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.
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.
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.
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.
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.
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.
The document is displayed larger or smaller (zoom). You will find this function in the navigation bar.
Opens the help and support portal in a new window.
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.
Saves the process as a template. New processes can always be created from the template.
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”.
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.
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”).
Use your own email address as sender for inSign notification emails:
To increase the trustworthiness of inSign email notifications, you can use your own email address as the sender address. As a rule, however, this is only possible if you have your own domain. Unfortunately, this function cannot be used for classic freemail addresses such as gmail.com, outlook.de, icloud.com, me.com, web.de, etc.
In order to activate this function, you must allow your email provider to allow inSign to send emails on your behalf. Contact the administrator of your email provider. Ask them to add “include:spf.smtp.net” to the SPF record of your domain or to create a record “v=spf1 include:spf.smtp.net -all”.
If this requirement is met, you can activate the use of your email address in the settings in the tab “User”.
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.
German, English, Spanish, Italian, French, Czech, Polish, Dutch, Slowak, Bulgarian, Arabic, Hungarian, North Macedonian, Romanian, Greek.
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.
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.
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.
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.
Email cache:
The caching of email addresses can be activated on request. If this option is active, email addresses which have been previously entered are automatically suggested as you start typing them.
Email address visibility:
Email addresses assigned to the signature fields can be hidden for process participants via these settings.
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.
Privacy Statement:
Here you can enter the URL to your privacy policy. If you do not enter a URL, the link to the privacy policy will not be displayed.
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.
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.