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Functions & settings
Process name/Document name
When the first document is uploaded for a new process, the document name automatically becomes the process name. If necessary, you can change the process name at any time by clicking on the three-dot symbol in the left column and selecting “Rename”. You can also rename the uploaded documents in the same way.
Form editor
Signature fields are necessary to sign documents with inSign. A document must contain at least one signature field in order to be signed. The handwritten advanced electronic signature (AES) is preset for each signature field.
Select the signature method via the drop-down field in the form field editor. In addition to the handwritten signature, you can also sign by entering your name on the keyboard. No biometric data is recorded here. The automatically generated audit report and the confirmed email/SMS number serve as proof.
If required, the company stamp can also be selected.
If required, the company stamp can also be selected.
The QES is not part of inSign 365 and must be licensed separately. If you are interested, please contact service@getinsign.de.
In addition to the signature fields, text fields, checkboxes and photo fields can also be inserted into the document. For the text fields and checkboxes, you can set whether they must be filled in or whether they are optional. The photo fields are always mandatory fields.
In addition to the signature fields, text fields, checkboxes and photo fields can also be inserted into the document. For the text fields and checkboxes, you can set whether they must be filled in or whether they are optional. The photo fields are always mandatory fields.
Request signature
Add all signatories necessary for the process. Optionally, observers and examiners can also be added.
Observers have read-only access to the process. Examiners are asked to review the document and to either approve or reject it. Optionally, a comment can be submitted.
If necessary, the process creator can set expiration. After expiry, the process is automatically retrieved.
All participants in the process receive a link via email allowing them to open the process. Depending on their role, the recipients can then read, complete, check or sign the documents. They are supported by the system and guided through the process.
After completion the process creator is automatically notified by email. You can then check the document, process it further if necessary or archive it. All participants receive a download link to the completed document via email. The download link is valid for 30 days.
If necessary, the process creator can set expiration. After expiry, the process is automatically retrieved.
All participants in the process receive a link via email allowing them to open the process. Depending on their role, the recipients can then read, complete, check or sign the documents. They are supported by the system and guided through the process.
After completion the process creator is automatically notified by email. You can then check the document, process it further if necessary or archive it. All participants receive a download link to the completed document via email. The download link is valid for 30 days.
Note on the validity of the pairing link:
If the signatory wishes to provide a handwritten signature, he can connect his mobile phone via QR code. The pairing link is valid for three minutes and can be extended if necessary.
If the signatory wishes to provide a handwritten signature, he can connect his mobile phone via QR code. The pairing link is valid for three minutes and can be extended if necessary.
Serial process
With inSign you can easily create serial processes with up to 100 recipients. If necessary, add signature fields and select “More functions” in the main menu at the top left. Click on “Serial process” and then copy the desired email addresses from Excel, Outlook etc. and add them to the “Signatories” line from the clipboard.
With “Create processes”, a separate process is automatically created for each recipient and a signature request is sent without password protection. You will find the created processes in the folder you specified. After creation, the individual processes can be tracked and edited independently, just like all other processes.
With “Create processes”, a separate process is automatically created for each recipient and a signature request is sent without password protection. You will find the created processes in the folder you specified. After creation, the individual processes can be tracked and edited independently, just like all other processes.
Delegate & reject processes
Delegate
The signature request transfers the process to another person. If necessary, this person can delegate the process to another person who will then be prompted to sign instead of him or her. The inSign settings are available both on the home page and while editing a process. The process can thus be continued in a time-saving manner without you being involved as the process creator.
Reject
Signatories have the option to reject a process and, if necessary, submit their reasons. This is carried out via the corresponding button “Reject process”. The process is then automatically returned to the process creator. The status “Reject process” is displayed in the process management and in the audit report.
Next Signature
inSign jumps to the next signature field. You will find this function both in the main menu at the top left and in the navigation bar.
