ManualFlowSign EN v.1.0.21
ManualFlowSign EN v.1.0.21
ManualFlowSign EN v.1.0.21
User Manual
Version 1.0.21
CERTSIGN
2021
Contents
1. Overview .................................................................................................4
2. Purpose ...................................................................................................4
3. Glossary of terms and acronyms..............................................................4
4. User Registration.....................................................................................5
5. Setup the TOTP Authorization for Remote Signing ................................ 10
6. User Login ............................................................................................. 15
6.1 Fill in the personal information.............................................................. 17
6.1.1 Manual registration of personal data ............................................. 18
6.1.2 Registration of personal data by video identification ........................ 18
6.2 Password recovery .............................................................................. 22
7. Dashboard ............................................................................................. 24
7.1 Download signed Terms and Conditions ................................................. 24
7.2 Manuals ............................................................................................. 24
7.3 Change password................................................................................ 25
7.4 Logout ............................................................................................... 25
7.5 Flows................................................................................................. 26
7.5.1 Flows created by me ................................................................... 26
7.5.2 Flows that require my signature ................................................... 28
7.5.3 Flows supervised by me .............................................................. 29
7.5.4 Flow templates ........................................................................... 30
8. Create a Signing Flow ............................................................................ 37
8.1 Files manager ..................................................................................... 37
8.1.1 Adding files for signing ................................................................ 37
8.1.2 Adding Justifying Files ................................................................. 38
8.1.3 Encrypt the files ......................................................................... 39
8.1.4 File restrictions ........................................................................... 39
8.1.5 Remove files .............................................................................. 41
8.1.6 Replace files............................................................................... 41
8.2 Participants manager ........................................................................... 42
8.2.1 Adding new users by the DRA ...................................................... 43
8.2.2 Add new users without DRA rights - two-step enrolment ................. 44
8.2.3 Replace flow participants ............................................................. 46
8.3 Configure signatures ........................................................................... 47
8.4 Email notifications ............................................................................... 49
8.5 Review flow ........................................................................................ 50
9. Signing Flow .......................................................................................... 52
9.1 Remote signing ................................................................................... 52
9.2 Local signing (using a token) ................................................................ 56
10. Decline a Signing Flow........................................................................... 63
11. Download Signed Documents ................................................................ 64
12. States of the Signing Flow ..................................................................... 65
13. Actions .................................................................................................. 66
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14. Automatic renewal of the digital certificate (Rekey) ............................. 73
14.1 Communication after data validation by Certsign .................................. 76
14.1.1 Case A: The data match .............................................................. 76
14.1.2 Case B: The data do not match .................................................... 76
15. Re-enrollment ....................................................................................... 79
15.1.1 User with enrollment rights .......................................................... 79
15.1.2 User without enrollment rights ..................................................... 82
16. Auto-Enrollment .................................................................................... 83
2. Purpose
This document aims to provide guidelines on how to use flowSIGN to create and sign
or supervise Flows by using a simple and attractive platform.
OTP One Time Password The code received via SMS / email that can
be used only once and has a limited validity
period
4. User Registration
As a user, you receive an invitation by email, with a link that will redirect you to the
registration process.
We recommend using Paperless flowSIGN in Google Chrome.
Thus, it is important that the "Display intranet sites in Compatibility View" setting
is disabled, and that the server used for Paperless flowSIGN is not added to the
list of "Websites you've added to Compatibility View".
✓ Check the settings by accessing the IE11 browser -> Tools -> Compatibility
View settings
✓ Verify that the Paperless flowSIGN application page is not added to the
"Websites you've added to Compatibility View" field, check the "Use Microsoft
compatibility lists" box and access the "Close" button:
At a click on the invitation link, you are redirected to the first step of the registration
process. In this first step of the registration process, enter your phone number
(including country prefix), validate it and accept the terms and conditions. If the data
provided is valid, you will be redirected to the next step.
Enter this code into the corresponding registration screen and validate it. The initial
code is valid by default for 10 minutes (the remaining time until code expiration is
displayed in this page).
Note: A Resend code button is activated on the code validation page after two
minutes. Use the Resend code button in case you did not receive the authorization
code at the first attempt. After receiving the code, follow the previous step:
Enter this code into the corresponding field, on the registration page.
At this step of setting the authorisation mechanism, you must install an
Authenticator application on your mobile device.
After installing the application on your mobile device, return to the authorization
mechanism setup page and:
(1) scroll to the end of the page,
(2) enter the authorization code previously received by SMS,
(3) check the box "I confirm that I have installed an authentication application
and I understand that the code will be displayed only once"
(4) access the "Continue" button:
After signing in, the application asks for permission to access protected resources, as
shown in the print screen below. This screen will be displayed only at your first login.
