Having a document digitally signed in Xtendis 7

As part of a legal workflow, it may be needed to have a document that is stored in Xtendis — such as a contract — digitally signed. This process can be done directly from Xtendis.

How this is done is explained in this article.

Requirements

Making use of this feature requires an optional module that can only be used under certain conditions. Check with WoodWing whether your organization meets these conditions.

To verify the identity of the person who needs to sign the document, the e-mail address and a mobile phone number of that person is required.

How it works

The following is a summary of the process:

1. A link to the document is sent by e-mail to the person who needs to sign the document.

2. The person clicks the link which opens the Xtendis page. From there, the person needs to request a verification code to access the document. The code is sent by e-mail and can be entered on the page in Xtendis.

3. Signing the document is done by requesting another verification code. This time, the code is sent to the person's mobile phone as a text message. Before signing the document, the personal details with which the document is going to be signed can be verified.

4. The document is signed by entering and confirming the received code.

The details of the action can be viewed in the Signature panel. The person who signed the document can at any time view and download the signed document. When the document is downloaded, it contains the original document as well as a page showing the details of the digital signature.

Sending out a request

Sending out a request to have a document digitally signed is part of the steps of sharing a document.

Step 1. Follow the steps as outlined in Sharing documents with Xtendis 7 and enable the option Request signature or Document for signature, depending on the method of sharing that is used.

The fields End date, Signer name and Signer phone number appear.

Step 2. Enter the date when the shared file should expire, and the name and phone number of the person who needs to sign the document.

Note: Make sure to enter the correct mobile phone number; it is used to send a verification code to the person who needs to sign the document.

Step 3. Continue the with steps as outlined in Sharing documents with Xtendis 7.

Viewing signed documents

Documents that are signed can be recognized by the icon for the Signature panel that appears in the toolbar when the document is selected in the search results so that it is outlined in blue.

Clicking the icon opens the Signature panel. It shows the details of the person who signed the document and when the document was signed.

The signing process

For reference, the following are the steps that the person who needs to sign the document goes through.

Step 1. In the e-mail that was received, click the link to the document.

The Xtendis page appears.

To access the document, a verification code needs to be requested.

Step 2. Click Request to have the code sent by e-mail.

The Log In screen appears.

Step 3. From the received e-mail, copy the code and paste it in the Code field.

Step 4. Click View documents.

A page appears showing an overview of all documents that have been shared with you.

Step 5. Select the document that is labeled as Waiting for signature.

A preview of the document appears.

Step 6. Read the document and make sure that you agree to sign it.

Step 7. At the bottom of the preview window, click Sign.

A panel appears showing the details of the person who sent the request, as well as the personal details that are going to be used for signing the document. These cannot be changed.

Step 8. Verify carefully if these details are accurate.

In the mean time, a verification code has been sent to the mobile phone number that is listed in the personal details section.

Step 9. Click Confirm.

Step 10. In the Verification code field that appears, enter the code.

Step 11. Click Confirm to sign the document.

The document is now labeled as Signed.

Downloading the document

To download the document, do the following:

Step 1. Select the document in the list at the top of the page.

Step 2. In the list at the bottom of the page, select the check box for the document.

Step 3. Click the Download button above the list.

After a few moments, a Windows Explorer window appears (or any other window, depending on your operating system).

Step 4. Navigate to the location where you want to store the document and click Save.