Functions & settings

Process name

The process name is automatically adopted when the first document is uploaded. If necessary, you can change the process name by clicking on the three-dot symbol in the left column and selecting “Rename”.
Process name

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 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.

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.
Form field editor

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.

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.
Request signature

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.

Next Signature

inSign jumps to the next signature field.

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).

Next signature text

Searches the document for the text “Unterschrift”. 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.

Help & Support

Opens the help and support portal in a new window.

Reject processes

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.

Settings

The inSign settings are available both on the home page and during an operation. More setting options are available via the drop-down menu on the start page.

User

settings-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.

If you have purchased inSign via our webshop, your user data will only be displayed. To edit, please open the customer portal (click “My account”).
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.emailsys.net” to the SPF record of your domain or to create a record “v=spf1 include:spf.emailsys.net -all”.

If this requirement is met, you can activate the use of your email address in the settings in the tab “User”.

System

settings-system

Connected Smartphones:

Displays the smartphone connected by the inSign app. If necessary, the smartphone can be disconnected. It can then be reconnected.

Language:

German, English, Spanish, Italian, French, Czech, Polish, Dutch

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.

Customization

inSign 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.
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.
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.
Email address visibility:
Email addresses assigned to the signature fields can be hidden for process participants via these settings.

PDF

inSign settings
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.
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