Click the Grant button to login in to Paperless flowSIGN application.
After authentication, it is verified if your personal data required for the issuance of the
digital signature has been registered in the application, and if necessary, you are asked
to provide them.
You must enter your personal data in the corresponding fields. Depending on the
settings made by the administrator, your identity card (a clear full-size photo of the
ID card) should be uploaded or not in the screen to manually register your personal
data. To complete the registration process, click the "Register" button:
After filling in your personal data, you will log in to the application and you will be
redirected to the main screen of the application (Dashboard) - Chapter 7.
If your application was configured by the administrator of the application for the
registration of personal data through video identification, you will be automatically
redirected to the page below.
! We recommend using the Google Chrome browser for the video identification.
Since the video identification will take place online, through an audio / video
interview with a certSIGN operator, in order to use this feature, you will need:
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A good Internet connection;
A device with a functional microphone and webcam;
Your valid Identity Card, issued by the Romanian authorities, in original.
Check your pre-filled phone number and email address. The "Video identification"
option will be automatically selected in the drop-down list. In order to continue, you
should first agree to the biometric data processing by certSIGN, in accordance with
the "Information note on the processing of personal data by certSIGN" by ticking the
appropriate checkbox (Sunt de accord cu prelucrarea de catre certSIGN a datelor
biometrice in conformitate cu “Nota de informare privind prelucrarea datelor cu
caracter personal de catre sertSIGN”):
To start the video identification, make sure you have at hand your valid Identity Card
issued by the Romanian authorities. Then click the „Apăsați aici pentru a începe”(Click
here to get started):
The message „În așteptarea unui operator” (Waiting for an operator) will be displayed
on the screen immediately and the online connection with one of the certSIGN
operators will be established right away.
Follow the instructions received through the video identification application.
The video identification process follows two distinct steps:
1. Scanning the data from the Identity Card using the OCR technology (Optical
Character Recognition):
2. Face scanning, to check if the person being identified is the same person from
the Identity card.
The data from your ID card, collected through the automatic OCR process, is displayed
on the screen, available for viewing and verification.
After completing the registration, a successful identification message is displayed:
“Identificarea a fost realizată cu succes” (Identification was successful). Press the "OK"
button.
If you forgot your password, you can recover it by clicking the “Forgot your password?”
button in the login screen.
Type in your email address in the screen displayed and click the “Send” button.
If the address matches one of your accounts, you will receive an email with a reset
password link, as shown below.
Enter this code (received via SMS) in the password recovery screen and click the
“Validate code” button.
After validating your identity, type in a new password that meets the password
constraints of the authorization server and click the “Change your password” button.
Download the signed Terms and Conditions document by accessing the icon,
located at the top right section of the FlowSign menu bar:
7.2 Manuals
The manuals (in Romanian and English) can be downloaded by accessing the
icon at the top right of the FlowSign menu bar and by selecting the desired document
from the list:
7.4 Logout
To logout, access the icon (available on the top bar of the FlowSign menu) and
By clicking this tab you can view the flows you created and the details of a particular
flow, such as: date created, status* (draft, editing, completed, declined, pending),
number of files to sign, number of participants, number of signatures and the actions
you can perform on a file (edit, delete, download).
draft
editing
completed
declined
pending
For further details about the states of a flow, see Chapter 12 States of the Signing
Flow.
flowSIGN is set by default to display “Flows created by me” with the states: Draft,
Editing, Pending.
The flowSIGN application is set by default to display "Flows created by me" with the
status: Draft, Editing and Pending.
In order to filter the flow states, click on the arrow next to the Status section.
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Check the box (es) next to the state by which you want to filter the flows.
To complete the filtering, use the mouse to access an area outside the selection
window.
This tab displays the flows that require your signature. You can sign a flow or decline
its signing.
In order to filter the flows by their states, click the down arrow next to the My pending
tab.
Check the box (es) next to the status by which you want to filter the flows. To complete
the filtering, use the mouse to access an area outside the selection window.
The filtering results will be displayed in the list of flows that require your signature.
This tab displays the flows under your supervision. As a supervisor you can review a
flow.
In order to filter by other states of the Flows supervised by me, click the down arrow
next to the Status tab.
Check the box (es) next to the status by which you want to filter the flows. To complete
the filtering, use the mouse to access an area outside the selection window.
The filtering results will be displayed in the list of flows that are supervised by you.
This tab displays the flow templates saved by you or shared with you.
