How to Sign Documents Electronically?

Digital 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 digital signature process:

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

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

Creating a digital 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 ID documents so the system automatically fills in the signer’s information.

   • 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 digital signatures — the information is saved and you just need to select them from the list. The digital signature process works normally for these profiles.

4. Configure additional digital 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 digital signature: define whether digital signatures should be done in sequence (each person signs in order) or in parallel (everyone can sign at the same time).

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

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

Note: Signatory authentication is performed via SMS. When signing, each signatory receives a verification code on the phone number provided during setup.

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 digital signature page. If you have questions about filling in fields or required documents, you can consult VeriAssistant.

Access and Digital Signature Management

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

• When clicking on a digital signature, you can:

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

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

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

Signatory Profiles

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

• Create a signatory profile to save information for frequently used people;
• View a profile to check the saved signatory information;
• Edit a profile to update signatory details when they change;
• Delete a profile by clicking the trash icon next to the name.

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

Note: Digital signature status changes trigger website notifications (envelope icon at the top of the page)—including when a digital signature is completed, refused, cancelled, or expired. For more details, see the notifications and profile guide.

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