A Super user has three main settings available at the top of the Archive template menu:
In order to create an archive template, click on the “Create new archive template” + button. Enter a document name and also choose from one of the archives available for your Company and after entering required configuration click on save. Next you will see the archive field configuration table, as shown below. The content of this table will strongly depend on the E-Archive settings defined for your Company.
Create and edit signing orders
A signing order is an assigned task for one or more Signers to sign. If the document need more than one signatory, you can choose between parallel or serial signing. Examples of documents are contracts or transaction documents requiring an approval or commitment in the form of a written signature or equivalent. Electronic signatures are in this context considered equal when compared to written ones.
This section describes how to create a signing order and you can find these topics:
Upload file and PDF form
Go to menu item Create new order. The first step is to select document, click on “browse” in order to upload the document that you want to be signed, or drag and drop the document to the box. Only PDF documents may be uploaded. Maximum size on the document is 7MB.
If the selected document is a PDF with form fields document (configured by Administrator at Settings), click for this at the checkbox and fill out the field for PDF form instructions. The instruction field is a mandatory text field that will be displayed above the PDF Form in the signing process, and it can be used to inform the signer about what to do.
Group and order name
Select the group for which you want the order to belong to. If the group has no email templated assigned for the type "An order is created", you will not be able to create order for that group. Once the administrator of your company has assigned the group with order created template, you are able to create order for that group.
The name of the document will also update the Order name field, and you may edit this to suit your needs. If you upload more than one document, it will be the name of the first document that updates the Order name. The order name is your own reference to the signing order, and will be shown in the order list.
The Administrator can configure if this should be the condition, or that the Order name field should not be populated when uploading a document. When this is chosen, the caseworker must enter the Order name. If the Administrator has enabled "Allow multiple documents", you are able to add more documents. You can then create an order including max 7MB per document and max 20MB per order. There is a restriction, only one PDF Form is allowed. Uploaded file name is displayed as document name. The document names will be displayed for the signers in signing process.
Archive section
If your company has access to Nets Archive, you need to select some archive related information like:
Archive Name
Document Group
Document Type
Indexes
Some or all of this information may already be set and locked to default values by the Administrator.
The input parameters here will vary, depending on the archive configuration and if your Administrators have created a template to be used for you.
If a Super User has set the use of Archive Templates to mandatory without the use of a default template, the uploaded document must match the name of one of the created templates. If the document name does not match, an error message will be shown.
Signer details and steps
In the signatory section, all Signer information must be entered. You can choose between serial or parallel signing of the order. If your Company has support for multiple signatures, you will be able to add more signers by clicking "Add signatory" or "Add step" button. This will allow the document to be signed by multiple Signers. The signers are required to sign the document according to the steps they have been added (serial signing). The signers at the same step are allowed to sign in any order (parallel signing).
E-mail address as well as eID for each Signer must be entered. You may also be allowed to enter National ID number for each user. You are responsible for making sure each Signer’s name, e-mail address, eID Type and National ID number match. National ID number is optional unless "Identification before Signing" is used. Always include national ID number if you want to be sure that the document is signed by the correct persons.
The identification data is different for the different eIDs you select. For BankIDs, Signer ID will be National ID, MitID(CPR), MitID Business (CVRRID or PPI) Passport reader(passport no) and Verimi (verimi account). For Nets One time you need to enter first name, last name and telephone number (country code is mandatory). For Nets One time code the Identification details are always mandatory.
If the "Identification before signing" option is enabled and set to mandatory or off by Super user, you will not see this option on the signing order registration page.
Deadline and notification
The Super user can set the dispatch date
(default selected to todays date) and signing deadline
to a default setting, in which case you will not see this option. If not, you can change the deadline date. Deadline date can not be more than 90
days after dispatch.
If the Super user has configured for it and the email templates are enabled (for internal recceipients), the caseworker can request notifications for 3 events
-
Order is complete
- Order is closed to expiry
- Order has expired
Company signing
Company signing is offered as an option. You may not see this option, in which case you either a) don’t have access to Company signing, or b) a Super User in your company has set the option to mandatory. Select this option if you want to sign the document with your Company Signature.
Message section
If a Super User has allowed the use of personal messages for signing orders, you can choose to include a message to the Signer. This message will be included in the e-mail message sent to the Signer. Super User is responsible for defining a suitable place for insertion of this personal message using the email templates for notifications.
