How do I sign PDF documents in timeSensor LEGAL 365 with the eSignR digital?

How do I sign PDF documents in timeSensor LEGAL 365 with the eSignR digital?

General

The integration of the eSignR solution enables efficient and legally compliant handling of digital qualified signature processes directly in timeSensor LEGAL 365. Documents can be seamlessly created, signed, sent, and managed. All within one software and without having to transfer the document to an external location. This article provides answers to the most frequently asked questions about setting up and using the feature. 

Our consulting team is also happy to assist you with any questions regarding usage and setup. 

Preparation 

QES Identification

The e-signature standard qualified electronic signature (QES) has the same legal validity in Switzerland and the EU as a handwritten signature. However, before a person can apply a QES, they must undergo a certified identity verification. The identity verification ensures that a person is really who they claim to be. This prevents the creation of false identities or fraud.

In the presence procedure, the person to be verified goes to a registration office and presents their identity document (ID card, passport, etc.) to the responsible staff. Based on the identity document, the staff visually checks whether the photo matches the person and whether the identity document is genuine. A copy of the identity document is kept at the registration office with additional information about the person.

The procedure for online processes has been adapted to the challenge. The European Telecommunications Standards Institute (ETSI) has standardized video identification as an online method for identity verification.


After completion and testing of the verification, the setup in timeSensor LEGAL 365 can be done. 

License Add-In

The eSignR Add-In must be licensed and activated before use.

Entering your login data

Navigate to the "Settings" - "Users" area and double-click the user whose electronic signature you want to set up.

Navigate to the eSignR tab and enter your login data here. 

Then click "Test" to test the connection. If the test is successful, a green dot appears at the top left. 


Signature profiles: Creating your personal electronic signature

To create a personal signature, click the "Create" button to open the editor.

In the editor, you can configure your signature by:

  • name the signature profile,
  • set the page and position of the signature,
  • and define the appearance (e.g., with or without image and signature text).

The preview on the right side shows you the final appearance of your signature. Once you are satisfied with the result, confirm the entries with "OK."


Info
Note: For additional information, click the small question mark at the top center of the editor. 

It is possible to create multiple signature profiles for a user. Select the profile you want to use as default and click the "Set as Default" button. This sets that this profile is used by default for your user when electronically signing.


At the bottom of the mask, you can also configure the default values of your digital signatures.

Here you select the name to be issued, first names, and the legal system area. For the legal system area, one of the available options can be defined as default.


With the "Test Signature" button, you can perform a test process.


Signature Templates

If you want to use uniform signatures for your organizational units, you can create a template signature profile and make it centrally available to all users. This reduces the effort because not every individual user has to create their own signature but can instead rely on a predefined template.

Notes
Note: You need administrator permissions for this. If you do not have these, please ask an administrator to grant you access rights or make the necessary adjustments.

Navigate to the "Settings – Parameters – DMS" area.


At the bottom of the mask, you can set system-wide default values for the legal system (requirement standard) under 1 "Signature Default Values." To create a standard template signature profile, select the corresponding option under 2 "Manage Template" to open the editor.

Configure the template as desired and save the process. The template will then be available for import to all users with the type designation "System."

Accept the template for your user to use it. 

Application 

If the electronic signature is configured for your user, you can start the electronic signing process directly from the timeSensor LEGAL 365 document management system.

Notes
Please note that the PDF never leaves your database at any time during the signing process. 

Signing PDF documents

To electronically sign a PDF document, right-click on the desired PDF document in the archive area of the Case Folder or Dossier and select "Sign document electronically."

From the Case Folder


From the Dossier

The signature mask opens. Here you can make adjustments to the inserted signature if necessary. Conveniently adjust the position and size of your signature by dragging and dropping as well as zooming in or out.

By default, the signature whose signature profile you have set as default for your user is inserted. If you want to use a different signature profile, simply select it at the top left.


As soon as you are satisfied with the signature and it is displayed as desired in the preview on the right side, confirm the process with the "Sign" button.


Confirming the signature process

After you have clicked the "Sign" button, the signature process will be initiated. 

For authentication of the signature process, you will receive a confirmation code on your registered mobile device. Confirm the prompt to complete the signature process. 



Warning
Please note that costs are incurred for each signature process. Therefore, make sure in advance that all settings for the process meet your requirements.

Working with qualified electronically signed documents


Documents signed with timeSensor LEGAL 365 are marked with a blue checkmark in the document management system.


In addition, the signature note including additional details (date and time) can be viewed in the document information. At the bottom of the document information, details of all qualified electronic signatures contained in the document are displayed. 



Please note that this does not apply to imported electronically signed PDF documents. timeSensor LEGAL 365 does not check whether a document contains a valid signature, but only displays information here if the document was signed in tSL. To verify whether a document contains a valid electronic signature, you can use, for example, the eGOV Signature Validator of the Swiss Federal Administration, available at www.validator.ch.

Warning
Please note the following information regarding changes to already signed documents: https://support.timesensor.com/portal/de/kb/articles/umgang-mit-qualifizierten-elektronischen-signaturen-qes-in-apple-vorschau