ZertES) and EU law (eIDAS).
3. Signatories: Define who should sign the document.
4. Define Signing Order: Specify whether the signatories must sign in a particular order.
5. Place Signatures: You can choose to place a visible signature on the document. The signature can be resized or moved using drag and drop.
6. Allow Attachments: If this option is enabled, the invited person can upload additional documents as attachments before signing. This is only possible if one person signs or is in the first signing group.
7. Enforce ID Service: By default, signatories can choose between DeepID and Mobile ID. However, it is possible to enforce one of the two ID services.
8. Observers: You can add observers who can follow the document’s signing progress without signing themselves. An observer with an admin role has the same rights as the initiator.
9. Comment: You can include a comment that will be sent with the email invitation.
10. Send Invitation: The signature process will be initiated.

Signing

After the signature process has been initiated, all involved parties receive an email invitation to sign the document. By clicking the link in the email, they can access the document. For a basic signature, signing as a guest is possible. However, for advanced and qualified signatures, a DeepCloud account is required to both view and sign the document.

In signature mode, various features and information are available (see the figure above):

1. Visual Signature: Here, the signatory can place a visual signature. If left blank, the signatory’s name will automatically be inserted into the visual signature field.
2. Adjust Signature: This opens an additional dialog where further adjustments to the visual signature can be made.
3. Choose ID Service: The signatory can choose between DeepID and Mobile ID. This step is not necessary for a basic signature.
4. Information: Various details such as the applicant, an optional message, and invited participants in the signature process are displayed.
5. Download: The document can be downloaded at any time.

Completion of the Signature Process

Once the document has been signed by all participants, the signature process is complete. The document can now be downloaded and further processed.