Order list
The Order List page will show an overview of numbers of orders in each of the five different statuses, in addition to "All". By clicking at the status at the top menu, all order details will show for the chosen status. Only signing orders belonging to a group you have write or read access to will be shown. Here are the different statuses:
At any point of time after a signing order has been created until it has been deleted, it will be listed in exactly one of those 5 statuses. Each signing order in a status list will display the order name, group name and name of the User/Case worker that created the order (“Created By”) in the three first columns. Other columns will vary depending on the type of order list and market configuration.
The following sections describe the content of each list and which actions are available for the lists.
Filters
At the top of the order lists there is a filter menu with several filtering options. If the number of orders in the list is high, the filters may be used to locate specific signing orders much faster. The following filters are available:
Show orders dispatched between specific dates
Show orders with signing deadline between specific dates
Show orders for all groups or only for one specific group
Show all orders or only those created by one specific User
Only show orders for the organization with a given name (For Corporate marked configurations only)
Only show orders for the organization with a given organization name (For Corporate marked configurations only)
Use the “Search” and “Reset” buttons to either activate or reset the filters. Click on the “Export to excel” button and excel file will be downloaded.
Signed
When all Signers have signed an order within the signing deadline, the order will be listed in the Signed list.
Clicking the eye-icon you will see details of the order. The E-Signing Portal is integrated with Nets E-Signing Validator service. This service is available using the “Validate” icon, and will show the result of the signature validation process within your current window.
You may download signed documents for a given signing order using the “Download” icon. Documents are available for download for up to 90 days after signing, at which time they are deleted. Choose between PDF or SDO. After 90 days you can still see details and history related to the order and download the original document. After 180 days all is permanently deleted.
If your Company has access to use National ID numbers in signing orders, you will get these options if you choose to download Signed PDF :
Include SSN: SSN for all signers will be displayed in an extra line in the Signed PDF
Hide SSN: SSN will be removed from "Identifier" for those eID's where this is SSN (BankID SE, FTN )
If your Company doesn’t have access to use National ID numbers you will not get the above options and the “Hide SSN” option will be used.
You may permanently delete an order by clicking check-box for the chosen order, and then click “Delete choosen order(s)”. You will get the question “Are you sure that you will delete 1 order(s)” then click yes to delete. You can select multiple orders and delete them permanently in one step. This is available for the signed, expired and cancelled order lists.
Sent out
The Sent Out list includes signing orders that have been created and dispatched to the Signer(s) but not yet signed by all signers.
Clicking x-icon will cancel the signing order, causing it to be listed in the Cancelled list. The Signer(s) will no longer be able to sign the order if it has been cancelled.
Clicking eye-icon will send you to a new page with detailed information about the signing order. You will be able to view and edit the following information:
Change signing deadline: If needed you can change the signing deadline. Must be done before the deadline is passed.
Manual finalize the order: If at least one of the signers has signed, the caseworker can manually finalize the order.
Time of signing: will show the actual time of signing. If the order is not signed by all the signers, new action buttons will show.
-
The eye icon will show details of the time of signing or time when the signer opened the link.
-
Edit button will open a pop up where the case worker can change the email address and send the order to someone else.
-
Pressing the resend button will resend the email with the signing order to the recipient, this will only work if the order is unsigned.
In addition the page show detalis of the order like g
eneral order details, archive details (if used), Signer(s) details, personal message to Signer(s) (if any). You may return to the Sent Out order list by clicking on “Back”.
Not sent out
When a signing order is created with a dispatch date in the future, the order will be listed in the Not Sent Out list until the time of dispatch. Just like for the Sent Out list, you may click “eye-icon” to see order details of orders not yet dispatched. Clicking “x-icon” will cancel the signing order causing it to be listed in the Cancelled list.
Expired
A signing order has an expiration date (signing deadline), set at the time of order creation. The Expired list will show signing orders not signed by all Signers before the expiration date. Just like for the Sent Out list, you may click “Eye-icon” to see order details of expired orders. In order to delete any expired signing order, you must first cancel the signing order, and then click the “Delete” button in the cancelled signing orders list.
Cancelled
Any order that has been cancelled will be shown in the Cancelled list until it has been deleted. Just like for the Sent Out list, you may click “Eye-icon” to see order details of cancelled orders.
You may permanently delete any cancelled signing order by clicking the “Delete” button.
Definitions and acronyms
Here you can find definitions and acronyms used at the pages.
