E-signing

E-signing - general information

Sweet Forms support 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.

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

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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. General settings for the 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 the 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 must 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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See also

You can hover over the blue box in the mapped field to see the question ID.

Note

When e-signing is activated in the form, only the following file types will be accepted: .pdf, .jpg, .jpeg, .png, .bmp, .gif in the file question type. All uploaded files will be converted to PDF since it is required for the signing process.

Verified

One signing party

Default settings - one signing party

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Sign Document Name - select the 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 with 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. The mandatory fields on role ‘approve’ 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 sign the document’s envelope digitally. 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. This functionality sets the order in which the parties will receive the invitation to sign (or view) the document. For example, if party 1 has an invitation order set to 2, that party will not receive their invitation until all the parties with invitation order 1 have signed the document.

Will answer the form - this user will be redirected to sign the form. Functionality is not applied to the 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 a 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

The checked ‘mandatory checkbox’ - if the user drops the questions (from the form’s tree structure) into the input fields (under the e-signing tab), the dropped question will be marked as required for every required field in the signing party (red).

The user must prepare the correct form to test signing functionality with Verified
  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 the Last name under Signing party 1
  11. Repeat the same steps with all 5 questions (fields available under Signing party 1)
  12. In the end, the form should have 5 different questions with the ‘free-text’ type – 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

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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 is parallel, both signing parties should have the ‘invitation order’ set to 1. For sequential signing, the user selects ‘invitation order 1,2,3…’ and decides which user signs first, second, third…

The user must prepare the correct form to test the multiple signing functionality with Verified.
  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 the Last name under Signing party 1
  12. Repeat the same steps with all 5 fields
  13. Copy Section, paste it below and rename it to Selection 2
  14. Go to setting, e-signing and add an 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 the question under Section 2 is different than the Id on questions under Section 1)
  16. In the end, the form should have 2 sections with 5 different free-text questions each – Last name, First name, Email, Phone and 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

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Sign Document Name - select the 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.

The 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. This functionality sets the order in which the parties will receive the invitation to sign (or view) the document. For example, if party 1 has an invitation order set to 2, that party will not receive their invitation until all the parties with invitation order 1 have signed the document.

Will answer the form – the user answering the form is redirected to 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 authentication methods, including eID providers.

Notification when the 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 the 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 the 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 –

The checked ‘mandatory checkbox’ - if the user drops the questions (from the form’s tree structure) into the input fields (under the e-signing tab), the dropped question will be marked as required for every required field in the signing party (red).

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 the Last name under Signing party 1
  11. Repeat the same steps with all 5 questions (fields available under Signing party 1)
  12. In the end, the form should have 5 different questions with the type ‘free-text’ – 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

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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 the ‘invitation order’ set to 1. For sequential signing, the user selects ‘invitation order 1,2,3…’ and decides which user signs first, second, third…

The user must prepare the correct form to test the multiple signing functionality with Signicat.
  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 the 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 an 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 the question under Section 2 is different than the Id on the questions under Section 1)
  16. In the end, the form should have 2 sections with 5 different free-text questions each – Last name, First name, Email, Phone and 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

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Sign Document Name - select the name for your document

Number of days to sign
  1. If no value is set - no limit is set and the form can be signed whenever
  2. If any value (limit) is set, 1 day, for example, it’s not possible to sign the day after at 11.59 p.m. Scrive will notify the signing party that it has expired when trying to sign.
Number of days until sending reminder
  1. If no value is set - no reminder is sent
  2. If a value is set AND the form has not yet been signed, a reminder should be sent after X number of days
  3. If a value is set AND the form is already signed - no reminder will be sent

Language

The user can choose one of the available languages: Danish, German, Greek, English, Spanish, Estonian, Finnish, French, Icelandic, Italian, Lithuanian, Latvian, Dutch, Norwegian, Portuguese, Swedish.

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. This functionality sets the order in which the parties will receive the invitation to sign (or view) the document. For example, if party 1 has an invitation order set to 2, that party will not receive their invitation until all the parties with invitation order 1 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 a document is 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 to view the document and attachments

  1. PIN by SMS – the user gets SMS with a PIN
  2. Swedish BankID
  3. Norwegian BankID
  4. Danish MitID
  5. Finish Trust Network
  6. Freja eID
  7. Dutch iDIN
  8. Onfido document check
  9. Onfido document & photo check
  10. Verimi
  11. Danish NemID
  12. Baltic SmartID

Authentication to view archived – additional functionality which requires the user to authorize himself/herself to view the archived document. This functionality works when the confirmation method is set to ‘email with a link’.

  1. PIN by SMS – the user gets SMS with a PIN
  2. Swedish BankID
  3. Norwegian BankID
  4. Danish MitID
  5. Finish Trust Network
  6. Freja eID
  7. Dutch iDIN
  8. Onfido document check
  9. Onfido document & photo check
  10. Verimi
  11. Danish NemID
  12. Baltic SmartID

Authentication to sign:

  1. PIN by SMS – the user gets SMS with a PIN
  2. Swedish BankID
  3. Norwegian BankID
  4. Danish MitID
  5. Finish Trust Network
  6. Freja eID
  7. Dutch iDIN
  8. Onfido document check
  9. Onfido document & photo check
  10. Verimi
  11. Danish NemID
  12. Baltic SmartID
  13. Swisscom
  14. Swisscom with SRS
  15. Belgian Mobile ID

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

Mandatory

The mandatory checkbox is checked - when you map the fields, every question associated with the required field in the signing party will be required.

The mandatory checkbox is not checked - when you map the fields, it is up to the form designer to decide which questions should be required (with the ‘required’ checkbox available on each question, the user can decide which, if any, questions are required).

Note

If you leave a question considered required for the integration, it will ask the end-user to enter that information.

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 the Last name under Signing party 1
  11. Repeat the same steps with all 5 questions (fields available under Signing party 1)
  12. In the end, the form should have 5 different questions with the type ‘free-text’ – 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

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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 an ‘invitation order’ set to 1. For sequential signing, the user selects ‘invitation order 1,2,3…’ and decides which user signs first, second, third…

The user must prepare the correct form to test the multiple signing functionality with Scrive.
  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 the 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 an 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 the question under Section 2 is different than the Id on questions under Section 1)
  16. In the end, the form should have 2 sections with 5 different free-text questions each – Last name, First name, Email, Phone and Social Security Number.
  17. Go to ‘publishing settings’ and publish the form
  18. Save and close

Note

The form designer can to add a title to each signing party to make administration easier. This functionality is available on every signing provider.

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