FAQs
Frequently asked questions

Functionality and Application

A process can consist of several documents such as principal contracts, contractual terms, ID documents or supplementary forms amongst others.
When the first document is uploaded for a new process, the document name automatically becomes the process name. You can change the process name at any time using the “Rename” function. You can access this via the three-dot symbol to the right of the process name.
If the PDF document already contains pre-configured fields, these are automatically recognised by inSign. For PDF documents without fields, inSign starts with the form editor activated. The available field types are offered and can be dragged and dropped into the document and resized.

Note: Existing form fields cannot be changed in inSign. Existing signature fields are always of the type “Handwriting” (Advanced electronic Signature – AES)”.

Form field editor
Handwritten electronic signature (Advanced electronic signature – AES):
By clicking on the corresponding signature field. On touch devices you can sign directly, on other devices a dialog window opens which offers different methods for signing.

Name input via keyboard (Advanced electronic signature – AES):
By clicking the corresponding signature field and typing the name by keyboard.

Qualified certificate (Qualified electronic signature – QES):
inSign uses the eIDAS-certified and qualified trust service provider D-Trust with the remote signature solution sign-me for the QES. In order to be able to provide a qualified electronic signature, a one-time identification of the signatory is necessary. If the signatory does not yet have a sign-me account, he can perform an identification within the inSign workflow and thus create a sign-me account.

Identification can be performed via a video session with an identity document (such as an ID card, passport or electronic residence permit), via the eID of the German ID card or via the online banking account of a participating partner bank. The subsequent signature takes place via TAN, which the signatory receives via SMS.
In the Play or Apple Store, respectively.
Play Store (Android): https://play.google.com/store/apps/details?id=de.is2.insign
Apple Store (iOS): https://apps.apple.com/de/app/insign/id589026246

The inSign app supplements the web application bearing the same name and, therefore, cannot be used independently. It contains a signature feature which has been developed for frequent users. Staying connected with your account prevents recurring SMS messages being sent to your smartphone.
To connect the inSign app with the online application, using the app please enter the 6-digit pairing code once. This code is automatically generated by clicking into a signature field and selecting “APP”. After successful entry of your code, you will remain connected with your account.
In the menu under “Settings” – “System” – ” Connected Smartphones” you can see the currently paired device and connect a new device to your account if required.
Yes, signing is also possible in the browser. This variant is recommended for persons who only sign once via inSign. See also the answers to the previous questions.
The procedure is described in detail in the chapter “Case studies”.

Unfortunately, the Dropbox app on iOS only provides limited drag-n-drop functionality. If you would like to upload documents nevertheless, please define Dropbox as memory source. Proceed as follows:

Press “Add document” in inSign. Select “Browse” from the pop-up. A new dialogue opens (iCloud Drive / your file system). Click “Browse” at the bottom and then top left “Locations”. Your Dropbox should now be visible to the side and can be selected. Now you can also select items for download directly from your Dropbox without having to save them on your device.

If a document is to be signed by different persons, all signature fields must be assigned to the persons involved. To do this, click on “Assign” under the respective signature field. Then enter the e-mail address of the person who is to sign in this field in the input field. Once all signature fields have been assigned, select the function “Request signature”. Switch to the “Order” mode on the left-hand side. Change the order of the recipients by dragging and dropping or by clicking on the numbers to the left of the recipients’ e-mail addresses.
After you have set the order, you can click on “Send” as usual. The documents are sent according to the numbering. As soon as all signatures have been completed, you will receive a notification.
Yes, because two-factor authentication provides additional protection of data. Once you click on Online editing, you will see a drop-down menu next to “Password Protection”. Click on “SMS” or on “Email” and enter the corresponding data.
Technologically, nothing stops PDFs from containing various digital signatures, however, the signature providers cannot guarantee their compatibilities. We therefore recommend the use of optional signature fields.
inSign automatically logs all important actions during a process in the so-called audit report. This means that the chronological sequence of events can be traced at any time.

When the document is downloaded by the process creator, the current audit report comes as an automatic component. Additionally, the audit report is made available to other process participants when enabled in the Settings.
Yes, signatories have the option to reject a process. You can find out more about this here.
Yes, but this function is subject to certain conditions. You can find out more about this here.
Yes, it is possible to add further participants when requesting signatures who can either observe or check (approve/reject) a process. See also Functions & settings – Request signature.
Yes, folders with several processes can be created to provide an overview. Further information here.
Upload the desired PDF document, set the desired form fields and click on “Serial process”. You can simply paste the recipient addresses from your clipboard. More about seraial processes here.

Audit-compliant archiving

The archive is an inSign 365 feature and available for all inSign 365 customers free of charge.
The processes must contain documents and must have been inactive for 30 days. The archiving happens without regard to the status of the process.
Yes, you can immediately move processes that you do not want to process further to the archive. To do so, click on the three-dot symbol to the right of the respective process in the process manager and select “Archive now”.
The archive can be opened via the drop-down menu (top right) in the process manager by clicking the menu item “Archive”.

Search/filter for processes

The archive provides a search functionality that can search for processes using the following information:
  • Process name
  • File name
  • Persons involved
  • Date of last change
As processes are stored in the archive in encrypted form, a full text search for text within the documents is not possible.


Download/delete

Processes can be downloaded and deleted individually or in groups.


