Here are the instructions for creating a document and sending a signature invitation in Visma Sign:
1. When you want to send a signature invitation for signing a document, ensure that you first have the document to be signed in PDF format.
2. Start creating a document by selecting "+ New document".
3. Name the document. This name will be shown in the email header of the invitation, during the signature process, and in the Visma Sign documents after signing.
4. Select the folder where the document will be saved. If you do not specify a storage folder for the document and leave the "My documents - Main folder" option selected, the document will be saved in the root folder.
5. Upload the PDF file to be signed. The total size of the PDF files can be up to 15 megabytes, and you can add a maximum of 10 files per invitation. The total number of pages in the files can be up to 350 pages.
6. Optionally, add a link with an address. If you add a link, the signer will be directed to that page during the signing phase and must accept the link to proceed with the signing process.
7. You may also enable the require the signee to read the document feature. When this option is activated, the signer must check a box stating "I have read the document" before they can proceed to sign.
8. Also select the email documents after signing toggle if you want the signed document to be emailed to the signers. Note that emails sent via Visma Sign are not as secure as secure mail.
9. If you want to create separate documents from several files at once, enable the send documents to sign separately toggle. This option allows you to send multiple PDF files as separate invitations to signers, while still enabling them to be signed through a single invitation link. Please note that each invitation will have the same signers and settings, but the signatures for each document will be charged separately.
10. Next, add the signers and their contact information. To send the invitation, you need the signer's email address, phone number, or both – this depends on the selected sending method, which is defined in the Invitation settings section. The invitation to sign will be sent to the email address or phone number you have added to the signer's information at this stage. Please note that after sending the invitation, you cannot add new signers. Carefully check before sending that all necessary signers have been added.
If you are also signing the agreement yourself, remember to add yourself to the list.
You can add a maximum of 50 signers to the invitation. You can set the signers to represent either a company or themselves.
The invitation language is determined by default according to the language you used our service in when creating the invitation. You can change the language from the bottom right corner of the service. Available languages are Finnish, English, Swedish, Norwegian, and Danish. If necessary, you can also edit individual invitation settings (such as the invitation language or authentication method) for each signer through the Additional settings button found next to each signer.
In Visma Sign, it is currently not possible to send information about the signed document to a third party, such as an HR person. Additionally, the document cannot be sent for review to anyone before sending the invitations.
11. Select a representative role for each signer. The role can be a company or a private person. You can read more from the article What role should I assign to the signer, and how does it affect things?
12. Select how the invitation will be sent to the recipient: email, text message, or both. When used as a private individual, you can only send the invitation by email.
13. If the document contains sensitive information, you can use a secure invitation. In that case, select Email + SMS and enable the secure invitation by activating the "Two-factor authentication" -tab. In a secure invitation, the link is sent by email, and the password by text message.
14. Optionally, add an email message that will be visible in the invitation email.
15. Select the language and validity period.
16. In the Outgoing reminders section, you can specify when an automatic reminder for signing an open invitation will be sent.
No reminders will be sent after the invitation has been signed. If reminders should no longer be sent, for example, when the invited person will not sign the invitation, it’s best to cancel the invitation. This way, no further reminders will be sent to the individual.
17. If you want each signatory to receive a separate document, activate the "A separate document for each signer" option. This will ensure that each signatory receives their own document instead of having all signatures collected in one document.
When enabling this function, enter a descriptive name in the "Document batch name " field. The name is not visible to the signatories and has no other functional meaning at this time.
If the "Separate document for each signatory " function is enabled and you want to add a representative of your organisation as a signatory to each document, enter their email address in the "Email address for signer sending organizations" field. If this field is left blank, the documents will only be sent to the signatories previously added in the Signatories section.
18. When an invitation is sent from a company account, the sender's name is hidden, and only the company's name appears as the inviting party.
19. With the Include SSN to signature option, you can ask the signer to enter their personal identification number during the signing phase. This provided personal identification number is stored on the signature page after the person's name. By default, the personal identification number is not asked at all.
20. Select save document and send invitations. Please note that a draft cannot be created from the document, and the sending of invitations cannot be scheduled.
This article has been translated using an AI-based translation tool.
Keywords: Does the signer's personal identification number appear on the document?, How do I create a signature invitation?, Where is the document saved if the unclassified document option is selected?, how do I send a document to a third party?, Can multiple people view the document before sending the signature invitation? Can a signature invitation be scheduled?
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