FAQs
Frequently asked questions

Functionality and Application

A process can consist of several documents such as principal contracts, contractual terms, ID documents or supplementary forms amongst others.

Either at the start via a template or in the process itself via the input field “Name” the process can be given a name. This field can be accessed via the “MENU” button, which is located in the upper left corner of the screen. The process name can be changed at any time.

inSign menu

If the PDF document already contains fields, inSign will automatically recognize them and no further fields can be added. For PDF documents without fields, inSign starts automatically with the form editor activated, which is then available directly in the inSign process. The available field types are displayed in the upper right corner and can be dragged and dropped into the document and resized. Each signature field is a mandatory field.The form editor is exited via the X at the top right, then the PDF document can be filled in and signed. The Form Editor function can be activated at any time by clicking the “MENU” button.

By clicking on the corresponding signature field. On touch devices you can sign directly, on other devices a dialog window opens which offers different methods for signing. The native inSign app (available for iOS and Android) is intended for users who regularly work with inSign. For this purpose, the app is linked to the user account by entering a code once and can then be used for all future signature processes. The other options offered include sending a unique link via SMS / e-mail to a touch device and then signing in the web browser.

In the Play or Apple Store, respectively.
Play Store (Android): https://play.google.com/store/apps/details?id=de.is2.insign
Apple Store (iOS): https://apps.apple.com/de/app/insign/id589026246

The inSign app supplements the web application bearing the same name and, therefore, cannot be used independently. It contains a signature feature which has been developed for frequent users. Staying connected with your account prevents recurring SMS messages being sent to your smartphone.
To connect the inSign app with the online application, using the app please enter the 6-digit pairing code once. This code is automatically generated by clicking into a signature field and selecting “APP”. After successful entry of your code, you will remain connected with your account.
Create a process and in the menu at the top click “Settings”. On tab “System” you can manage your devices.
Yes, signing is also possible in the browser. This variant is recommended for persons who only sign once via inSign. See also the answers to the previous questions.

If the process is to be transferred to more than one person, it is advisable to first assign the appropriate e-mail address to each signature field. This can be done directly below the respective field by clicking on the person symbol and is only possible when the form editor has been exited via the “X” in the upper right corner. Then select the “Online editing” functionality. A dialog window opens in which the recipient can be specified. The status of the process can then be viewed in the process manager. As soon as all participants have placed their signatures, you will receive a notification by e-mail.

inSign online editing

Unfortunately, the Dropbox app on iOS only provides limited drag-n-drop functionality. If you would like to upload documents nevertheless, please define Dropbox as memory source. Proceed as follows:

Press “Add document” in inSign. Select “Browse” from the pop-up. A new dialogue opens (iCloud Drive / your file system). Click “Browse” at the bottom and then top left “Locations”. Your Dropbox should now be visible to the side and can be selected. Now you can also select items for download directly from your Dropbox without having to save them on your device.

If you want to obtain signatures from several different people in a document, you must assign all signature fields to the people involved. To do this, click on the portrait-icon on the right-hand side of each signature field. In the input field, enter the email address of each person who is supposed to be signing. After repeating this process for all signature fields, you can start the “online editing”. Tick the checkbox “Set order”. Next to each recipient you will see a number. By clicking a number, you can change the recipients’ order. Number 1 means that this person will receive the document first for signing. Person number 2 will not receive the document until person number 1 has signed it. Once you have determined the order, you can click “Send” as usual. As soon as all signatures have been provided, you will receive notification.

Yes, because two-factor authentication provides additional protection of data. Once you click on Online editing, you will see a drop-down menu next to “Password Protection”. Click on “SMS” or on “Email” and enter the corresponding data.

Audit-compliant archiving

The archive is an inSign 365 feature and available for all inSign 365 customers free of charge.
The processes must contain documents and must have been inactive for 30 days. The archiving happens without regard to the status of the process.
The archive can be opened via the drop-down menu (top right) in the process manager by clicking the menu item “Archive”.

Search/filter for processes

The archive provides a search functionality that can search for processes using the following information:
  • Process name
  • File name
  • Persons involved
  • Date of last change
As processes are stored in the archive in encrypted form, a full text search for text within the documents is not possible.


Download/delete

Processes can be downloaded and deleted individually or in groups.


Edit processes again

Once processes have been moved to the archive, they can no longer be edited. Of course, you are free to download the documents and use them to create a new process.
All archived processes remain in storage for the duration of your contract. After the contract ends, the archive will be deleted. Remember to back up your documents in time.

Word-Add-In

Please open the required Word document and install the inSign Word Add-in by clicking “Insert” – “Get Add-Ins”. Then enter “inSign” into the search field and click the “Add” button.

Word Add-in allows you to automatically convert Word into PDF documents. They can then be signed. Please follow this procedure: Please open your Word document as usual. On the “Home” tab you will find the inSign icon to the right. Clicking this allows you to log into https://insign.is2.de using your inSign user credentials. If needs be, missing text and signature fields can be inserted into Word instantly. Click “Done” and the document automatically converts into PDF and initiates an inSign process. Then proceed as usual.

Right-click the inSign Word Add-in under the “Start” tab. Click “Remove Add-In” on the context menu. Alternatively, you can also find the Add-in under “Insert” – “Get Add-Ins” – “My Add-Ins”.