Edit processes again

Once processes have been moved to the archive, they can no longer be edited. Of course, you are free to download the documents and use them to create a new process.
All archived processes remain in storage for the duration of your contract. After the contract ends, the archive will be deleted. Remember to back up your documents in time.

Functional Knowledge

With the handwritten signature (AES), the entire writing of a signature made is recorded in the background. This biometric data is encrypted and embedded in the PDF. In case of dispute, the data can be decrypted and used as evidence (usually via a written expert opinion).

In the case of name entry via keyboard (AES), the generated audit report and the confirmed email address/SMS number serve as evidence.

In the case of certificate-based signature (QES), the identity is already verified before the signature (e.g. by Video-Ident).
It depends how you open your PDF document.

Adobe Reader

Open your document in Adobe Reader. Click the signature field, then “Signature properties” followed by “Display signatory’s certificate”. The “Summary” tab should display any of the following certificates: https://www.getinsign.com/trusted/#certificate

Foxit Reader

If you use “Foxit Reader”, you can proceed in the same way as you would using Adobe. Click the signature field, then “Signature properties” followed by “View certificate”.

Browser viewer

Unfortunately, the Chrome, Firefox, Edge and Safari browser viewers cannot display any certificate information. Therefore, it cannot be verified if the document is a genuine inSign document.

Please note: All documents containing certificates issued before 06/12/2019 are labelled with the status “UNKNOWN”. All documents containing certificates issued after 06/12/2019 are labelled with the status “VALID”. This is due to the fact that technical signatures were historically carried out by www.is2.de. The new certificate is based on a ROOT certificate which is listed on EUTL (European Trust List). In both cases biometric data is correctly stored in the PDF document. Please also see the answer to the next question.

The inSign verification tool (only available in German) can also be used to check documents for authenticity: https://validate.getinsign.de/
Opening your document using a corresponding application (e.g. Adobe Acrobat Reader), various metadata in addition to the actual content can be viewed. Please ensure that the document and all revisions have been signed with a certificate. This verifies that the document’s contents has not been subsequently modified.

If your document has been tampered with after signing, it gets marked by a red X and the following message “The signature is not valid. After signing the document has been altered or tampered with.”

signature validation status valid
signature validation status invalid

That’s all right. The biometric data of the handwritten signatures were correctly stored in the PDF document and the document itself was protected from subsequent modification with a “technical” signature. This “technical” signature was executed by www.is2.de, you can accept this certificate manually in the certificate details. Click a signature in the PDF → Signature properties → Show issuer certificate … → Add trustworthiness → Add to trusted certificates… as trustworthy. This has no influence on the verifiability or even legal certainty of the signatures.

inSign uses so-called signature form fields to store the signature data in the PDF. These signature fields are part of the PDF specification.

Nevertheless, there are some PDF viewers that cannot display signature fields correctly. In these cases, a signature may not be visible even though it is present.

We therefore recommend using Adobe Reader to view PDFs. There the signatures are displayed correctly. Common alternatives also work well, e.g. Foxit Reader. The signatures are also displayed with the PDF viewers built into current Internet browsers (with the exception of Firefox).

Technical Knowledge

All you need is a web browser and an internet connection. We support the current versions of Edge, Chrome, Firefox and Safari. Internet Explorer is not supported.
In principle, any commercially available device with a touch-sensitive screen (touchscreen) is suitable for handwritten signatures (AES). In “inSign enterprise”, special hardware (signature pads) is also supported via add-on.

No touch device is required for name entry via keyboard (AES) and certificate-based signature (QES).
Yes, many of the powerful functions of inSign only unfold when used as a backend service. Third party applications (e.g. offer systems, CRM portals, etc.) can then address the inSign functions via API in order to design specific and individual use cases without media discontinuity. In addition, an automation of processes becomes possible (batch processing). Comprehensive documentation is available. The inSign team is happy to support you in the functional and technical implementation of related projects. The use of inSign as a service is not possible with the “inSign 365” usage model.

Yes, all documents and signature details are protected by encryption and electronic seals. Subsequent processing, e.g. with Adobe Acrobat, destroys the electronic seal and the document is recognized as modified. The signature is displayed as “invalid” or the document is marked as “Document was changed after signature”. Comments (but no other changes) on signed documents are generally permitted. There is no reason why this should not be the case. If in doubt, you can display the signed version (i.e. without comments) of each signature. The easiest way to do this in Adobe Reader is to right-click on the signature, then select “Show signed version”.

Yes, but only with the “inSign enterprise” usage model. Various methods of transmission (e.g. in docker, etc.) with installation instructions are available. The inSign team is happy to support your installation project.

My account

If you have purchased inSign via our webshop, you can change your payment data in the customer portal under “Your payment data”.

If you have received the order documents from us manually, simply write a short e-mail to service@getinsign.de.
If you enter the wrong password several times, your user account will automatically be locked for 30 minutes. You can then log in again.
On the inSign login page click on “Reset password” and follow the instructions.

reset inSign password
If you have purchased inSign via our webshop, you can cancel your current subscription in the customer portal (click on “My Account”). Click on “Cancel subscription”. You will receive an email confirmation by us.

If you have purchased inSign outside the webshop, simply send us a short email to service@getinsign.de. You will then receive a cancellation confirmation from us.

Even after cancelling your subscription you can continue using inSign as normal until the end of your paid subscription period.
You have not found any suitable information?

Write to us – we will be happy to help you!