How to upload, share and sign a document

In this article:
How to upload a document?

1. On the Dokobit portal login page, verify your identity using one of the supported electronic identification tools. 

2. After a successful login, you will be taken to your document listing page. To upload a new document for signing, click the "Upload document" button on the right side of the screen.

3. In the first step, select the required document format.  This will represent the format of the document that you'll be able to download once it's signed, not the format that you're uploading.

Dokobit currently supports two international document formats: PDF and ASiC. Dokobit also supports national Lithuanian, Estonian, and Latvian document formats – ADoc, BDoc, and EDoc. 

4. 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, click on the grey upload area, or use the "Browse" button to locate and upload a file from your computer. The document name will automatically match the uploaded file name, however, you can change this if necessary.

Note: The size limit for an added file is 500 MB. 

5. In the third step, you can invite other parties to sign by entering their contact information, either by using the "Add" or "Quick add" buttons or by simply using the search bar to look up existing contacts from your address book.
Additional information on this subject can be found here: How to share a document?

Note: PDF format documents can contain a maximum of 40 signatures. Container-based documents (ASiCE, ADoc, EDoc, BDoc) do not have any particular limits, however, we don't recommend adding more than 100 signers to these kinds of documents. 

6. For every added participant, you can pick their role (located next to their name). You can decide whether this person must sign or approve the document, or you can simply grant them access to it. 

Note: The "Access" role is available to all users. The "Approval" role is available to "Business" and "Enterprise" plan users only. 

In this step, you can also set up a sequence of document approving and signing actions. Using workflows, you can define the first person to sign or approve the document, and only then the second one will be invited to take appointed action and so on. More information about workflows can be found here: Workflows

Note: This feature is available to all “Business” and “Enterprise” plan users.

7. If you want, you can include a message for the added participants.

8. In the fourth step, you can edit the following document settings:

  • Add document categories, set a signing deadline, select the signature's annotation position and whether the signers' personal code is shown in the annotation (only applies to PDF documents), and edit the allowed e-signature levels (in cases where you can only accept Qualified Electronic Signatures).
  • Note: Setting a signing deadline is available only for our paid plan users. 
  • Allow the signing or viewing of a document without first requiring the added participants to register a Dokobit account. More information about accountless signing can be found here: Sharing for accountless signing

    Note: This function is available only for our paid plan users.
  • Allow signing or viewing of a document by using video-based identification. If a participant does not have an eID tool that is supported in the portal, we offer the possibility for them to sign or view a document using their ID and a device with a working camera. More information about video-based identification can be found here: How to sign documents using video-based identification?

    Note: This function is available only for our paid plan users. Please be aware that the price per signature for the video-based identification signing method is 5 EUR + VAT.

9. To go to the signing page, press "Continue" / "Continue to sign" / "Send" (the text varies depending on what role you've set for yourself, if any).

How to sign a document?

After pressing "Continue" / "Continue to sign" / "Send", you will be redirected to the document. If you happen to close this page, you will still be able to access this document through the document listing page (see step 2).

10. To sign a document, you can start by either scrolling down to the bottom of the page or by clicking the "Sign" button at the very top which will then redirect you to the bottom.

At the bottom of the page, choose the appropriate signing method and then click the green "Sign" button to proceed with the signing process according to the chosen eID tool.

Note: If you were invited to sign a document with a hard deadline (the document owner enabled the setting "Do not allow signing after deadline"), then after the due date you will not be able to do so – the green "Sign" button at the bottom of the page will not be visible and in the 3rd section for "Participants" there will be a note stating "Missed deadline to sign". However, if you still need to sign the document, please contact the document owner (their information should be listed in the 3rd section for "Participants").

11. If you are not willing to sign a document, you can simply click the "Decline to sign" button. A pop-up window will appear, where you will be able to enter the reason for your decision.

Note: You can change your decision about declining to sign the document. Open the document and scroll to the bottom of the page and click on "Sign anyway".

12. Depending on whether you signed the document or declined it, the corresponding decision will appear next to your name.

Note: If you changed your mind and decided to sign the document anyway, this information about having previously declined it will no longer appear next to your name. 

Instructional video

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