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Case studies
The following typical use cases are described step-by-step below:
Example: Different place - different time
Another person (customer, contractual partner, etc.) is required to sign a PDF, but is not on site. You want to send the document to the person for signing.
1. Add document(s)
Click „Add document“ and choose the required PDF.
2. Place signature fields
Use the form editor and drag the signature field into the document to the desired position. You can then adjust the size and position. The default setting for each signature field is the handwritten advanced electronic signature (AES). An alternative way to sign is to enter a name using the keyboard. The signature method can be easily selected in the drop-down menu of the form field editor. When all fields are set, close the form editor by clicking “done” at the top right.Learn more about the different signature types here.
Please note: If the form editor does not open automatically, you can open it via the main menu at the top left under “More functions”.
3. Optional: Assign signature fields to persons
If several signature fields are available and are to be signed by different persons, they must be personalized. To do this, click on “Assign” below the respective signature field. The signatory can then only sign in the signature fields assigned to them.
Signatory groups
A signature field can also be assigned to several alternative signatories. All signatories then receive a signature request by email. After the first (fastest) signatory has signed, the others are informed that the signature has already been provided by another authorised signatory.
4. Send process for signature
To forward the process, select the command “Request signature”. By clicking “Send” the process is transferred to the recipient. Decide whether the signatory can open the document with or without a password. For sensitive documents, we recommend transmitting the password via another communication channel. For the second factor, you have the choice between SMS or an alternative email address. The password will not be sent until the signer clicks on the edit link. If necessary, you can adjust the language of the email.
Note: The signatory will receive all notifications in the language you choose. However, the user interface language in inSign is based on the language the user has set in their web browser.
Note: The signatory will receive all notifications in the language you choose. However, the user interface language in inSign is based on the language the user has set in their web browser.
5. Signature
The signature is provided using one of the following signature methods:
Handwritten electronic signature (advanced electronic signature – AES):
To sign, the signatory must click on the appropriate signature field. On other devices, a dialogue will open offering various methods for redirecting the signature to a touch device.
Name entry (simple electronic signature – SES):
To sign, the signatory must click on the corresponding signature field and type in their name using the keyboard.
Name input+ (advanced electronic signature – AES):
To sign, the signatory must click on the corresponding signature field. If they have not yet verified their mobile number, they will be asked to enter their mobile number and confirm it by SMS before signing. Then they must enter their name using the keyboard.
Qualified certificate (Qualified Electronic Signature – QES):
inSign supports several qualified trust service providers for qualified electronic signatures. In most cases, D-Trust is used with the remote signature solution sign-me. Other trust service providers include A-Trust, Swisscom and Evrotrust.In order to be able to provide a qualified electronic signature with D-Trust, the signatory must be identified once. If the signatory does not yet have a sign-me account, they can carry out identification within the inSign workflow and thus create a sign-me account.
See Adobe Reader DC for more information about signatures and certificates.
Important note: QES is not part of inSign 365 and must be licensed separately. If you are interested, please contact service@getinsign.de.
Important note: QES is not part of inSign 365 and must be licensed separately. If you are interested, please contact service@getinsign.de.
6. Wait for completion
After the recipient has signed, you will be notified by e-mail.
7. Check for completeness
You can find the process in the process management section (“Processes” button). Check the contents for completeness. If the document is not complete, send the document to the recipients again (“Request signature” button).
Note: The mandatory signatures (marked with *) are displayed in the “Signatures” column in the process manager and the optional signatures of the process are displayed behind them in parantheses.
Note: The mandatory signatures (marked with *) are displayed in the “Signatures” column in the process manager and the optional signatures of the process are displayed behind them in parantheses.
8. Complete the process
Users who have been provided with a document via “request signature” and have signed it will automatically receive the signed documents after the process has been completed. The download link is valid for 30 days.
Click the “Complete” button. If required, the PDF can be handed out to additional persons in the following dialog.
9. Archiving
Your processes are automatically moved to an electronic archive after 30 days of inactivity. You can access the archive at any time. The corresponding menu item is located at the top right of the drop-down menu. In the archive, you can search for old processes and download them if required.
If you want to archive a process before the 30 days have elapsed, you can do so using this function. Simply click the “Archive now” button.
Note: After the end of the contract, the processes will be deleted from the archive. For this reason, we ask you to save your documents in time.
If you want to archive a process before the 30 days have elapsed, you can do so using this function. Simply click the “Archive now” button.
Note: After the end of the contract, the processes will be deleted from the archive. For this reason, we ask you to save your documents in time.
Example: Different place - same time
Sign live in a video conference/video consultation
1. Add document(s)
You are in a video conference with another person. Start inSign as usual, click the “Add document” button and select the desired PDF. Share your browser window (inSign) with your video partner.
