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Processes & Templates
Processes
A process is a collection of one or more files. Usually these are PDF documents. However, image files, such as photos, can also be part of a process.
Search & Filter
Search and filter functions are available in the process overview. In addition, processes with more than 50 entries are automatically divided into separate pages, which makes searching and navigating easier.Note: The same functions are also available in the archive. There, the division into separate pages only takes place from 200 entries onwards.
Signatures
The number of mandatory signatures (marked with *) is displayed in the “Signatures” column in the process manager and the number of optional signatures of the process is displayed behind it in parantheses.
Status
Unfinished:
A new process has been opened. The document has not yet been signed or forwarded to another person for signing (request signature).Signed:
All mandatory signatures in the document have been placed. However, the process has not yet been completed.To edit:
The process is waiting to be signed by the process creator.In online editing:
The process has been transferred to another person. This person can sign the document and fill in any existing form fields.Declined:
The reviewer or the recipient of the document’s signature request has rejected the approval or processing of the process.Finished:
The process has been completed. No further changes (such as uploading additional PDFs) can be made.GDPR declined:
When providing their handwritten signature, the signatory refused to give consent to the storage of encrypted biometric data.Biometric Data
With the handwritten signature with inSign (AES), the entire movement during the signature is recorded like a kind of video. The resulting data is called biometric data. These are writing speed, writing direction, writing pauses and writing pressure. They are particularly worthy of protection and are so immediately encrypted and embedded in the PDF document.Functionality
The three-pin-menu to the right of the status of each process opens the available actions. These are dependent on the current status of the process.
Open
Opens an existing process for further editing.Move (folder)
If you want to move a process to a folder, click on the three-dot symbol to the right of the process and then on “Move”. You can then either create a new folder or select an existing folder.Alternatively, you can also move processes into existing folders by dragging and dropping.
Note: Only one folder level is possible, i.e. no further subfolders can be created in folders.
Download
Downloads all documents including biometric data as a ZIP file.Archive now
Processes are automatically moved to the archive after 30 days of inactivity. 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.Properties
With the menu item “Properties” you can customise the properties of the process.Delete
Deleted processes are first moved to the recycle bin and only permanently deleted after 10 days.Please note that external participants lose access to processes while they are in the recycle bin.
View
Tasks with the status ‘Completed’ or ‘Signature requested’ can be viewed but not edited. Viewing a task does not generate an entry in the audit report.Withdraw process
You can use this functionality to withdraw the editing authorization from the other person. The person is automatically informed by email that you have taken over the processing again. You will then be able to re-open and edit the process.
Send reminder
If the process is not processed within 5 days of the signature request, the process participants receive an automatic reminder from inSign. You can also send reminders manually at the desired time.Check your status
The status in the process management is a clickable link which allows you to check the current status of your signature request and view its audit report. An audit report can also be obtained when downloading your documents.Batch signature
You can execute several signatures from one or more processes in the process management at the same time.To do this, select the respective processes in the process management, click on the three-dot symbol in the top right-hand corner and then on ‘Batch signature’. The signature is applied once and automatically inserted into the open signature fields assigned to you.
If processes are not possible for the batch signature (red exclamation mark), they are marked; possible reasons for this are:
- Process has the following status: Signature requested, under observation, under review
- Mandatory fields have not been filled in
- No signature fields available
- All signature fields are assigned to another person
- The process has already been completed
You can download all processes of a signature method to check them before signing if necessary.
Click on Expand (left arrow) to display all process names and the respective number of signature fields for the signature level.
Note:
With qualified electronic signatures, it is possible that not all signatures can be executed at once. The maximum possible number of simultaneous signatures is displayed in brackets in the ‘Sign’ button.
Note:
With qualified electronic signatures, it is possible that not all signatures can be executed at once. The maximum possible number of simultaneous signatures is displayed in brackets in the ‘Sign’ button.
Templates
Once a template has been created, it can be reused as often as desired. This functionality comes in handy when you have added a signature field to a standardised form which you would like to use repeatedly.
Vorlage erstellen
Create a template
Check tab “Templates” for the button “New template”. Clicking this button creates a new process which can be edited as normal. Once the editing has been completed, you can exit the process by pressing “Save template” and the new template will be available to you.
Use a template
To generate a new process based on a template, simply click the name and select the function “Create new process from template” from the context menu. Following this you will be prompted to enter a process name. Pressing “OK” will start the new process.
Edit a template name
The name of a template can be changed by calling the “Rename” function.
Share a template
If you work with multiple users in an inSign group, you can share the template with other users.
Note: For most users this feature is not activated, i.e. no groups for sharing are displayed.
Note: For most users this feature is not activated, i.e. no groups for sharing are displayed.
Weblink
You can also make prepared PDF forms available with inSign as a self-service function, e.g. on your website. inSign generates a special URL for this purpose, which you can include in your website. You will find the corresponding function in the “Templates” area in the context menu of the template. When your website users click on this link, inSign automatically opens with the prepared PDF form and prompts the user to fill it out and sign it. The completed document then automatically lands in your process management. You will be informed by email. Further details on the topic of web links can be found in the chapter “Case studies”.
Properties
With the menu item “Properties” you can customise the properties of the template.Delete a template
A template can be deleted by calling the “Delete” function or clicking the trash can icon.