Complete process
Users who have been provided with a document via online editing and have signed it will automatically receive the signed documents after the process has been completed. After all signatures have been provided, the process can be completed. While doing so, the signed documents can be handed out to further persons. After completion, the process will be closed and cannot be reopened.
Exit
You can exit the process and return to the main screen. All changes are saved automatically. You can reopen and edit your process in the process manager at any time.
Add document
Add more documents to your process. These can be either be PDF files or images.
Photograph a document
Take a photo which will then be added to the current process automatically.
Save documents (ZIP)
All documents in the current process are downloaded as a ZIP file.
Zoom in & out
The document is displayed larger or smaller (zoom). You will find this function in the navigation bar.
Help & Support
Opens the help and support portal in a new window.
Next signature text
Searches the document for the text “Signature”. This is useful if you have a document with many pages and are looking for the right place to add a signature field using the Form Editor. You will find this function both in the main menu at the top left and in the navigation bar.
Save as template
Saves the process as a template. New processes can always be created from the template.
Settings
With “Settings” you determine system-wide with which properties new processes and templates are created.
In processes/templates that have already been created, the properties can be individually adapted for this process via the menu item “Properties”.
In processes/templates that have already been created, the properties can be individually adapted for this process via the menu item “Properties”.
User
Here you can edit the name, email address, company name and password.
The name and company name are automatically used for the greeting in emails.
Note: the password entry in the “Confirm current password for change” field is required for all user changes, even if you only change the name, for example.
Then click on “Apply” and “Ok” to apply the changes.
If you change your email address, you will receive an email immediately afterwards in which you must confirm the change.
If you have purchased inSign via our webshop, your user data will only be displayed. To edit, please open the customer portal (click “Account Administration”).
Note: the password entry in the “Confirm current password for change” field is required for all user changes, even if you only change the name, for example.
Then click on “Apply” and “Ok” to apply the changes.
If you change your email address, you will receive an email immediately afterwards in which you must confirm the change.
If you have purchased inSign via our webshop, your user data will only be displayed. To edit, please open the customer portal (click “Account Administration”).
Substitute:
You can grant one or more other users access to your processes. Furthermore, all email notifications are also sent to the substitute.
Note: External processes to which you have been added as a participant are not displayed to your substitutes, but only to you.
You can grant one or more other users access to your processes. Furthermore, all email notifications are also sent to the substitute.
Note: External processes to which you have been added as a participant are not displayed to your substitutes, but only to you.
System
Two-factor authentication:
For additional security when logging in, you can activate two-factor authentication. To do this, install an authentication app on your mobile device and follow the instructions in inSign. After successful setup, you will always be able to log in with your password and the 6-digit code provided in the authentication app.
Connected Smartphones:
Displays the smartphone connected by the inSign app. If necessary, the smartphone can be disconnected. It can then be reconnected.
No app installed yet?
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
No app installed yet?
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
Language:
German, English, Spanish, Italian, French, Czech, Polish, Dutch, Slowak, Bulgarian, Arabic, Hungarian, North Macedonian, Romanian, Greek.
Screen type:
Normally, inSign automatically detects the screen type of your device. If the automatic detection fails, you can set the type of your screen manually here.
Plugin:
In our Word-Add-In, an access token is automatically generated during initial installation and entered in the plug-in settings. Should the plugin fail, a new access token can be generated here and entered into the input field “SSO-Token” within the Word-Plugin.
Privacy Statement
Email cache:
The caching of email addresses and telephone numbers can be activated on request. If this option is active, email addresses/telephone numbers which have been previously entered are automatically suggested as you start typing them.
Masking:
You can activate or deactivate the masking of names, numbers and email addresses for your own processes. By activating masking, this data is masked with asterisks in the audit report.
If an audit report has already been generated, this setting does not subsequently trigger or cancel masking. We therefore recommend that you make the desired setting before creating a new process.
You can activate or deactivate the masking of names, numbers and email addresses for your own processes. By activating masking, this data is masked with asterisks in the audit report.