2. Place signature fields
Use the form editor and drag the signature field into the document to the desired position. You can then adjust the size and position. The default setting for each signature field is the handwritten advanced electronic signature (AES). An alternative way to sign is to enter a name using the keyboard. The signature method can be easily selected in the drop-down menu of the form field editor. When all fields are set, close the form editor by clicking “done” at the top right.Learn more about the different signature types here.
Please note: If the form editor does not open automatically, you can open it via the main menu at the top left under “More functions”.
3. Sign
Handwritten electronic signature (advanced electronic signature – AES):
To sign, click on the corresponding signature field. You can then sign directly on touch devices; on other devices, a dialogue opens offering various methods for redirecting the signature to a touch device.Name entry (simple electronic signature – SES):
To sign, click on the corresponding signature field. Type in your name using the keyboard.Name input+ (advanced electronic signature – AES):
To sign, click on the corresponding signature field. If you have not yet verified your mobile number, you will be asked to enter your mobile number and confirm by SMS before signing. Then enter your name using the keyboard.4. Complete the process
Click the “Complete” button. If required, the PDF can be handed out to additional persons in the following dialog.
5. Archiving
Your processes are automatically moved to an electronic archive after 30 days of inactivity. You can access the archive at any time. The corresponding menu item is located at the top right of the drop-down menu. In the archive, you can search for old processes and download them if required.
If you want to archive a process before the 30 days have elapsed, you can do so using this function. Simply click the “Archive now” button.
Note: After the end of the contract, the processes will be deleted from the archive. For this reason, we ask you to save your documents in time.
If you want to archive a process before the 30 days have elapsed, you can do so using this function. Simply click the “Archive now” button.
Note: After the end of the contract, the processes will be deleted from the archive. For this reason, we ask you to save your documents in time.
Example: Same place - Same time
Sign on site
1. Add document(s)
Click „Add document“ and choose the required PDF2. Place signature fields
Use the form editor and drag the signature field into the document to the desired position. You can then adjust the size and position. The default setting for each signature field is the handwritten advanced electronic signature (AES). An alternative way to sign is to enter a name using the keyboard. The signature method can be easily selected in the drop-down menu of the form field editor. When all fields are set, close the form editor by clicking “done” at the top right.Learn more about the different signature types here.
Please note: If the form editor does not open automatically, you can open it via the main menu at the top left under “More functions”.
3. Fill out
If your document contains form fields, please fill in all these fields first. Once you start signing, you will not be able to make any further changes. If you have to do so anyway, all signatures will be invalidated and removed from the document automatically.
4. Sign
Handwritten electronic signature (advanced electronic signature – AES):
To sign, click on the corresponding signature field. You can then sign directly on touch devices; on other devices, a dialogue opens offering various methods for redirecting the signature to a touch device.Name entry (simple electronic signature – SES):
To sign, click on the corresponding signature field. Type in your name using the keyboard.Name input+ (advanced electronic signature – AES):
To sign, click on the corresponding signature field. If you have not yet verified your mobile number, you will be asked to enter your mobile number and confirm by SMS before signing. Then enter your name using the keyboard.5. Complete the process
Click the “Complete” button. If required, the PDF can be handed out to additional persons in the following dialog.
6. Archiving
Your processes are automatically moved to an electronic archive after 30 days of inactivity. You can access the archive at any time. The corresponding menu item is located at the top right of the drop-down menu. In the archive, you can search for old processes and download them if required.
If you want to archive a process before the 30 days have elapsed, you can do so using this function. Simply click the “Archive now” button.
Note: After the end of the contract, the processes will be deleted from the archive. For this reason, we ask you to save your documents in time.
If you want to archive a process before the 30 days have elapsed, you can do so using this function. Simply click the “Archive now” button.
Note: After the end of the contract, the processes will be deleted from the archive. For this reason, we ask you to save your documents in time.
Example: Self-Service
Static document to sign as permanent internet address (weblink)
If you want to provide a prepared PDF form for self-service, you can use the “Web Link” function in the template manager. You will receive a URL for a specific process that you can integrate into your website, an email, or a newsletter. People who click on this link automatically open the document and are prompted to complete and sign it. Once signed and completed by the user, you will receive a message to that effect and will automatically find the completed documents in your process manager.
Procedure:
Create a template with the necessary text and signature fields. In the template manager, click on the three-dots on the right of the respective process.
Activate the web link by using the slider on the top. Optionally, add an individual welcome text. If you do not enter anything, the text “Welcome to the management of your documents” appears when you call up the weblink. Copy the link to your clipboard and embed it anywhere you wish.
Using the example of handwritten signature from a signatory’s perspective: