E-signing

E-signing - general information

Sweet Forms supports three different e-signing providers: Scrive, Signicat and Verified. To use the e-signing function, you need to have an account provided by one of these e-signing providers. Each connection is individual and you must ask your provider for information about your credentials and/or token.

You can easily connect it to Sweet Forms by adding the correct credentials under Admin > Connections, when you have an account.

Sig3

Settings - general information

The E-signing settings can be found under Settings > E-signing in Sweet Form Designer.

  1. Choose an E-signing provider
  2. Set a name for the signed document
  3. Add one or more parties
  4. Signing party
  5. Mapping of the signing party and the fields in the form. You drag & drop free text fields from the tree structure to the fields for the signing party. *Red fields are required for the e-signing to work. The required fields can change based on the specific settings for that signing party (e.g. the mobile field will become required if the invitation is set to SMS)
  6. Settings for that specific party.
  7. Remove party

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E-signing - Mapping

You map the signing party fields with the fields in the form with drag & drop functionality. The field from the tree structure has to be dragged to the corresponding field on the signing party. The fields in the form need to be the free text question type.

The fields marked in red will automatically become mandatory fields in the form.

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Verified

One signing party

Default settings - one signing party

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Sign Document Name - select name for your document

Automatic reminders before expiration (days) – the user gets an email notification before the form expires

Set expiration time in days – the user can decide how many days the form is active (possible to sign). A document that has a deadline will no longer be available for signing after the deadline passes.

Information: In Verified on signing role ‘sign’, all the fields apart from ‘phone’ are obligatory by default. On role ‘approve’, the mandatory fields are first/last name and email.

Settings:

What will this person do? – Verified has two signing roles: ‘sign’ and ‘approve’ (!‘Sign’ can be the only signing party while ‘Approve’ can only be the second signing party. ‘Sign’ signing role is required to build the Multiple signing form)

Sign – this person will be requested to digitally sign the documents envelope. All signed documents will be forwarded. Rejected documents won’t be forwarded.

Approve – this person will be requested to approve the documents envelope. Only the approved documents will be forwarded.

Invitation order – used when there is more than one signing party. Signing can be parallel or sequential. Sets the order, the party will receive the invitation to sign (or view) the document. For example, if you set the order to 2nd, that party will not receive their invitation until all the parties that you set to 1st have signed the document.

Will answer the form - this user will be redirected to sign the form. Functionality is not applied to signing party ’sign’ when the selected method of ‘sign’ is ‘email’. Functionality is not used on signing party ‘approve’ because the approval is set to email (the delivery method is email). So, the ‘checkbox’ has no functionality in this combination.

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Sign – there are many different possibilities to sign the form:
  1. Swedish BankID
  2. Norwegian BankID
  3. Touch Sign – the user signs the document with a finger signature on the screen (mouse cursor)
  4. Email – the user signs the form from an email (the user is not redirected to sign the form directly from the system)
  5. SMS – the user gets pin code by SMS (user is redirected to the signing page and gets an email) (! for SMS sign to work, the user must provide the phone number starting with the area code)

Language: the user can choose between Norwegian, Swedish, English, Danish and Finnish language

Required authentication to open? – additional functionality which requires the recipient to authenticate with a secure method (Swedish or Norwegian BankID) to open the document

Mandatory – this checkbox is used with more than one signing party. If ‘mandatory checkbox’ is checked next to each party, it means that in order for the form to work, the info about all the users has to type in. Parties that don’t have the mandatory box checked can be manually set as optional (with the ‘required’ checkbox available on each question, the user can decide which, if any, questions are required). Parties which information is not filled in will not be included in the signing process.

To test signing functionality with Verified, the user must prepare the correct form.
  1. Open ‘Form Designer’ and ‘Create New’
  2. Add ‘Form name’, page 1, section 1
  3. Go to settings (under ‘Form’ in the main view)
  4. Select ‘E-signing’
  5. Check in the box ‘Required digital signature after submit’
  6. Select a signing provider from the drop-down – Verified
  7. Click on ‘Add party’
  8. Navigate to ‘new question’ under Selection 1
  9. Add question name – Last name
  10. Change the ‘question type - into ‘Freetext’ and drag and drop this question into the field called Last name under Signing party 1
  11. Repeat the same steps with all 5 questions (fields available under Signing party 1)
  12. At the end, the form should have 5 different questions with type ‘freetext’ – Last name, First name, Email, Phone, Social Security Number
  13. Go to ‘Publish settings’ and publish the form
  14. Click on ‘save and close’

Multiple signing parties

Default settings – two signing parties

For33

Parallel/Sequential signing

When creating the form with multiple signing, the user can choose if the signing should be sequential (by default, the ‘sign’ party gets the document first) or parallel – both or more users get the document simultaneously. If the signing should be parallel, both signing parties should have ‘invitation order’ set to 1. For sequential signing, the user selects ‘invitation order 1,2,3…’ and decides which user signs first, second, third…

To test the multiple signing functionality with Verified, the user must prepare the correct form.
  1. Open Form Designer and Create New
  2. Add ‘Form name’, page 1, section 1
  3. Go to settings (under ‘Form’ in the main view)
  4. Select E-signing
  5. Check in the box ‘Required digital signature after submit’
  6. Select a signing provider from the drop-down – Verified
  7. Click on ‘Add party’
  8. There are 5 different fields
  9. Navigate to ‘new question’ under Selection 1
  10. Add question name – Last name
  11. Change the ‘question type - into ‘Freetext’ and drag and drop the question to the field called Last name under Signing party 1
  12. Repeat the same steps with all 5 fields
  13. Copy Section and paste it below, rename it to Selection 2
  14. Go to setting, e-signing and add extra party (there should be 2 parties in total)
  15. Drag and drop each question into the fields under Signing party 2 (even though you copy questions from Section 1, the Id on question under Section 2 is different than the Id on questions under Section 1)
  16. At the end, the form should have 2 sections with 5 different freetext questions each – Last name, First name, Email, Phone, Social Security Number.
  17. Go to ‘publishing settings’ and publish the form
  18. Save and close

Signicat

One signing party

Default settings - one signing party

Sig1

Sign Document Name - select name for your document

Send documents to Archive – it is possible to specify in the signing request that the signed document will be sent to Signicat Archive for storage. Documents stored in Signicat Archive can be fetched or deleted from the Archive.

Number of days until deleted – the user can decide how many days the form is active (possible to sign). The number of days before the signing order is automatically deleted from Signicat’s storage after every task’s days-to-live have passed. Documents in the archive will not be deleted even if the signing order that created the documents is deleted. All documents that are not in the archive will be deleted.

Information: In Signicat, the obligatory fields are: social security number and email.

Settings:

What will this person do? – Signicat has two signing roles: ‘sign’ and ‘view’ (! ‘Sign’ can be the only signing party while ‘View’ can only be the second signing party, ‘Sign’ signing role is required to build Multiple signing form)

Invitation order – used when there is more than one signing party. Signing can be parallel or sequential. Sets the order, the party will receive the invitation to sign (or view) the document. For example, if you set the order to 2nd, that party will not receive their invitation until all the parties that you set to 1st have signed the document.

Will answer the form – the user answering the form is redirected into the document at Signicat to sign/view it directly

Authenticate with:
  1. Swedish BankID
  2. Norwegian BankID

Authentication-based signing enables you to sign one or more digital documents electronically by first consenting to the contents of the document(s) and subsequently to authenticate yourself using one of several supported methods of authentication, including eID providers.

Notification when task is created – the user gets the information that a document is waiting for her/him to be signed. The notification can be delivered by email or SMS.

Notification when task is completed – every user gets this notification individually; this is a notification that a task was completed, not that the whole document was signed. So, for example, if there are two signing parties and signing party 1 signs the document, signing party 1 gets the notification that ‘her/his’ task was completed. The second signing party will not get that notification. The second signing party will get this notification only when their task is completed. The notification can be delivered by email or SMS.

Notification when expired – the user gets the information that the document is no longer available. The notification can be delivered by email or SMS.