Access to actions
Share template ✓ -
Edit template ✓ -
Delete template ✓ -
To create a new flow based on a saved template, access the icon from the
“Actions” column
To view the template information (for example: template owner, start date,
name of the file/s included in the template, participants and the flow
To share the template with your organization or with a list of participants, access
The red coloured slider (as seen in the screenshot below) indicates the template will
be shared with the organization. To confirm, hit the "Save" button:
You can choose to share the template with one or more participants (already registered
in FlowSIGN) by entering the email address of the desired participant and clicking "+".
If you want to share the template with multiple participants, enter the new participant
email address and click "+" again. Repeat for each new participant you want to add.
The list of participants you entered for sharing the template will be displayed in the
"Shared with users" field:
! From the moment you start editing a template, no other user will be able to create
flows based on it until you finish editing it.
You can complete the editing at any time by accessing the "FINISH EDITING"
button:
add files,
The steps for creating the signature flow are detailed in CHAPTER 8.
In step 1. “Files manager” you can add new files, replace or delete files from the
flow:
In step 4. “Email notifications” you can edit/change the subject of the message
that will be sent by email, you can edit/change the private messages for one or more
participants: ":
At this step you add the PDF file(s) to be signed (the “Files” section).
! The service can be used for PDF documents, except for interactive forms.
To upload the files that need to be signed, you can either:
a) Browse files by clicking “SELECT FILES TO UPLOAD”,
or
b) Use the Drag and drop option for the documents you want to add to the flow
(drag the files in the marked space, as shown in the screen):
Optionally, you can also add justifying files, which do not require signing ("Justifying
Files"). Depending on your account settings, various file types may be uploaded.
To upload the Justifying files, you can choose one of the following options:
a) Browse files by clicking „SELECT JUSTIFYING FILES TO UPLOAD”,
or
b) Use the Drag and drop option for the documents you want to add to the
flow (drag the files in the marked space, as shown on the screen):
Optionally, you can encrypt the files from a flow by checking the "Encrypt files" box.
In the password field, enter an encryption password, and then attach the file (s):
Subsequently, the initiator of the flow must communicate the password to the signers,
respectively supervisors (for example via SMS).
If the user exceeds these limits, a pop-up message will be displayed in the flowSIGN
interface:
1) Message for exceeding the limit (Mb) files/ justifying files that can be uploaded for
signing ("the uploaded file is too large")
a) Example for signing file:
2) Message for exceeding the limit of the number of files/ justifying files uploaded for
signing (for the example below a maximum of 5 files is accepted and the
corresponding message is "only 5 documents are allowed").
a) Example for signing file:
You can remove a file by clicking the (Trash icon) on the right. You can also
rearrange the files by dragging them up and down the list.
After you have uploaded the files to be signed, click Next to move to the next step.
You can replace a file by accessing the (replace) icon located on the right. Once
you have uploaded the files that will be signed, go to the "Next" button to proceed to
the next step.
At this step you add the participants to the signing flow. Participants are assigned one
of the following roles:
➢ Supervisor – the person who only supervises the flow, receiving
notification each time a participant signed and when the signing
flow is completed.
➢ Signer – the person involved in the signing process, who must
sign the uploaded documents;
I. Supervisor:
- can only supervise how the signing process is going.
- can also be a signer, if he is assigned such role
II. Signers can be:
1. Already enrolled and to add them you must type the email address, select
the Signer role, then click the Add button.
If your company has DRA (Delegated Registration Authority) rights to register a new
user through the application, type in the email, assign the role of "Signer" and hit the
"ADD" button.
After this step, a new screen is displayed. All the fields in this screen are mandatory:
! You may not select the „Can sign with token” option if the first option (“can sign
from distance”) is already checked.
1) flowSIGN instances setup for the options that use the Remote Signing
service (RSS) in the signing flow.
Signing is done using one of the options for which your account was
setup:
• Signing using OTP: the required signing code will be received SMS/
email
• Or signing by using TOTP: in this case you will use the code in the
Authenticator application installed on your phone.
2) flowSIGN instances setup for the option that uses the local signing (with
token) in the signing process.
In this case, the documents to be signed will be first downloaded by the
signer, then signed and uploaded into the application.
For further details about the signing process, see Chapter 9: Signing Flow.
The option "Can create flows" is displayed depending on your application configuration
settings. Check the box if you want the new enrolled user to be able to initiate flows.
After following the steps described above, click the “Register” button.
You can add as many users you need by repeating the steps above. You can rearrange
the order of participants by dragging an item up or down the list. To move forward,
click “Next”.
