In Visma Sign, documents can be signed either as an individual or on behalf of a company. When sending an invitation, the sender must assign a representation role to each signer—either "private person" or "company." This role assignment is specified during the invitation creation process, under the "Signers" section.
This guide explains how different role selections affect both the signature process and the storage of documents.
Private person representation role
When do I use the Private person role?
This role can be used when the signer represents themselves as a natural person. For example, when a person signs their own new employment contract, they represent themselves in this document, and the private person representation role could be applied.
Can the signer change their role themselves?
Yes, if the sender has assigned the role as "Private person," the signer can still update their role to represent a company during the signing phase if they choose to act on behalf of a company instead of themselves.
Where is the signed document stored?
A document signed in the private person role is stored in the signer's personal Visma Sign account archive. For more information, see the guide: Where can I find the document I signed?
How does the role choice appear to the signer?
The image shows the signing phase view where an individual can choose the option "I represent myself":
What does this role affect?
When signing in the private person role, the signature mark on the document does not include company's information, only the signer's details. Additionally, the document is stored in the signer'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 the document, i.e., signs the document as a representative of an organization.
Can the signer change their role themselves?
If the role "Company" is selected for the signer during the invitation creation phase, the signer cannot change the role themselves during the signing phase. The role remains as a company.
Where is the signed document stored?
The document is not stored in the signer's personal archive when using the company role, but it can be stored in two ways:
- If the signer selects the company directly from a pre-existing list: the document is stored in the selected company's Visma Sign account archive.
- If the signer writes the company's name themselves: the document is stored only in the sender's archive.
If a separate HR account is used, the name of the represented company should always be written manually or selected from the options HR account, to ensure the document does not store in the main account archive.
How does the role choice appear to the signer?
As a company representative, the signer must choose the authorization role and add the name of the represented company:
Why can the represented company sometimes be selected from a pre-existing list during the signing phase?
When a document is signed with strong authentication, all companies where the signer is a user will appear directly and can be selected from a pre-existing list. Additionally, there is always an option for "Other organization", where you can manually enter the name of the represented company. When using a light signature, you must always manually enter the name of the represented company.
What does this role affect?
When signing with the "Company" role, the signer must first choose the level of authorization and then the represented company. The company's name will appear on the signature page, and the document will not be stored in the signer's personal Visma Sign account archive. Therefore, it is advisable to use this if company users are signing the organization's documents themselves.
This article has been translated using an AI-based translation tool.
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