Allekirjoitus: Signing a document

Recipient portal of the signature service

Documents are signed in the recipient portal of the Signature Service. Recipients can access the portal through the invitation to sign. The invitation to sign is sent to the recipients by email or SMS.
In the portal, you can view documents and perform functions (read, approve, sign, or reject a document, etc.) on all the documents included in the invitation to sign.

Finnish, Swedish, or English may be chosen as the language of the recipient portal. Click Info to access service user support to read more detailed instructions on the use of the service. Click the arrow in the upper left corner of the portal to access additional information of the document process. If necessary, you can also send email to the sender of the document.

 

The signing process

When a document is sent for signing/approval through the Allekirjoitus service, the invitation to sign is emailed to the recipients. Invitations can also be sent by SMS if the sender has chosen this additional service.

The recipient can review the documents received by clicking the view documents link included in the invitation to sign that was emailed to them. The link leads to the recipient portal of the signature service. There, the recipient can read, approve, sign, or reject the documents. The recipient must read all the documents and attachments before signing. Each individual PDF document must be signed individually. The service shows the progress of the documents.

If there are multiple recipients of the documents, each recipient must complete signing the documents before the signing process is complete. When everyone has signed, the recipients receive an email notification of the documents signed.

1. The recipient receives an invitation to sign by email with the following header: Invitation: New documents for signature via Procountor Allekirjoitus.

2. The invitation to sign includes the link view documents. The link to the document works for 90 days.

3. The link leads to the recipient portal of Allekirjoitus service. In the portal, the recipients can review, approve, and sign or reject the document. If multiple documents are included in the invitation, each document must be individually reviewed and signed.

4. The recipient must browse through the entire document to activate the Sign document button.

5. If Sign document is chosen, the service informs the signatory about the signing method.

6. After signing the document, the recipient clicks Continue to complete the signing process or to sign the next document. When all the documents have been processed, the service explains what will happen next.

7. When all of the recipients have performed the tasks required on the documents, such as signing them, the successfully finalized documents that were agreed on by all recipients will be sent to all relevant parties including original sender.

• The recipients receive an email notification of this, including a link to the final documents.

• The link takes you to the recipient portal. Signed document -button opens the document and you can save the signed documents on your own computer and print them.

• The signed document contains also a Document history -page, which includes the sealed stamp, and that makes it easy to verify it's origin.

 

Rejecting a document

Recipients can reject a document by clicking the Decline button. Recipients are then asked to provide a reason for rejecting, and they are also asked to confirm their choice.

• The sender of the invitation to sign is informed about the reason for the rejection.
• If the invitation to sign involves more than one recipient, all of them are informed through the portal that one of the recipients has rejected the document.
• If the invitation to sign includes more than one document and the recipient rejects only some of them, the documents that are signed and not rejected go forward in the signing process.

 

Signing methods

The signing methods are email, SMS, strong authentication using online banking credentials/mobile ID, and signature on a touchscreen.

Signing by email

1. The recipient receives an email message with an invitation to sign.
2. The invitation includes a link through which the recipient can review the document to be signed.
3. After reviewing the document and its attachments, the recipient signs the document by clicking Sign document. No other verification is needed.

Signing by SMS

1. The recipient receives an email message with an invitation to sign.
2. The invitation includes a link through which the recipient can review the document to be signed.
3. After reviewing the document and its attachments, the recipient clicks Sign document.
4. The service informs the recipient that the document will be signed by SMS. After clicking Continue, the service sends a confirmation code by SMS to the phone number specified for the recipient. Also works with foreign phone numbers.
5. The signatory enters the confirmation code in the respective field, and the document is signed.

Signing with online banking credentials

1. The recipient receives an email message with an invitation to sign.
2. The invitation includes a link through which the recipient can review the document to be signed.
3. After reviewing the document and its attachments, the recipient clicks Sign document.
4. The service notifies the recipient that the document will be signed using online banking credentials/mobile ID.
5. The signatory is taken to a screen to authenticate themselves. Finnish online banking credentials are accepted for authentication. After authenticating themselves, the signatory may sign the document.

Signature on a touchscreen

1. The recipient receives an email message with an invitation to sign.
2. The invitation includes a link through which the recipient can review the document to be signed.
3. After reviewing the document and its attachments, the recipient clicks Sign document.
4. The service informs the recipient that the document will be signed on a touchscreen. This can be done using a mouse, for example.