Definitions
Company
| The business entity that owns a signing order.
|
Employee ID
| An employee ID uniquely identifies an employee for a given eID using the Employer ID and the Employee Number. Employee ID=Employer ID + Employee number. Example:
NemID medarbejdersignatur, Employee ID = CVR nr. + RID nr.
|
Employee number
| A number, unique within a company, uniquely identifying an employee in the given company. Example:
RID number for NemID medarbejdersignatur in Denmark.
|
Employer ID
| An employer identity is the corporate equivalent to National ID number (see below). The Employer ID is used whenever the User or Signer is defined by a digital certificate identifying the user through an Employer ID and an employee ID.
|
National ID number (National ID No.)
| A national identification number is used by the governments of many countries as a means of tracking their citizens, permanent residents, and temporary residents for the purposes of work, taxation, government benefits, health care, and other governmentally-related functions. The number will appear on an identity document issued by a country.
Country examples: -
Denmark: CPR-nummer
- Norway: Fødselsnummer
- Sweden: Personnummer
- Finland: Henkilötunnus
|
Signer
| The person to whom a signing order is directed.
|
Signing order
| DK: signeringsordre NO: signeringsoppdrag SE: signeringsorder FI: Allekirjoituspyyntö
|
Super User
| A User with assigned Super User permissions, allowing the User to do administrative tasks on behalf of the User’s Company
|
User
| A Company’s case handler, responsible for obtaining signatures from Signers.
|
User name
| When using Log in type Login using Username/Password, the Username is your registered email address |
Acronyms
CVR number
| Danish Employer ID controlled by “The Central Business Register (CVR)”, the central register containing primary data on all businesses in Denmark.
|
eID
| An Electronic ID type supported by E-Signing.
Examples:
MitID (DK)
NemID (DK)
NemID medarbejdersignatur (DK) BankID (NO) BankID (SE) Finnish banks ID’s (FI)
|
RID number
| RID number is the Danish Employee ID used as a unique identifier with a Company when issuing NemID medarbejdersignatur to Employees.
|
SSN
| Social Security Number, see National ID number.
|
General functions
E-Signing validator
|
Caseworker can view and validate signed documents through integration with E-Signing Validator. The service may also be combined with the E-Archive service for secure archival of signed documents. |
Language support
| The portal is available in the following languages:
English Norwegian Danish Swedish Finnish German
|
e-IDs
| You can log in to the Portal using one of the following eIDs:
BankID (Norway) BankID på mobil (Norway) BankID (Sweden) MitID (Denmark) NemID (Denmark) NemID medarbejdersignatur (Denmark)
Finnish banks ID's (Finland)
Verimi account (Germany) |
| Identification data | The following identification data is available for input depending on eID type and configuration:
BankID (NO): Name, e-mail address, Fødselsnummer BankID (SE): Name, e-mail address, Personnummer MitID (DK): CPR number NemID: Name, e-mail address, CPR nummer. NemID medarbejdersignatur: Name, e-mail address, CVR nr. and RID nr. Finnish banks ID’s (FI): Name, e-mail address, National ID nr. Nets One time code: First name, last name, mobile number including country code
Verimi account: E-mail address and password
|
Username/Password
| You can log in to the portal using Username and Password. Username is your registered email address, password has to be set for the user and login type "Login using Username/Password has to be enabled by Nets Admin. It is restricted to register one users per email address.
|
Multiple signatures
| A document can be signed by one or more signers in parallel or serial signing. The portal supports up to 10 Signers at each step, and maximum 10 steps. The option of having more than one signature for a signing order may be disabled for your Company, thus removing this option from the “Create new order” page. Creating a signing order for multiple Signers will allow the Signers to sign the document in any order within the same step, or in serial order if more than one step is created.
|
E-Archive
| The E-Signing Portal support integration with Nets E-Archive as an option. The integration is done at Nets and if this option is activated for your Company, all signed documents will be stored in Nets E-Archive. |
ID-Rights
| In E-Signing Portal you can do searches through ID-Rights. ID-Rights provides you with official signature and procuration rights for all companies in the Nordics based on updated information from public registers.
Common menu and buttons |
Identification before signing
| Identification before signing is a function that allows the document to be protected from unauthorized access. If enabled, the Signers will be required to identify themselves before being presented with the document to be signed. For this reason, the Identification before signing is typically used when the content of the document to be signed is sensitive.
|
Company signing
| Company signing is another E-Signing Portal option. If activated for your Company, the “Create new order” page will include a Company signing check-box. If checked, the order will also be signed by one of your Company’s organizational eIDs.
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