How to upload and sign a document
If you recently registered a new Dokobit account and need help understanding the basic process of uploading and signing a document, in this article, we take a closer look at each step.
In this article:
If you're a visual learner, we suggest watching this video first. It's a step-by-step look at the whole process. In the following sections of this article, we'll explain each step separately.
How to upload a document
1.0. To sign in to the Dokobit portal, go to the login page to verify your identity by using one of our supported electronic identification tools.
Here's a look at the front page of the portal once you will have logged in.
1.1. To upload a new document for signing, at the top right side of the screen (right under your name), press the "Upload document" button.
1.2. In the first step, select the required document format.
Note: The selected document format indicates the format of the file that you'll be able to download once it's signed.
1.3. In the second step, there are three ways to upload a document. You can either:
- drag and drop a file in the grey upload area;
- press on the grey upload area to locate and upload a file from your computer;
- use the "Browse" button to locate and upload a file from your computer.
The name of the document will automatically match the name of the uploaded file; however, you can change this if necessary.
Note: "Free" plan users can upload a file that is no larger than 100 MB. Paid plan users can upload a file that is no larger than 500 MB.
1.4. In the third step, you can add other participants to the document by pressing the "Add" or "Quick add" buttons to enter their information or by using the search bar to look up existing contacts from your address book. You can also enable a workflow to define the sequence in which each added participant will be invited to access the document.
Detailed information on this section can be found here: How to share a document.
Note: PDF format documents can contain a maximum of 40 signatures. Container-based documents (ASiC, ADoc, EDoc, BDoc) do not have any particular limits; however, we don't recommend adding more than 100 signers to these kinds of documents.
1.5. For every added participant, you can choose their role from the drop-down settings located next to their name. You can decide if this person needs to sign, approve or simply have access to the document.
Note: The "Approval" role is available for "Business" and "Enterprise" plan users only.
1.6. If you want, you can include a message for the added participants.
1.7. In the fourth step, you can edit the following document settings (press on each one below to find out more):
- Assign document categories;
- Set a signing deadline;
- Choose the position of the signature's annotation in PDF documents and set the visibility preference of the personal code;
- Edit the allowed e-signature levels;
- Enable accountless signing (allows the signing or viewing of a document without first requiring the added participants to register a Dokobit account);
- Enable video-based identification (for participants that do not have an eID tool supported in the portal, we offer the possibility to sign or view a document using their ID and a device with a working camera).
Note: Enabling deadlines, accountless signing, and video-based identification are only available for paid plan subscriptions.
1.8. Go to the next page by pressing "Continue to sign" / "Continue" / "Send" (the text on the button varies depending on the status of the added participants).
You will then be redirected to the document. If you happen to close this page, you will still be able to access your uploaded files by pressing "Documents" at the very top left side of the page.
How to sign a document
2.0. When you've opened up the page of the document that you need to sign (as described in the previous steps of this article), scroll down to the bottom.
2.1. In the section "4. Actions", pick the signing method of your choice and then press the "Sign" button to proceed with the signing process according to the eID tool.
Note: If the document owner enabled the setting "Do not allow signing after deadline", then after the due date, the "Sign" button will not be visible. Additionally, accountless signers will see the message: "No actions are allowed after missed deadline". Registered Dokobit users, on the other hand, will notice a note next to their name stating, "Missed deadline to sign". In this circumstance, if you still need to sign the document, you should contact the document owner to find out if they can extend the signing deadline for you.
2.2. After successfully signing the document, a pop-up announcement will appear to let you know.
In the "3. Participants" section next to your name, you will also see the status "Signature is valid".
How to decline a document
3.0. Open up the document that you were invited to sign and scroll down to the bottom of the page.
3.1. In the section "4. Actions", press the "Decline to sign" link that is located under the "Sign" button.
3.2. A pop-up window will appear, asking you to confirm the action. Here you can also enter the reason behind your decision if necessary.
After declining the document, in the "3. Participants" section next to your name, you will see the status "Declined to sign".
However, if you end up changing your mind, you can still sign the declined document by pressing "Sign anyway".