How to sign documents using SignicatID
SignicatID (previously known as ElectronicID) is an internationally available document signing method that can be used in the Dokobit by Signicat portal when other eID tools cannot be obtained. This signing tool produces QES-level signatures and can be used with PDF files only. To get started, you will need a stable internet connection; a valid passport (for some citizens, an ID card is also accepted); a mobile phone; and a device with a working web camera.
In this article:
An Introduction to SignicatID
A brief overview
Here are some of the key characteristics of SignicatID:
→ It produces QES-level e-signatures and can only be used to sign PDF files.
→ There's a one-time onboarding process for verifying your identity. Once a person successfully completes the online video onboarding, the results are valid for 2 years, as long as the passport or ID card that was used does not expire sooner. This means that the signing process for every following document will be quicker and easier since re-identification will not be required for each signature.
→ We offer some citizens the ability to use SignicatID in a self-registered Dokobit account that is created with an OTP (One-Time Password). This allows more freedom for these users by offering them the chance to upload and sign documents themselves without needing a third party to send them signing invitations through accountless signing.
→ The cost of this signing method is covered by the document owner, who is financially responsible for all signatures from all invited signing participants. Check out our price guide here.
Supported countries
In the Dokobit portal, SignicatID can be used in combination with accountless signing to collect signatures from citizens of the following countries:
Albania, Andorra, Angola, Argentina, Armenia, Australia, Austria, Belarus, Belgium, Brazil, Bulgaria, Canada, China, Colombia, Costa Rica, Croatia, Cyprus, Czech Republic, Denmark, Egypt, Estonia, Finland, France, Germany, Georgia, Greece, Hong Kong, Hungary, Iceland, India, Indonesia, Ireland, Israel, Italy, Jamaica, Japan, Kuwait, Latvia, Lebanon, Liechtenstein, Lithuania, Luxembourg, Malaysia, Malta, Mexico, Netherlands, North Macedonia, Norway, Panama, Paraguay, Peru, Poland, Portugal, Romania, Singapore, Slovakia, Slovenia, South Africa, South Korea, Spain, Sweden, Switzerland, Taiwan, Thailand, Tunisia, Turkey, Ukraine, United Kingdom, United States, Vietnam.
Countries in bold: capable of also registering a Dokobit account using OTP, if necessary.
How to enable or disable the option to sign with SignicatID when sharing documents with others
Summary: Users of the Dokobit portal who have purchased a paid plan subscription can enable or disable the option for added participants to sign documents through accountless signing by using SignicatID. This can be done by adjusting the settings of a document before it gets sent out for signing. Follow the steps below to find out how. ↓
1.0. In the top-right corner of the screen (below your name), press "Upload document".
1.1. Fill out the necessary information in the first three steps of the document uploading process.
Note: Just a reminder that this document signing method supports PDF files only. Files that have been shared in a container format will prevent the added participants from signing with SignicatID.
1.2. When you reach the fourth step, you can edit several document settings, as seen in the image below. The last two settings at the bottom of this section allow you to enable or disable signing with SignicatID. Continue reading to find out more.
1.3. First, press the "Edit" button next to the "Allowed e-signature levels" setting.
This will open a new window. In it, you will see three different sections for available signature levels. Please expand the section for "Qualified Electronic Signature (QES)" by pressing the arrow on the right. Here, you can mark or unmark the option to sign with SignicatID. Remember to press "Save" if changes have been made.
Note: If you are not permitted to enable this setting, please contact the company account owner to see if this permission could be granted in the default settings. This restriction applies to Business and Enterprise plan users only.
1.4. In most cases, the setting for accountless signing must also be enabled to allow participants to sign with SignicatID. Therefore, in the section for "Allow signing or viewing this document without a Dokobit account," add or remove a checkmark to set the desired setting.
1.5. When you're done filling out all the steps, press "Send" at the bottom of the page to share the document with your added participants.
Note: Don't forget – paid plan users are financially responsible for all signatures from all invited signing participants. Check out our price guide here.
How to sign documents using SignicatID
Summary: This section explains how to create a SignicatID certificate and use it for document signing.
2.0. There are two ways to begin the signing process when using SignicatID.
Option 1: In a Dokobit account that has been registered with an OTP (see limitations here), prepare a PDF document for signing. Then, at the bottom of the page, choose the "Sign with SignicatID" tab and press "Sign".
Option 2: Open a Dokobit email invitation that you received and press "Review and sign".
2.1. Once you are redirected to the document's signing page, in the first drop-down menu, select the issuing country of your ID, and in the second one, choose the SignicatID signing method.
Note: This signing method will not be available to you if your document was issued by a country that is not listed in the drop-down menu.
2.2. Choose the country of your mobile network, enter your phone number, and press "Continue".
2.3. Get familiar with the upcoming steps, and then press "Start."
2.4. Accept the terms of service by marking the required checkboxes and pressing "Continue".
2.5. Once again, choose the issuing country of your ID and the type of document you plan to use, and then press "Start".
2.6. Get familiar with the requirements to ensure that you can successfully sign the document, and then press "Continue."
2.7. The camera on your device will turn on and ask you to position the front of your document to fit the frame. Follow the prompts to make sure you do it correctly. Once your document has been accepted, follow the prompts to capture your face as well to ensure a successful identity verification process.
2.8. Once the recording is completed, you will receive a text message with a verification code. Enter the code in the provided boxes and press "Continue."
2.9. Please wait for your identity to be verified.
Note: The verification process is supposed to take up to 5 minutes. However, don't worry if you exceed this waiting time—sometimes, it can take longer.
2.10. Read the certificate issuance contract and press "Agree".
Note: The contract must be scrolled to the bottom for the "Agree" button to become active.
2.11. Create a password by ensuring it meets all of the requirements and then press "Continue".
Important! The password will be used during all SignicatID signings. If it is lost or forgotten, you must revoke your certificate and create a new one.
2.12. Once your certificate has been created, you can now sign documents. Press "Start signing" to begin.
2.13. Enter the password you created and press "Confirm and sign".
2.14. Enter the verification code in the provided boxes and press "Continue and sign".
2.15. Once the document is successfully signed, a message similar to the one in the image example below will be displayed.
Note: If the document is waiting on signatures from other participants, the download link for the file will not be available. Once every participant has signed the document, you will receive the link to your email address.
How to revoke a SignicatID certificate and create a new one
Summary: If you've forgotten your SignicatID password or need to revoke your qualified certificate for other reasons, follow the instructions below.
3.1. Begin by following the steps in the "How to sign documents using SignicatID" section of this support article.
3.2. When you reach step 2.13., press "I forgot my password". Our system will then send you an email with instructions for revoking your old certificate.
If you have trouble finding the "I forgot my password" link, you can locate it here:
3.3. Check your email inbox and open the letter from Signicat Spain with the subject line "Your certificate for Qualified Electronic Signatures". The letter will contain your username, ERC, and a revocation link. Press on the provided link ("revoke") to proceed.
3.4. A new page will open. Enter your username (a.k.a. "Scratchcard number") and ERC, and press "Check".
3.5. Here, you will see information regarding your issued certificate. Press "Revoke".
3.6. Specify a reason for revoking the certificate, enter your ERC once again, and press "Confirm".
3.7. Return to your Dokobit signing page and press "Continue" to resume the standard video onboarding process.