If an audit report has already been generated, this setting does not subsequently trigger or cancel masking. We therefore recommend that you make the desired setting before creating a new process.
Email address visibility:
Email addresses assigned to the signature fields can be hidden for process participants via these settings.
Legal Notice:
The service provider and person responsible for the content must enter their data here. The standard legal notice serves only as a sample.
The service provider and person responsible for the content must enter their data here. The standard legal notice serves only as a sample.
Privacy Statement:
The data controller must provide an alternative declaration for data processing in the signature process. The standard privacy statement only serves as a template.
The data controller must provide an alternative declaration for data processing in the signature process. The standard privacy statement only serves as a template.
Customization
Logo in emails:
If required, you can upload your company logo. It will appear next to the inSign logo in the header of all emails. Accepted formats are PNG and SVG.
If required, you can upload your company logo. It will appear next to the inSign logo in the header of all emails. Accepted formats are PNG and SVG.
Audit report:
The audit report is created automatically as part of the process creator’s documents. If this additional option is activated, the audit report is also generated to be handed out to all other process participants as part of their final documents.
The audit report is created automatically as part of the process creator’s documents. If this additional option is activated, the audit report is also generated to be handed out to all other process participants as part of their final documents.
Mandatory fields:
When attempting to sign a document, the user will receive a warning if not all mandatory fields are filled in. If this option is turned off, the warning can be dismissed and the document can be signed despite missing mandatory entries. Enabling this option forces the user to fill in all mandatory fields. Otherwise, he will not be able to sign the document.
When attempting to sign a document, the user will receive a warning if not all mandatory fields are filled in. If this option is turned off, the warning can be dismissed and the document can be signed despite missing mandatory entries. Enabling this option forces the user to fill in all mandatory fields. Otherwise, he will not be able to sign the document.
Release comment in emails:
If a process is released by a reviewer, all subsequent signatories receive a notification of the release in the signature request, possibly with a comment. This setting is relevant for processes with several signatories and a defined sequence.
If a process is released by a reviewer, all subsequent signatories receive a notification of the release in the signature request, possibly with a comment. This setting is relevant for processes with several signatories and a defined sequence.
Tutorial & Tips:
inSign displays hints and tips for users on how to use the app. Clicking on ‘Understood’ will permanently hide the tip. Clicking on ‘X’ will cause the tip to reappear at a later time.
Here you can reset the quick tips so that all hints are displayed again.
inSign displays hints and tips for users on how to use the app. Clicking on ‘Understood’ will permanently hide the tip. Clicking on ‘X’ will cause the tip to reappear at a later time.
Here you can reset the quick tips so that all hints are displayed again.
Company stamp:
You can save your company stamp as a template in the settings. This is automatically suggested to you as soon as a company stamp is required in the signature field.
Signature image:
For the signatures “Name input”, “Name input+” and “Qualified certificate”, it is possible to upload your own font, which however does not contain any biometric data.
The upload can be configured as mandatory or optional for a field in the form field editor.
For the “Handwritten” signature, no signature image can be stored, as the biometric data must be newly captured for each signature.
The upload can be configured as mandatory or optional for a field in the form field editor.
For the “Handwritten” signature, no signature image can be stored, as the biometric data must be newly captured for each signature.
Name:
If this option is enabled, the signatory must enter his name after signing. This feature is helpful when it is unclear who will sign the document during online editing.
Location:
If this option is enabled, the signatory must enter the location after signing. The location information is then displayed in the document next to the date and time.
Timestamp:
Controls the stamping of the date and time onto the signature field.
Colors:
In “auto” mode inSign determines whether a page should be shown in b/w or in color. When enabled, the page will always be shown in color. However, this also increases the amount of data to be transmitted, which can lead to longer loading times.
Trustlink:
The Internet address for the trustworthiness of the inSign signature can be stamped onto every page of the PDF document. This is particularly recommended for contract partners who are not familiar with inSign.