Notification when rejected – the user gets the information that the document has been denied. The notification can be delivered by email or SMS.

Notification when document is completed – all the signing parties get the notification by email or SMS when all the parties signed/viewed the document.

Language: the user can choose between Norwegian Bokmål, Swedish and English.

Numbers of days until the task times out - The number of days from the task is created until the task times out. The end-user will not be allowed to access or perform any operation on the task after this deadline.

Mandatory – this checkbox is used with more than one signing party. If ‘mandatory checkbox’ is checked next to each party, it means that in order for the form to work, the info about all the users has to type in. Parties that don’t have the mandatory box checked can be manually set as optional (with the ‘required’ checkbox available on each question, the user can decide which, if any, questions are required). Parties which information is not filled in will not be included in the signing process.

To test signing functionality with Signicat, the user must prepare the correct form.
  1. Open ‘Form Designer’ and ‘Create New’
  2. Add ‘Form name’, page 1, section 1
  3. Go to settings (under ‘Form’ in the main view)
  4. Select E-signing
  5. Check in the box ‘Required digital signature after submit’
  6. Select a signing provider from the drop-down – Signicat
  7. Click on ‘Add party’
  8. Navigate to ‘new question’ under Selection 1
  9. Add question name – Last name
  10. Change the ‘question type - into ‘Freetext’ and drag and drop this question into the field called Last name under Signing party 1
  11. Repeat the same steps with all 5 questions (fields available under Signing party 1)
  12. At the end, the form should have 5 different questions with type ‘freetext’ – Last name, First name, Email, Phone, Social Security Number
  13. Go to ‘Publish settings’ and publish the form
  14. Click on ‘save and close’

Multiple signing parties

Default settings – two signing parties

Sig2

Parallel/Sequential signing

When creating the form with multiple signing parties, the user can choose if the signing should be sequential (by default, the ‘sign’ party gets the document first) or parallel – both or more users get the document at the same time. If the signing should be parallel, both signing parties should have ‘invitation order’ set to 1. For sequential signing, the user selects ‘invitation order 1,2,3…’ and decides which user signs first, second, third…

To test the multiple signing functionality with Signicat, the user must prepare the correct form.
  1. Open ‘Form Designer’ and ‘Create New’
  2. Add ‘Form name’, page 1, section 1
  3. Go to settings (under ‘Form’ in the main view)
  4. Select E-signing
  5. Check in the box ‘Required digital signature after submit’
  6. Select a signing provider from the drop-down – Signicat
  7. Click on ‘Add party’
  8. There are 5 different fields
  9. Navigate to ‘new question’ under Selection 1
  10. Add question name – Last name
  11. Change the ‘question type - into ‘Freetext’ and drag and drop the question to the field called Last name under Signing party 1
  12. Repeat the same steps with all 5 fields
  13. Copy Section and paste it below, rename it to Section 2
  14. Go to setting, e-signing and add extra party (there should be 2 parties in total)
  15. Drag and drop each question into the fields under Signing party 2 (even though you copy questions from Section 1, the Id on question under Section 2 is different than the Id on questions under Section 1)
  16. At the end, the form should have 2 sections with 5 different freetext questions each – Last name, First name, Email, Phone, Social Security Number.
  17. Go to ‘publishing settings’ and publish the form
  18. Save and close

Scrive

One signing party

Default settings - one signing party

Scr1

Sign Document Name - select name for your document

Settings:

Role – Scrive has 3 signing roles: ‘signing party’, ‘viewer’ and ‘approver’ (! ‘Signing party’ can be the only signing party while ‘Viewer’ and ‘Approver’ can only be the second signing parties, ‘Signing party’ signing role is required to build Multiple signing form). A ‘Signing party’ is required to sign the document. A ‘Viewer’ can only view the document and any attachments. ‘Approver’ is required to approve the document (does not need to sign the document).

Invitation order – used when there is more than one signing party. Signing can be parallel or sequential. Sets the order, the party will receive the invitation to sign (or view) the document. For example, if you set the order to 2nd, that party will not receive their invitation until all the parties that you set to 1st have signed the document.

