Signature portal

Digital signing without wasting time

The user is guided to the portal for each signature request and guided through each step in a user-friendly manner.

• Invite both internal and external users to sign
• Overview of all submitted and pending signatures
• Direct your signature request to a specific group
• Sign multiple documents with a batch signature in one go

Workflows

A workflow in the Signature Portal leads to approval for documents or actions. Configure customized templates and workflows with one click.

• You can edit existing workflows
• You have the processing status of a workflow in view at all times
• You have web pages for workflows with multiple options (e.g. signature level selection, notes, visibility, etc.) as well as web pages with simple workflows (e.g. signature requests with fixed signature, no notes, etc.)
• The workflow provides you with automatic scheduling of hiring processes by writing the signed contracts directly into your DMS
• Every step and all activity in the workflow is logged in an audit pdf. The audit pdf can be sealed and is tamperproof
• Combine different signature levels and 2FA capabilities in workflows that satisfy all legal requirements
• Start the workflow directly, e.g. from an SAP system

Documents in Workflows

Security:

• Document access and document sharing can be protected separately with multiple two-factor authentications
• Documents are encrypted
• Documents never leave your servers. So you can satisfy any compliance requirement
• Guarantee the authenticity (who was the sender) and integrity (immutability / non-manipulability without being noticeable) of your documents by using cryptographic signatures (qualified, advanced or seal)

Functions:

• Several documents in one workflow
• Documents with informational character can be sent along too, e.g. terms and conditions
• Who is allowed to see which documents in a workflow can be defined per participant
• Document types such as internal and external help you prevent confidential internal documents from being accidentally shared externally in a workflow
• Batch signature: Sign multiple PDF documents at once without having to specify the signature position for each document individually
• Legally compliant authorizations with or without visual signature in the PDF

External users in workflows

Security:

• You decide which authentication applies to external users, e.g. email link only, password login, two-factor Authentication
• You decide whether the external party may also download the document after authentication or not
• You define with which level and signature tool the external party has to sign something and also whether they have to provide additional data

Functions:

• Register people with whom your company works on a long-term basis as users
• People who only participate in workflows occasionally do not need to register
• You define which documents the external party may see and which not
• You design the look and feel of the mail and the website that the outsider sees, so that your company gets the highest quality public visibility
• An end-to-end process consisting of identification and signature, e.g. in the context of the qualified signature. In this case, the external party does not have to take care of the creation of a remote signature account or identification, but is always guided step by step through all necessary actions by your portal.
• Give the external party permission to use their own signature components

Usable in the browser and easy to integrate into existing systems

You don't need to install any additional software, you can easily and quickly go through the user-friendly portal website:

• Sign directly from the browser
• convenient and comfortable use on smartphones and other smaller displays too

Can be integrated into existing systems:

• • End-to-end approval processes with internal and external parties initiated from an existing application, e.g. SAP, and subsequent automated backup in your DMS
  • Convenient integration of third-party systems via interfaces/API (REST, SOAP or others)

Authentication with the signature portal and for signature approval

You determine the strength of access protection (either globally or according to individual workflow):

• Is a 2FA necessary or not as well as further settings
• The signature portal provides you with complete role and rights management to individually manage visibility and access
• The visibility of documents can be set individually in each workflow for all users involved

Access and visibility

• The visibility of documents can be preset individually for all users involved in each workflow
• The signature portal provides you with complete role and rights management to individually manage visibility and access