How to Sign Documents Electronically?

Electronic signature allows signing documents at any time and anywhere, eliminating the need for physical presence. The process is faster, which speeds up transactions, saving time for all parties involved. It eliminates the need to print, send, and store paper documents.

Starting the signature process:

The electronic signature process can be started in different ways, depending on the location or access page:

1. In the left menu, click the “Create Signature” button; or
2. Go to the Signatures page and select the “Create new signature” button; or
3. On the homepage, select the “Create a signature” button

Creating a signature manually:

1. Upload the documents you want to sign.

2. Reorganize the documents in the desired order.

3. Enter or review signatory data.

   • For each signatory, verify that all fields are correctly filled in, namely email, phone number, and identification document data.

   • You can upload documents (for example, Citizen Card or passport) so the system automatically fills in the signer’s information.

   • You can add previously registered brokers, so their data is automatically filled in.

   • You can also add a signatory profile: click the Add signatory profile button, next to the Add new signatory button. These profiles serve to reuse people who participate in multiple signatures — the information is saved and you just need to select them from the list. The signature process works normally for these profiles.

4. Choose the signatory authentication method: SMS or Digital Mobile Key / Citizen Card.

5. Configure additional signature options:

   • Organization name: you can change the organization name that appears next to the name of the creator of the signed document.
   • Serial or parallel signature: define whether signatures should be done in sequence (each person signs in order) or in parallel (everyone can sign at the same time).

6. Press Submit and confirm that the document and signatory details are correct.

7. Confirm again, which will start the signature process. Signatories will receive an email notifying them that they have a document ready to sign.

Note: The signatory will have to enter the identification data again to sign the documents, and these must match exactly what was entered on the signature page. If you have questions about filling in fields or required documents, you can consult VeriAssistant.

Access and Signature Management

• Signatures can be accessed through the side menu, in the Signatures section.

• When clicking on a signature, you can:

  • Check the signature status (who signed, refused, or has not yet signed)
  • Notify signatories individually or all at once
  • Cancel the signature, if necessary
  • Check signature data (remembering that they cannot be changed once sent)

• You can download all documents sent for signature, both before and after signing.

• After signing, it is also possible to download the signature declaration.

Signatory Profiles

On the Signatures page, you can manage reusable signatory profiles:

• Create a signatory profile to save information for frequently used people;
• Delete a profile by clicking the trash icon next to the name.

These profiles can be selected when creating new signatures, avoiding repeatedly filling in the same data.

Note: When a signature is successfully completed, the user receives a website notification (envelope icon at the top of the page). For more details, see the notifications and profile guide.

Note: If correction of a VeriKYC form that included the signature step is requested, that signature will be automatically cancelled.