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Obtaining signatures (with signature workflow)

In this tutorial, we would like to show you how you can use sproof sign to obtain signatures and map your signature processes (workflows) smartly and easily. A so-called workflow helps you to map even complex signature processes.
Philipp Gernerth
Updated on 19.03.2024

In this tutorial, we would like to show you how you can use sproof sign to obtain signatures and map your signature processes (workflows) smartly and easily. A so-called workflow helps you to map even complex signature processes.

Important information first:

  • The inviting person always pays for the signatures
  • Your counterpart does not need to have a sproof sign account and can simply open your invitation (e.g. by email) with any mobile device (smartphone, PC, table) and follow the instructions.

References from the video and further links:

Step by step instructions

In this tutorial, we would like to show you how you can use sproof sign to define intelligent workflows when obtaining signatures. A so-called workflow helps you to map even complex signature processes.

As soon as you are logged in, you have several options for uploading one or more documents in a document folder. You can also start with a template that you would like to send for signature.

The document or documents are opened in the editor view of sproof sign. Open the "Recipient" tab on the right-hand side.

Click on "Add recipient".

  1. Either click on "Select from contacts" and you will have access to all your saved contacts, workflows and groups. Click on the plus symbol to add individual recipients.

  2. You can also search directly in the search bar for already saved contacts, groups or workflows and/or add a new contact directly.

Once you have made your selection, click on "Next":

You can now create a signature workflow including e-signature standard, signature sequence and other settings. .

  1. Define a signature sequence. You can move invited persons to a new round using drag & drop. The document(s) will not be sent to the next round until the previous round has been completed.
  2. You can define the group settings by clicking on the three dots. You can specify that only one person in a signatory group must sign on behalf of the other people in the group. The signatures of the other people in the group are then optional and have no influence on the workflow. The same also works in a group of "approvers".

You can also dissolve the group again in this window.

  1. Here you can specify the type of electronic signature with which the persons added as signatories must sign. If you do not make this setting, the invited persons themselves have the choice. With sproof sign, you and your counterpart sign 100% eIDAS-compliant with the advanced or qualified electronic signature. Thanks to the integrated interface for all eID providers, all eID providers from all over Europe are available to you or the persons invited to sign. For example, ID-Austria or the German ID card with online function.
  2. Click on this arrow to go to the recipient settings. These settings are explained in the following section.
  1. In the recipient settings, you can first define the role of the invited person.

In sproof sign, there are three roles available for adding recipients to a signature process:.

  • Signer: The invited person must sign the document.
  • Approver: The invited person must approve the document.
  • Viewer: The invited person only needs to "view" the document.

Important: Signatories and approvers influence the progress of the workflow. This means that if a person in a designated position does not sign or approve, the workflow cannot be completed. This is not the case for a viewing person!

  1. In addition, you can define an individual signature type for an individual person, which should be excluded from the general signature standard that is specified for the other persons in the workflow. Infor: If you want your counterpart to sign with the qualified electronic signature (QES), but this person does not have a QES, you can cover the costs for identification. Find out more here.

You can also manually change the signature sequence for individual recipients or remove recipients completely. You can remove the recipient again by clicking on the red button.

The arrow at the top takes you back to the overview.

Once you have made all the settings, click on "Next".

Here we come to the decisive step:

  1. Here you can see for which signatories you are defining the signature position and form fields. You can use the drop-down menu to switch between the recipients.
  2. Place at least one placeholder per recipient on the document to define the signature position and continue.
  3. Here you will find predefined fields that you can also place on the document using drag & drop. However, these fields can only be filled in by this specific user. (Note: General fields can only be defined in the start view under "Edit form". They can then be filled in by any user).

The size and position can be adjusted for all signature placeholders and form fields. Click on the green X to remove the field again.

In the thumbnail view on the left, you can see on which page you have placed form fields and signature placeholders for which recipients. The small indicators have a different color for each person.

When you have finished preparing the document, click on "Next".

  1. In the invitation settings you can:
  • activate a friendly reminder: Simply define from when and how often (daily, weekly, etc.) reminders should be sent.
  • set a due date after which the document can no longer be edited.
  1. Add a personal message to the reminder email. You can also select "previous messages" and reuse them.
  2. In the additional settings, you can specify whether the documents
  • can be forwarded to third parties
  • the finished document should be sent to everyone as a PDF
  • define a user-defined invitation language.

Finally, click on "Send invitation".

As soon as the document has been sent, you can track the progress of signatures in the document under "Recipients" and in the dashboard.

After inviting, you can adjust the reminder settings in the document, view the general settings and add additional recipients to the document afterwards.

By clicking on the arrow, you can revise the set signature items, resend the invitation or delete the contact completely if it has not yet been signed.