What is the difference between the processes?

OKdocument offers several ways of signing. And this is exactly where a natural question arises: “When should you use a quick signature, when prepare a document, and when choose a qualified signature?”

Not every document requires the same level of control. Not every process needs a qualified signature with the highest legal weight. And at the same time, not every document is suitable to be sent without clearly defined signature fields and without a controlled workflow.

Why is it not enough to “just send a PDF for signature”?

In many companies, this process still works like this:

1. The document is created in an editor.
2. It is saved as a PDF.
3. It is sent by email.
4. The recipient prints it, signs it, scans it, and sends it back.

Or a worse version: The recipient inserts a signature into the document “in some way”.

The problem?

• There is no control over where the signature is placed.
• It is not clear who opened the document and when.
• There is no audit trail.
• Documents get lost in emails.
• In multi-party signing, chaos arises.

An electronic signature is not just a replacement for a pen. It is a process. And the difference between a “signature” and a “controlled signing process” is fundamental.

What is a signature envelope?

A signature envelope in OKdocument is not just a “bundle of documents”. It is a controlled workflow that allows you to:

• group multiple documents into one signing process,
• precisely define where each person should sign,
• assign a signature field to a specific person,
• define the signing order (e.g. first HR, then the executive, then the employee),
• insert interactive elements directly into the document (signature fields, text
• fields, checkboxes, radio buttons).

This means that signing is no longer a passive “read and sign”, but a controlled process with clear rules.

Quick signature

A quick signature is the simplest form of digital signature in OKdocument. In practice, it works on the principle of “sign anywhere”.

This means:

• the document does not contain predefined signature fields,
• the signer can sign without a precisely defined place,
• the process is fast and administratively simple.

When is a quick signature suitable?

• internal document approvals,
• acknowledgements of receipt,
• simple agreements between employees,
• routine operational approvals.

If you need to sign a document within a few minutes without complex preparation, a quick signature is the ideal solution. In OKdocument, you can upload your document, fill in basic details, and immediately send it for remote signing. Without unnecessary intermediate steps.

Advantage? Speed. Minimal administration. Immediate execution.

Limitation? Lower level of process control.

And this brings us to the second level.

Preparation and signing of an envelope

If a quick signature represents an operational solution for simple situations, preparation and signing of an envelope in OKdocument represents a controlled signing process with full control over what happens and where it happens.

In practice, this is a fundamental difference.

Full control over where signing happens

One of the biggest advantages of document preparation is the precise definition of signature locations.

When creating an envelope, you can:

• insert a signature field at a specific place in the document,
• assign it to a specific recipient,
• set that without completing this field, the process cannot continue.

The signer therefore sees only the fields assigned to them and can sign exclusively where you defined.

This eliminates:

• a signature in the wrong place,
• a missing signature,
• a situation where the wrong person signs,
• the need to return the document due to a formal error.

In a corporate environment where dozens of documents are signed daily, this control significantly reduces administrative corrections and time losses.

Interactive elements

OKdocument allows you to prepare documents directly in the application without the need to edit them in an external editor. You can insert interactive elements into the document, gaining full control over how the process will proceed.

In addition to signature fields, it is possible (and will gradually be expanded with more options):

• text fields – for example to add a name, date, contract number or specific data,
• checkboxes – for example to confirm agreement with terms,
• radio buttons – to select one of the options,
• other types of fillable data depending on the document type.

Practical example: Onboarding a new employee

One of the areas where the difference between a quick signature and a controlled signature envelope becomes most evident is onboarding a new employee. This is where multiple documents, multiple responsible persons, and high data sensitivity come together.

A typical onboarding of a new employee requires signing multiple documents, for example:

• an employment contract,
• an addendum or job specification,
• a confidentiality agreement,
• personal data protection documentation (GDPR),
• internal policies and confirmations of familiarization with rules.

In an environment without a controlled system, these documents are often sent separately, in different versions, and without a clearly defined order. The result is often:

• a document missing one of the signatures,
• a signature in the wrong place,
• a missing date,
• incorrect approval order,
• the need to resend documents via email.

For one employee, it is an inconvenience. For dozens per year, it becomes systematic inefficiency.

How onboarding works through a signature envelope

In OKdocument, all the above documents can be placed into one envelope, which represents one complete, controlled signing process.

Grouping documents into one workflow

Instead of sending multiple emails, you create one envelope that contains all related documents.

Advantage:

• everything happens within one process,
• all signatures are recorded together,
• there is no risk that any document gets “lost” out of context.

Precise definition of signature locations

When preparing the envelope, you define:

• the exact signature place for the employee,
• a separate signature field for the executive or another authorized person,
• mandatory fields without which the process cannot be completed.

Each signature field is assigned to a specific recipient.

This means:

• the employee cannot sign in a place intended for the executive,
• the executive cannot accidentally sign a part intended for the employee,
• the system does not allow sending an incomplete document.

This eliminates the most common administrative error – an incomplete or incorrectly signed document.

Inserting interactive elements

Modern onboarding is not just about signing. It is often necessary to add or confirm specific data.

When creating an envelope, it is possible to insert into documents:

• text fields – for example to add the start date, job position or specific data,
• checkboxes – for example to confirm familiarization with workplace rules,
• radio buttons – to select one of the options,
• other fillable elements depending on the document type.

This transforms the document from a static PDF into a controlled form. From an HR perspective, this means:

• less manual editing,
• fewer errors caused by rewriting data,
• a higher level of document standardization.

Defined signing order

In many companies, it is important to follow an internal approval process.

The envelope allows you to precisely set the signing order, for example:

1. the HR department prepares the document,
2. the executive signs it,
3. the document is then made available to the employee,
4. after signing, it is automatically closed.

The next participant gains access to the document only after the previous step is completed.

This ensures:

• compliance with internal hierarchy,
• process discipline,
• a clearly verifiable signing flow.

Employee perspective vs. company perspective

From the employee’s point of view, the process is simple:

• they receive one email,
• documents are arranged in a logical order,
• signature places are clearly marked,
• the system guides them through the entire process.

From the company’s point of view, however, the value is even greater:

• every step is recorded in the audit trail,
• it is recorded who opened the document and when,

the exact time of signing is recorded,

the document is archived in one centralized system.

What is actually eliminated

A controlled envelope systematically eliminates:

• missing signatures,
• incorrectly placed signatures,
• broken approval order,
• incomplete data in the document,
• manual checking of each document version.

With a larger volume of documents, this effect multiplies.

If a company processes annually:

• 50 onboardings,
• 100 addenda,
• dozens of internal confirmations,

the difference between simply sending PDFs and a controlled envelope represents dozens of hours of administrative work.

Qualified signature (KEP/QES)

In Slovakia, a qualified electronic signature (KEP) is regulated by the European eIDAS regulation. It is the highest form of electronic signature.

What makes it exceptional?

• it is based on a qualified certificate,
• it is created using a secure device (e.g. an ID card with a chip),
• it has the same legal effect as a handwritten signature.

When do you need it?

• certain official submissions,
• legally sensitive documents,
• situations where the highest legal weight is required.

How does it work in practice?

The signer:

1. uses an ID card with a chip,
2. enters the BOK code and PIN,
3. selects a certificate,
4. the document is signed with a qualified signature.

OKdocument allows integration of a qualified signature directly into the signing process without the need for manual PDF export and re-upload. This significantly simplifies the process even at the highest legal level of signing.