Paperless flowSIGN. Signing PDF documents in flows (remote and with token)

We continue the series of articles on the procedure for electronically signing business documents in flows involving multiple signatories, with a material containing the steps for effectively signing in the Paperless flowSIGN app.

IMPORTANT! Paperless flowSIGN allows you to create electronic signing flows, sign documents locally (with token) or remotely (in the cloud) and track them. Moreover, even if signatories from a flowSIGN-initiated flow do not have a qualified electronic signature certificate, it can be obtained remotely on the spot by remote video identification (mechanism certified according to the eIDAS Regulation as equivalent to physical presence).

After creating the signing flow, each participant will receive an e-mail notification and, depending on the set order, there are two signing options:

remote signing using one of the options for which the account has been configured – signing with a unique OTP code (one time password) sent by SMS / e-mail or obtained through an Authenticator application;

token signing – it is necessary to upload files to the application after signing them locally using a token.

 

REMOTE SIGNING

Step 1. Access the signing page

As a signatory, you can access the signing page:

• on the link in the notification received by e-mail;

• in the flowSIGN application, on the “Flows that require my signature” tab and the dedicated icon.

Step 2. Pre-signing agreements

Before signing, you need to read the document and check the box “I have read the files above before signing them”, then access the SIGN FLOW button. 

IMPORTANT! If you do not have a valid certificate in the system, you must first accept the general terms and conditions. A new certificate will be issued as soon as the authorization process is completed.

Step 3. Enter the signing code

The authorization of the remote signing process is done by entering the unique code, depending on the option for which the flowSIGN app is configured, this being:

• sent via SMS / email;

• available in the Authenticator application already installed on the mobile phone.

Learn more about downloading, installing, and connecting the Authenticator app and the Paperless platform (one-time processes) here.

 

LOCAL SIGNATURE (WITH TOKEN)

Step 1. Access the signing page

As with remote signing, you can access the signing page:

• on the link in the notification received by e-mail;

• in the flowSIGN app, on the “Flows that require my signature” tab and the dedicated icon.

Step 2. Accessing the documents to be signed

Access the button with the document to be signed and then click on the DOWNLOAD SELECTED button. Open the previously downloaded PDF document(s) – if you have several documents to sign, each document will have to be signed locally, with your token.

Step 3. The actual signing

IMPORTANT! To sign documents with a token, first make sure it is connected! Access the Tools menu, followed by the Certificates option.

Access Digitally sign. The pop-up message will tell you to draw with the mouse (click & draw) the area where you want the signature to appear. Click OK.

As indicated in the previous pop-up message, draw with the mouse (click & draw) a dial, indicating the size and location where you want the signature to appear.

Select the certificate with which you want to sign the document (1) and then click the Continue button (2).

Check the signature details and confirm by accessing the Sign button.

To save the signed document, choose the desired location and document name, then click the Save button. Enter the token password to complete signing the document. The signature will be displayed on the document, in the location chosen and drawn previously.

Step 4. Upload signed documents in the Paperless flowSIGN application

After signing the document(s), upload the signed files in the flowSIGN app, accessing the UPLOAD SIGNED button. Select the signed document and access the Open button.

You will receive a confirmation of the successful upload of the file (1) and on the screen you will be able to view and verify the uploaded document, with the signature applied (2). To complete the signing in the flowSIGN app, access the FINISH SIGNING button (3).

Do not forget! Paperless flowSIGN includes both the possibility of remote and local signing with qualified certificates stored on token cryptographic devices. So it is not mandatory to have a signature in the cloud, the main advantage of the platform is the ability to create these electronic signing flows and tracking them – both for internal flows of an organization and for signing flows between organizations or between organizations and individuals!

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