In Visma Sign, signing now always occurs either as an individual or on behalf of a company. The sender of the invitation must always assign a representation role to each signer: private person or company. This role assignment is done during the invitation creation phase in the Signers section:
This guide explains the impact of different role selections on the signature and the storage of documents.
Private person representation role
When to use the Private person representation role for an invitation?
The "Private individual" representation role can be selected for an invitation when the signer is representing themselves as a natural person when signing the document. For example, if you are sending someone their own employment contract to be signed, they can sign it as a private person.
Can the signer change the representation role after the invitation has been sent for signing as a private individual?
If the sender has set the representation role as "Private person", the signer can still choose to change their role to an organization representative during the signing process. Upon opening the invitation, they are presented with the option to sign either as a 'private person' or as a representative of an organization.
The option "I represent myself" is selected when the document is signed as a private person, and "I represent an organization" is chosen if the signer wants to sign the document on behalf of a company or other organization.
The selection can be changed freely up until the document is signed. After signing, the signer can no longer change the representation role.
What does signing as a private person affect?
When signing in the "Private person" role, the signature entry on the document will not include any information about a represented company, only the signer's personal details will be shown. In addition, the selected role affects where the signed document is stored, and consequently how the signer can access the document afterwards.
For more information on how a document signed by a private individual is stored, see the article Where can I find the document I signed?
Company representation role
When do I select the Company representation role for an invitation?
The Company representation role can be selected for an invitation when the invited person signs the document as a representative of an organization, meaning they represent the organization on the document rather than themselves.
Can the signer change the representation role after the invitation has been sent for signing as a company representative?
If the role "Company" has been selected for the signatory at the invitation sending stage, the signatory can no longer change the role at the signature stage. The representation role of the signer will remain as "Company".
How does the signatory see the role selection?
As a company representative, the signer must select both the authorization role and the organization they represent in the signing phase. The authorization roles can be representative, authority to sign and custodian. When signing as a company representative, it is important to choose the right authorising role.
In the "Organization I represent" dropdown, all Visma Sign company accounts you have access to will be displayed, along with the option "Other organization".
Why is it possible to choose the company to be represented at the signature stage, sometimes from a predefined list?
When the signer uses strong authentication to sign the invitation, they will see on the signature page all the Visma Sign company accounts to which they have been added as a user. The signer can select the company they represent from the provided list.
Additionally, during the signing phase, there is always an option for "Other organization," where the signer can manually enter the name of the company they represent. In the case of a light signature, the name of the represented company must always be entered manually in the "Other organization" field.
What effect does signing on behalf of a company have?
When a document is signed on behalf of a company, the name of the selected organization will appear on the signed document. Additionally, the role and the choices made during the signing phase affect where the signed document is stored and how the signer can access the signed document.
For more information on how a document signed on behalf of a company is stored, please refer to the instruction Where can I find the document I signed?
This article has been translated using an AI-based translation tool.
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