Digitally sign documents via the workflow

If a document must be signed digitally, you start the correct workflow. You link the documents to be signed to the dossier item or you generate a document. You can only digitally sign documents that have a .DOCX or .PDF extension.

If the signing is successful, the digital signature is added to all documents to be signed. This process is performed every time a document is signed. In this process, every document is replaced by a new document. The old documents are not available. When you digitally sign a DOCX document, it is replaced by a PDF document with the same file name. The DOCX document is removed from the dossier item and can no longer be accessed from Profit.

Example:

You have a dossier item with Contract.docx and Planning.pdf as attachments. The attachments are first signed by an InSite user and then by a contact person for a sales contact.

After the first signature, the Contract.docx file is replaced by Contract.pdf and this PDF document contains the user's signature. Planning.pdf also contains the user's signature.

After the second signature, both PDF documents contain the signatures of both the InSite user and the contact person.

The complete history of the signing process is tracked in SignServiceLog.pdf.

In the below steps, the documents are first signed by an InSite user and then by the contact person of the customer.

Note:

Of course, in the real world the sequence can be different and the workflow may contain more steps, for example if there are three steps in the signing process instead of two.

InSite user signs the documents:

1. Log on to InSite.
2. Open the task with the document to be signed.
3. Click on the action for digitally signing the document.

   This action may have a different name in your workflow.

   

   You see the documents that you can sign. The Tekening.png file is not listed, as you can only sign DOCX and PDF files. You can view a document by clicking on it.

   You see the mobile phone number that is going to be used for text messages. If you do not recognise this number, you cannot continue the process.

4. Select the check boxes of the documents that you want to sign.

   Only the first signatory can determine which documents must be signed by selecting the documents to be signed. Subsequent signatories cannot change this selection.

5. Click on: Start signing.

   

6. On your mobile phone, you receive a text message containing a code. Enter the code.

   

7. Click on: Sign !

   If the signing is successful, you receive a confirmation.

   

8. Click on: Complete.

   The dossier item is now transferred to the next step in the workflow.

After a successful signing, the dossier item contains the signed attachments. The AFAS Experience Center.docx file has been converted to AFAS Experience Center.pdf. A new document, SignServiceLog.pdf, containing the signing history has been added.

OutSite user signs the documents:

The OutSite user first receives an e-mail message for verification purposes and then receives a text message.

1. The contact person or person logs on to OutSite.
2. Open the task with the document to be signed.
3. Click on the action for digitally signing the document.

   This action may have a different name in your workflow.

   You see the documents to be signed. You cannot select other documents, because you are not the first signatory.

4. Click on: Start signing.

   

5. Open your e-mail and copy the code.

   

6. Click on: Confirm.
7. On your mobile phone, you receive a text message containing a code. Enter the code.

   

   If the signing is successful, you receive a confirmation.

   If you open a document, you also see your own digital signature.

   

8. Click on: Complete.
9. The dossier item is now transferred to the next step in the workflow.