Electronic signing of documents facilitates and speeds up cooperation with partners, clients or colleagues. This guide will guide you through the entire process of creating a new envelope - a package of documents that you will send for signature using a digital signature service. In clear steps, you will learn how to choose the appropriate type of process, upload documents, set the conditions for signing and send the final envelope to the selected addressees.
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Quick Signature
Quick Signature is a basic signing process designed for simple and fast document signing. By default, it works on the principle of “sign anywhere,” meaning the signer can sign the document without predefined signature fields. Once the required information is completed, the envelope with documents can be immediately sent for remote signing, significantly speeding up and simplifying the entire process.
Step 1 – Create a New Envelope
In the application, click the “Create new envelope” button. This is the initial step that starts the envelope creation wizard.
Step 2 – Select the Process Type
At the beginning, choose which type of process you want to use. There are three options available:
- Quick Signature – the fastest way to send a document for signing. In this guide, we will select this option.
- Prepare and sign envelope – a more detailed process with the ability to edit the document.
- Qualified signature – uses a signature with a higher level of trust.
Select the process by clicking on the appropriate option.
Step 3 – Upload Documents
Upload all documents that should be delivered to the recipient into the envelope. Supported formats include PDF, DOC, and DOCX files.
Step 4 – Define Document Processing
Each document in the envelope can be marked as intended for signing, for reading only, or as optional. Based on this setting, the recipient will see the appropriate interaction options for each document.
Step 5 – Fill in Envelope Information
In the Envelope information section, provide the following details:
- Envelope name (max. 80 characters),
- Category (selected from predefined categories),
- Optional notes,
- Communication language,
- Advanced settings: require access codes (email/SMS), set an expiration date, and enable expiration notifications. Package PREMIUM
Step 6 – Enter Signers
Enter the email addresses of the signers. You can also add your own signature by enabling the “Add my signature” toggle. For each signer, you can specify whether the signing will take place on-site (in person) by using the toggle when entering the address. If you need multiple signers, use the “Add” button and repeat the process. If SMS verification is used, phone numbers of the signers must also be provided.
Step 7 – Write an Email Message
You can include a short summary or message for the recipient, which will appear in the body of the email notification. This message explains why the signers received the envelope.
Step 8 – Review and Send
After filling in all the information, review the envelope. You have two options available:
- Save draft – saves the envelope as a draft so you can return to it later.
- Send – sends the envelope for signing to all specified recipients.
This step is shown in the final video, where the “Save draft” and “Send” buttons are located at the bottom of the form.
Using this process, you will create and send an envelope for signing.
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Prepare and Sign Envelope
Prepare and Sign Envelope is a more advanced process that gives the user greater control over how the document is completed and signed. During preparation, you can add specific elements to documents, such as signature fields, text fields, checkboxes, and other types of fields. Signing then takes place exclusively in predefined fields, ensuring a consistent process and minimizing errors during completion and signing.
Step 1 – Start a New Envelope
On the main page, select Create new envelope and choose the Prepare and sign envelope process.
Step 2 – Upload Documents
In the Documents section, drag and drop or upload all files intended for signing (PDF, DOC, DOCX). Each document can later be marked as intended for signing, for reading only, or as optional.
Step 3 – Fill in Envelope Information
In the Envelope information section, provide the following:
- Envelope name (max. 80 characters),
- Category (selected from predefined categories),
- Optional notes,
- Communication language,
- Advanced settings: require access codes (email/SMS), set an expiration date, and enable expiration notifications.
Step 4 – Enter Signers
Enter the email addresses of the signers. You can also add your own signature by enabling the “Add my signature” toggle. For each signer, you can specify whether the signing will take place on-site (in person) using the toggle when entering the address. If you need multiple signers, use the “Add” button and repeat the process. If SMS verification is used, phone numbers of the signers must also be provided. You can also choose the signing method: handwritten signature, verification code via SMS, or verification code via email.
Step 5 – Email Message for Recipients
In the Email message field, enter a brief summary or instructions. This message will be sent to the recipients together with the signing request.
Step 6 – Document Preparation
By clicking the Prepare document button, you will open the editor where you can place signature fields, text fields, dates, checkboxes, and other elements directly into the document.
Step 7 – Review and Send
After placing all fields, review the signing order and the envelope content. You can save the envelope as a draft or send it for signing to the selected recipients.
This process allows you to create and prepare an envelope for signing so that signers see the correct fields and the document is properly organized.
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Qualified Electronic Signature (QES)
A qualified electronic signature using an ID card represents the highest level of electronic signature. It uses a qualified certificate stored on a chip-enabled national ID card and complies with the eIDAS legislation. Signing is performed through secure identity verification of the ID card holder using a card reader and a personal security code, ensuring a high level of legal validity and trustworthiness of the signed documents.
Step 1 – Start a New Envelope
On the application’s home page, click Create new envelope and select Qualified signature (QES). This type of signature is intended for documents that require the highest level of legal validity and use a qualified electronic signature on an eID card.
Step 2 – Upload Documents
In the Documents section, drag and drop or upload all files (PDF, DOC, DOCX). The envelope allows you to send multiple documents at once; each document can be marked as intended for signing, for reading only, or as optional.
Step 3 – Fill in Envelope Information
In the Envelope information section, provide the following:
- Envelope name (max. 80 characters),
- Category (selected from predefined categories),
- Optional notes,
- Communication language,
- Advanced settings: require access codes (email/SMS), set an expiration date, and enable expiration notifications.
Step 4 – Enter Signers
Enter the email addresses of the signers. You can also add your own signature by enabling the “Add my signature” toggle. For each signer, you can specify whether the signing will take place on-site (in person) using the toggle when entering the address. If you need multiple signers, use the “Add” button and repeat the process. If SMS verification is used, phone numbers of the signers must also be provided.
Step 5 – Write an Email Message
In the Email message field, enter a brief summary or instructions for the recipients. The message will appear in the notification email.
Step 6 – Send the Envelope
After completing all required information, click Send. The system will send a signing request to each signer.
- On the envelope page, a clear guide will be displayed to walk the user through the installation of the required drivers.
- The document is securely transferred to the Autogram service.
- The signer enters their BOK code and PIN, selects the certificate from the eID card, and signs the document.
- The signed document is automatically returned to OKdokument, where you can check its status.
Track Envelope Status
After sending the envelope, you can monitor who has already signed the document and who has not. An audit trail is maintained for the envelope, allowing you to see exactly who opened and signed the document and when.
Using this process ensures that legally critical documents are signed with a qualified electronic signature and fully comply with all eIDAS requirements.