Will answer the form – the user answering the form is redirected into the document at Scrive to sign/view it directly when the ‘invitation’ is set to ‘link’.

Invitation – Determines the method for the party to receive their signing invitation. The user gets the information that there is a document waiting for her/him to be signed. The notification can be delivered by email, SMS, email and SMS, link (the user is redirected to the status screen to sign the form). Email, Link and SMS invitations allow the party to sign on any device; they only need access to a browser.

Authentication to view – additional functionality which requires the user to authorize himself/herself with SMS pin, Swedish, Norwegian, Danish or Finish BankID to view the document and attachments.

Authentication to view archived – additional functionality which requires the user to authorize himself/herself with SMS pin, Swedish, Norwegian, Danish or Finish BankID to view the archived document. This functionality works when the confirmation method is set to ‘email with a link’.

Authentication to sign:
  1. PIN by SMS – the user gets SMS with a PIN
  2. Swedish BankID
  3. Norwegian BankID
  4. Danish NemID
  5. Finish TUPAS

Confirmation – all the signing parties get the notification by email, SMS, email and SMS, email with a link, an email with link and SMS when all the parties signed/viewed/approved the document.

Mandatory – this checkbox is used with more than one signing party. If ‘mandatory checkbox’ is checked next to each party, it means that in order for the form to work, the info about all the users has to type in. Parties that don’t have the mandatory box checked can be manually set as optional (with the ‘required’ checkbox available on each question, the user can decide which, if any, questions are required). Parties which information is not filled in will not be included in the signing process.

To test signing functionality with Scrive, the user must prepare the correct form.
  1. Open ‘Form Designer’ and ‘Create New’
  2. Add ‘Form name’, page 1, section 1
  3. Go to settings (under ‘Form’ in the main view)
  4. Select E-signing
  5. Check in the box ‘Required digital signature after submit’
  6. Select a signing provider from the drop-down – Scrive
  7. Click on ‘Add party’
  8. Navigate to ‘new question’ under Selection 1
  9. Add question name – Last name
  10. Change the ‘question type - into ‘Freetext’ and drag and drop this question into the field called Last name under Signing party 1
  11. Repeat the same steps with all 5 questions (fields available under Signing party 1)
  12. At the end, the form should have 5 different questions with type ‘freetext’ – Last name, First name, Email, Phone, Social Security Number
  13. Go to ‘Publish settings’ and publish the form
  14. Click on ‘save and close’

Multiple signing parties

Default settings – two signing parties

Scr3

Parallel/Sequential signing

When creating the form with multiple signing parties, the user can choose if the signing should be sequential (by default, the ‘sign’ party gets the document first) or parallel – both or more users get the document at the same time. If the signing should be parallel, both signing parties should have ‘invitation order’ set to 1. For sequential signing, the user selects ‘invitation order 1,2,3…’ and decides which user signs first, second, third…

To test the multiple signing functionality with Scrive, the user must prepare the correct form.
  1. Open ‘Form Designer’ and ‘Create New’
  2. Add ‘Form name’, page 1, section 1
  3. Go to settings (under ‘Form’ in the main view)
  4. Select E-signing
  5. Check in the box ‘Required digital signature after submit’
  6. Select a signing provider from the drop-down – Scrive
  7. Click on ‘Add party’
  8. There are 5 different fields
  9. Navigate to ‘new question’ under Selection 1
  10. Add question name – Last name
  11. Change the ‘question type - into ‘Freetext’ and drag and drop the question to the field called Last name under Signing party 1
  12. Repeat the same steps with all 5 fields
  13. Copy Section and paste it below, rename it to Section 2
  14. Go to setting, e-signing and add extra party (there should be 2 parties in total)
  15. Drag and drop each question into the fields under Signing party 2 (even though you copy questions from Section 1, the Id on question under Section 2 is different than the Id on questions under Section 1)
  16. At the end, the form should have 2 sections with 5 different freetext questions each – Last name, First name, Email, Phone, Social Security Number.
  17. Go to ‘publishing settings’ and publish the form
  18. Save and close