Do you already have a contract or other document of your choice on your computer or in the cloud in .doc, .docx, .odt, .pdf, .jpg, or .xlsx format? You can import it into Signi easily. To use this option, go to one of your Workspaces, click Create Document, and then click Select Files.
Signi then shows a screen for choosing the target file. Files can be uploaded directly from your device or e.g. from Google Disk or Dropbox.
If everything works as it should, your file will be uploaded.
In the next step, fill in the header for the new document.
Document number: the Document Number field is not required. Use it for internal contract numbering if needed. This number can be of any length and can contain both letters and digits.
This step also offers options for editing the name of the uploaded document and the communication language in which notifications will be sent to the counterparty:
Option for setting the signer order, or for signing on one device (paid feature).
Use this step to choose the proposer and counterparties as well.
If you have invited other team members into your workspace and given them signature rights, you can choose someone from your team to serve as the Proposer instead of you.
If you are the only person registered on your account, then your account is automatically set as the Proposer.
Continue by choosing counterparties. To do so, click Add a counterparty +.
The drop-down list when choosing a counterparty is only active if you have already stored some contacts or have already sent out at least one document. Your history will then be recorded here.
If you’re preparing to send out your very first document, or a new contact is involved, click the icon named New Signer.
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Then in the header, fill in the counterparty’s email, phone, name, and surname.
A contract can be closed by a natural person, a registered taxpayer, or a legal entity.
Email field: This is a required field; the counterparty will receive notifications of new document proposals as well as document expiration notifications at this address. Also, documents are emailed to this address in PDF format after their signing. We recommend entering the address through which you have already been communicating with the counterparty, to eliminate any doubts on the ownership and access rights for this email inbox.
Phone field: This is an optional field, but we still recommend filling it in. (Otherwise, this number will be requested from the counterparty at the moment of signing.) This number is sent an SMS that notifies of a new document proposal and contains a one-time PIN, used for document verification and signing.
Name and Surname fields: These fields are required; this is the name of the person signing the document for the counterparty.
For parties from the Czech Republic, the other fields can be filled in automatically after the entry of the party’s national business ID via the ARES registry.
The rest of the data fields are only for use in the Templates module, where this data is then passed through directly to the document template. They are not needed when you are uploading a document.
Then continue on to Document Contents.
The bottom bar shows all the contractual parties:
In the document, first go to the place where you want to add signature fields. Then drag them from the bottom bar directly into the document.
In practice this looks as follows:
If you are dissatisfied with the signature field’s position, click the signature field, and you can then edit its position however you need. Or delete it and start again.
Once you’re satisfied, you can send out the document, by clicking on either Send Without My Signature or Continue to Signature.
When you’ve clicked Send Without my Signature, the document is sent to the counterparty immediately.
When you’ve clicked Continue to Signature, a screen for entering your phone number and verification PIN may be displayed, depending on your settings. If you have two-factor verification turned off, the signature field is displayed immediately.
Create the signature using your finger, a stylus on a touchpad, a mouse, a touch device of your choice, or a computer. You don’t need to worry that your signature will not precisely match one made with paper and pen. An electronic signature is a collection of multiple types of information that work together to make it valid.
If you have saved a signature sample in your account settings, it is immediately loaded into the signature field. If you have also stored the place for signature in the workspace settings, this is read in as well, and so you do not need to add it during signing.
After you click the Sign button, the contract is fully electronically signed, furnished with the necessary hash and seal and stored and sent to the counterparty for signature.