Electronic Signature

The solution only works in combination with a service provider for signatures. To do this, the organization must first be registered with the service provider. To link DocuWare with the signature service provider you must register your account subscription information. The registration is easy to complete when setting up the solution using the “SG – Register Signature Provider” form stored in the solution. If applicable, it can be completed by your DocuWare representative.

Note: For each signature, the signature provider refers to the original registration to check whether the initiating organization is authenticated. If the administrative user's password with which the registration was performed is modified, the registration must be repeated. Please also feel free to contact DocuWare Support in this case.

If you want to use Validated ID's biometric signature, the device, for example a smartphone or tablet, on which the handwritten electronic signature is to be entered—must be registered. You need the "SG - Administrator" user role to register the device within the solution.

• Go to "Forms" tab and open the "SG - Registration of Biometric Device" form.

• Enter the device name in the form. This name must have been set in advance on the device itself:

  • To do this, download the free VIDsigner app from the appropriate store (Google Play, Apple App Store, etc.) to the device.

  • As soon as you open the VIDSigner app, a registration form appears.

  • Enter the required enrollment code from your VIDsigner account/onboarding kit and define the name for the device.

• Click "Submit" on the registration form. The device can now be selected when creating a signature configuration.

Use a signature configuration to define which signature method is used, where in the document the signature is placed, or even when the signature link expires. You can also specify whether an additional internal signature is required and which user is responsible for this.

Using the "SG - New Signature Configuration" form provided in the solution, any number of signature configurations for different document types or document layouts can be created – for example, for delivery notes, different contract types, etc. To access the form, you need the "SG - Administrator" user role.

Once you have created a signature configuration, users of the solution can select it in the store dialog for documents to be signed, as well as from the "For Signature" stamp, to start the signature process.

Useful tips in advance:

• Before creating a signature configuration, your DocuWare organization must be registered with the service provider.

• For documents with a uniform formatting of the signature area, you do not need a separate configuration for each document type. If, for example, the signature of the business partner is always using a fixed anchor text within the document (e.g.,client signature).

• If you want to create the configuration for a biometric signature, the biometric device must be registered beforehand.

• If you specify in the signature configuration that an internal signature is to be applied, you may have to store the signee beforehand.

Documents move through the signature process immediately when they are stored with the signature status “Send for signature now” or later with signature status “Send for signature later” and then by using a stamp to initiate the process. The signature method used and what options, for example, internal signature are defined by the signature configuration you select in the process.

Once the document is signed, it is automatically saved in the file cabinet – either as a replacement for the original unsigned document or clipped before the unsigned document. This is also defined individually for each signature configuration. The certificate report is also available to store.

Start signature process when storing a document

• Capture the document in the document tray (via scan, import, drag & drop, print, etc.) and select the "For Signature" store dialog (in the standard installation, this store dialog is linked to the "SG - Documents" file cabinet).

• Verify that "Send for signature now" is selected as the signature status (usually prefilled).

• Choose the appropriate signature configuration for your document

• Fill in the necessary index fields: The following fields are required by default: "Contact Name," "Email," and "Mobile Number."

• The signature process starts as soon as you save the document with the "Store" button.
  

Start signature process by stamp

For documents that have already been stored, a signature process can be triggered at any time using a stamp. Please note that documents must be stored in the file cabinet that has been adapted in your system for the signature process (in the standard installation, the "SG - Documents" file cabinet is used for this purpose).

• Search for document requiring signature and open it in the viewer.

• Choose the "SG - For Signature" stamp (or alternatively the "SG - Dynamic Positioning" stamp if this DocuSign signature method is available to you and you want to use it).

• Choose an appropriate signature configuration and enter the required data. The signature process is initiated as soon as you place the stamp anywhere in the document.

• The applied stamp will not be displayed on the signed document. It will only be displayed on the original unsigned document if it’s not replaced by the signed document.