Remove Add-In

Functional Knowledge

inSign can be used to capture so-called “advanced electronic signatures (AES)” according to eIDAS. The “qualified electronic signature (QES)” required for the written form requirement is only supported by “inSign Enterprise”, not by “inSign Smart Business”.

The character (manner) of a signature is recorded in the background. This biometric data is encrypted and embedded into the PDF document. In the event of a dispute, the data can thus be decrypted and used as evidence (usually via a written expert opinion). The decryption is only carried out by a notary and is therefore of integrity. When archiving, a distinction can be made between these so-called full PDF documents and a simplified version. If the entry “Download biometric documents” is selected from the dropdown menu in the process manager after a process has been completed, the biometric data is contained in the PDF. When handed over to a customer or partner, only PDF documents with an embedded typeface are sent.

It depends how you open your PDF document.

Adobe Reader

Open your document in Adobe Reader. Click the signature field, then “Signature properties” followed by “Display signatory’s certificate”. The “Summary” tab should display any of the following certificates:

Foxit Reader

If you use “Foxit Reader”, you can proceed in the same way as you would using Adobe. Click the signature field, then “Signature properties” followed by “View certificate”.

Nitro

In Nitro the certificate can be viewed by clicking the signature field, selecting signature properties and clicking “View certificate”.

Browser viewer

Unfortunately, the Chrome, Firefox, Edge and Safari browser viewers cannot display any certificate information. Therefore, it cannot be verified if the document is a genuine inSign document.

Please note: All documents containing certificates issued before 06/12/2019 are labelled with the status “UNKNOWN”. All documents containing certificates issued after 06/12/2019 are labelled with the status “VALID”. This is due to the fact that technical signatures were historically carried out by www.is2.de. The new certificate is based on a ROOT certificate which is listed on EUTL (European Trust List). In both cases biometric data are correctly stored in the PDF document. Please also see the answer to the next question.

Opening your document using a corresponding application (e.g. Adobe Acrobat Reader), various metadata in addition to the actual content can be viewed. Please ensure that the document and all revisions have been signed with a certificate. This verifies that the document’s contents have not been subsequently modified.

If your document has been tampered with after signing, it gets marked by a red X and the following message “The signature is not valid. After signing the document has been altered or tampered with.”

signature validation status valid
signature validation status invalid

That’s all right. The biometric data of the handwritten signatures were correctly stored in the PDF document and the document itself was protected from subsequent modification with a “technical” signature. This “technical” signature was executed by www.is2.de, you can accept this certificate manually in the certificate details. Click a signature in the PDF → Signature properties → Show issuer certificate … → Add trustworthiness → Add to trusted certificates… as trustworthy. This has no influence on the verifiability or even legal certainty of the signatures.

inSign uses so-called signature form fields to store the signature data in the PDF. These signature fields are part of the PDF specification.

Nevertheless, there are some PDF viewers that cannot display signature fields correctly. In these cases, a signature may not be visible even though it is present.

We therefore recommend using Adobe Reader to view PDFs. There the signatures are displayed correctly. Common alternatives also work well, e.g. Foxit Reader. The signatures are also displayed with the PDF viewers built into current Internet browsers (with the exception of Firefox).

Technical Knowledge

All you need is a web browser and an internet connection. We support the current versions of Edge, Chrome, Firefox and Safari. Internet Explorer is not supported.

Basically, any commercially available device with a touch-sensitive display (touch screen) is suitable. In “inSign enterprise” special hardware (signature pads) are also supported via add-on.

Yes, many of the powerful functions of inSign only unfold when used as a backend service. Third party applications (e.g. offer systems, CRM portals, etc.) can then address the inSign functions via API in order to design specific and individual use cases without media discontinuity. In addition, an automation of processes becomes possible (batch processing). Comprehensive documentation is available. The inSign team is happy to support you in the functional and technical implementation of related projects. The use of inSign as a service is not possible with the “smart business” usage model.

Yes, all documents and signature details are protected by encryption and electronic seals. Subsequent processing, e.g. with Adobe Acrobat, destroys the electronic seal and the document is recognized as modified. The signature is displayed as “invalid” or the document is marked as “Document was changed after signature”. Comments (but no other changes) on signed documents are generally permitted. There is no reason why this should not be the case. If in doubt, you can display the signed version (i.e. without comments) of each signature. The easiest way to do this in Adobe Reader is to right-click on the signature, then select “Show signed version”.

Yes, but only with the “inSign enterprise” usage model. Various methods of transmission (e.g. in docker, etc.) with installation instructions are available. The inSign team is happy to support your installation project.

My account

If you have purchased inSign via our webshop, you can change your payment data in the customer portal under “Your payment data”.

If you have received the order documents from us manually, simply write a short e-mail to service@getinsign.de.
On the inSign login page click on “Reset password” and follow the instructions.

reset inSign password
If you have purchased inSign via our webshop, you can cancel your current subscription in the customer portal (click on “My Account”). Click on “Cancel subscription”. You will receive an email confirmation by us.

If you have purchased inSign outside the webshop, simply send us a short email to service@getinsign.de. You will then receive a cancellation confirmation from us.

Even after cancelling your subscription you can continue using inSign as normal until the end of your paid subscription period.
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