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?
This role can be used when the signatory represents him/herself as a natural person. For example, when a person signs a new contract of employment, they are representing themselves in this document and could be assigned the Individual representation role.
Can the signatory change their role?
If the sender has set the role to "Private person", the signatory can still change the role to "Company" at the signature stage if they wants to represent the company and not himself/herself.
Where is the signed document stored?
A document signed as an individual is stored in the repository of the signatory's personal Visma Sign account. For more information, see Where can I find the document I signed as an individual?
How does the role selection appear to the signatory?
The image shows a view of the signing step, where the individual can select the option "I represent myself":
What is the impact of this role?
When signing in the Private person role, the document signature does not include the information of the company being represented, but only the signatory's details. In addition, the document is stored in the signatory's personal Visma Sign archive.
Company representation role
When do I use the Company role?
This role can be used when a person represents a company in a document, i.e. signs a document as a representative of an organisation.
Can the signatory change the role him/herself?
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 role will then remain 'company'.
Where is the signed document stored?
If the signatory selects the company directly from a predefined list, i.e. is a user in the account of the company he/she represents: the document is stored in the archive of the Visma Sign account of the selected company.
If the signatory enters the company name himself/herself using the Other organisation option: the document is stored in the signatory's own personal archive.
How does the signatory see the role selection?
The signatory, as a representative of the company, must select the Authorisation role and add the name of the company to be represented.
What is the right to sign and the power of attorney at the signature stage?
When signing as a company representative, it is important to choose the right authorising role. Choosing the right authorising role is up to the signer
Why is it possible to choose the company to be represented at the signature stage, sometimes from a predefined list?
When a document is signed with strong authentication, all the companies where the signatory is a user are directly displayed and can be selected from a predefined list. In addition, the "Other organisation" option is always displayed, where you can enter the name of the company you want to represent yourself. When using the light signature, you must always enter the name of the company you are representing in the "Other organisation" field.
What does this role affect?
The name of the represented company will be displayed on the signature page. In addition, when the signatory is a user on the account of the represented company, he can select the company directly from a predefined list and the document will not be stored in the archive of his personal private account. To prevent company-related documents from being saved in personal accounts, it is recommended to add signatories as users on the company account.
This article has been translated using an AI-based translation tool.
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