AFAS Signing Service

Using the AFAS Signing Service you can digitally sign documents using the workflow. For this, AFAS uses a special certificate in combination with a secure process and a so-called 'Hardware Security Module' (HSM) to create a lawful digital signature.

This is a quick and accurate way to provide your digital documents with a lawful digital signature that has strong evidential value. Each digital signature is included in the digital document and this document is then digitally sealed. If a digitally signed document is changed in any way, the seal is broken and the digital signature is no longer valid. This is immediately visible to any person who can view the document.

Content

Description

Examples of documents that can be signed digitally:

  • Employment contract, car lease contract, confidentiality clause, statement regarding behaviour, wage tax statement.
  • Quotation and order
  • Advice document and settlement agreement
  • Leasing agreement

Conditions:

  • The AFAS Signing Service is only available on AFAS Online.
  • You can only sign documents digitally via the workflow (provided the workflow is configured).
  • You can only digitally sign DOCX and PDF documents. These can be documents that are generated using Profit or external documents.

Signing process

The signing process starts with submitting a dossier item with attachments. Only DOCX and PDF attachments can be signed digitally, but the dossier item can contain other attachments. When you digitally sign a DOCX document, it is replaced by a PDF document. The DOCX document expires.

The dossier item is sent to the first signatory and he/she determines which attachments must be signed. The first signatory signs the attachments. This provides the attachments with a digital 'stamp' that contains the details of the signatory, the time, the signing method, etc. The workflow then moves on to the second signatory, who can also sign the documents and resubmit them to the workflow. The second signatory cannot determine which documents must be signed. Only the first signatory can do that.

Employees sign documents via InSite, contact persons sign documents via OutSite. If InSite is used for signing, the signatory receives a code in a text message that he/she must copy to InSite. If OutSite is used for signing, the signatory first receives an e-mail that he/she must verify by copying a code to OutSite and then receives a code in a text message that he/she must copy to OutSite. For every valid signature, the relevant documents are updated and a log file tracks all actions.

The e-mail message is sent by AFAS and cannot be changed by you.

Preparation

Procedure

Also see