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 strictly confidential, as the document never leaves the timeSensor backend. This article provides answers to the most frequently asked questions about setting up and using the feature. 

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.  An online procedure is also possible. Use one of the various QES identification options from Swisscom.

After successful identification, you will receive the Mobile ID app on your mobile phone, with which you can confirm the signatures.

License timeSensor add-in and register users

The eSignR add-in must be licensed and activated before use. It is possible to restrict licensing and activation of this add-in to lawyers who want to sign electronically. Use the attached Excel template in this article to record these users and send the template to your timeSensor account manager. They will activate the add-in and register your users. You will then receive your Excel file back, which now contains a confidential access code for each user.

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 according to the Excel file, namely the email address and the user's access code.

Then click "Test" to test the connection. If the test is successful, a green dot appears at the top left, and the default signature profiles are loaded.


Creating your personal signature profile.

To create a personal signature profile, 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 configure the default values of your digital signatures.

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


With the "Test Signature" button, you can perform a test process, i.e., select a PDF file on the disk


Signature templates (for administrators only)

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 effort because not every individual user has to create their own signature but can instead rely on a predefined template.

Notes
Note: You need administrative 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 is then available with the type designation "System" for import by all users.

Adopt the template for your user to use it. 

Signature process in everyday life 

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.

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. Adjust the position and size of your signature conveniently 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 is initiated. 

To authenticate the signature process, you will receive a confirmation code on the Mobile ID app on your smartphone. Confirm the query 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. Each signature is charged (as of June 2026) at CHF 1.80 or EUR 1.80.

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 present 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 valid signature exists in a document, but only displays information here if the document was signed in tSL.
Warning
A document with a QES signature must not be altered afterwards. Please note the note regarding Apple Preview: https://support.timesensor.com/portal/de/kb/articles/umgang-mit-qualifizierten-elektronischen-signaturen-qes-in-apple-vorschau

How do I check the validity of a qualified electronic signature?

Do not trust blindly: We recommend that you always check digitally signed PDFs you receive to ensure they comply with the standards for qualified electronic signatures and are therefore legally valid.
 
For documents that must comply with Swiss law, we recommend using the signature validator of the Swiss Confederation. For documents according to EU law, we recommend the signature verification of the Austrian Broadcasting and Telecommunications Regulatory Authority.

For QES signatures according to Swiss law (ZertES): https://www.validator.admin.ch

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