If your organization does not own DRA (Delegated Registration Authority) rights, the
enrolment of a new user will be done in two steps:
Step 1: Fill in the e-mail and depending on your needs, assign to the new user
the "Signer" or "Supervisor" role and click the "ADD" button:
Depending on your application setup you can select from the drop-down menu the
certificate profile you want to assign to the new user, or there may be no certificate
profile available for selection - in this case, there is a default configuration made by
the system administrator:
The option "Can create flows" is displayed depending on your application settings.
Check the box if you want the new enrolled user to be able to initiate flows.
To complete the registration, click the "Register" button.
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Next, follow the steps required to create the signing flow (described in the following
subchapters).
After completing the signing flow, the new user will receive an invitation to create an
account in the Paperless flowSIGN application on the email indicated in the
enrolment step.
Step 2: This step is performed by the person enrolled in the flow at step 1:
• Chapter 4 User Registration and
• Chapter 6.1 Fill in the personal information
The way personal data is registered (either manually or by video identification) will be
based on the profile set for the user at Step 1.
As the initiator of the signing flow, you must configure the placeholder of the signature,
by drawing a rectangle for each signer, on the document to be signed.
First, select the document, then the signer at the left side of the screen by clicking the
email address then, on the right side, in the document preview, select the place where
you want the signature to be located.
You must do this step for each signer and document of the flow.
There are two ways to configure the signature placeholder on documents:
1) Using the mouse, with a click on the desired location:
At this step, as the initiator of the signing flow, you will set email notifications that will
be sent to each signer/supervisor. The flow is linear. The email is sent to the first
signer, then to the next, and so on.
You can edit the text of the email notification for all the signers or you can create a
private message for a signer/supervisor (select the email address, then write the
message in the marked field, at the right of the screen).
Note: It is very important to save the message before clicking Next. Otherwise the
signers will NOT receive the messages.
At this final step (5), you can review the flow, check the participants and the
documents to be signed before initiating the signing flow and optionally, you can create
a flow template.
Create a flow template (optional)
In the "Name*" field, enter the desired name for the template and hit the "Save"
button:
You will receive a confirmation for successfully saving the template "Flow template
[.....] was successfully saved".
! The files uploaded to a flow that is saved as a template will be found in the template.
If you share the template with the organization or with other users, they will have
access to the files uploaded to the flow template.
You will also find this code in the "Flow templates”, on the "Template codes" column.
A template being edited will be marked in yellow on the "Flow Templates" file:
! It is NOT possible to create templates for flows that contain encrypted files:
At the time of signing, to view the entered password, access the icon. After you
typed the password, press the “OK” button:
The signing process is done using one of the options that were setup for your account:
• Signing with OTP received via SMS/ email: in this case, the code
used for signing will be sent by SMS/ email;
• Or signing with TOTP generated by an Authenticator application:
in this case, the code in the Authenticator application will be
used for signing.
Or by
b) Clicking the “Flows that require my signature” tab and then the SIGN icon
Before signing, you must read the document and check “I have read the files above
before signing them”, then click SIGN FLOW. Optionally, before signing, a comment
can be added in the "Comment" field.
After the authorisation process has been completed and the signature applied to the
document(s), a notification is triggered to the next signer.
Or by
b) Clicking the “Flows that require my signature” tab and then the icon
Click the button with the document to be signed and then click “DOWNLOAD
SELECTED”:
Open the previously downloaded PDF document (s) (if you have multiple documents
to sign, each document must be signed locally, with the individual token).
To sign documents with a token, make sure you have the token connected, then go to
the "Tools" menu, followed by the "Certificates" option:
Select the certificate to use for signing the document (1) and continue the process by
clicking Continue (2):
'
Check the digital signature details and confirm by clicking the “Sign” button:
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To save the signed document, select a location and a document title, then click the
“Save” button:
Your signature will be displayed on the signed document, on the location previously
selected and drawn.
To complete the signing process, upload the signed files in flowSIGN, by clicking
the “UPLOAD SIGNED” button.
Make sure that after you have uploaded the signed files in flowSIGN you can view
the signature in the document signed using a token (before uploading it in the
application, the signature is not visible in the signature placeholder, as shown in the
screenshot below):
A message confirming the successful upload of the file is displayed (for the example
below: "File declaration_POPESCU_semnat.pdf uploaded"):
On the screen you will be able to view and check the uploaded document with the
signature applied (2).
To complete the signing in flowSIGN, click “FINISH SIGNING” (3):
Each time a participant in the flow signs a flow, the initiator of the flow receives an
email notification:
Go to the Flows that require my signature tab, click the decline icon , in the Actions
section to refuse signing the document(s).
A decline flow confirmation window is displayed. Enter the reason for refusing to sign
the document(s) and click OK.
The owner/initiator of the signing flow will receive an email notification informing him
about the fact that the signing flow was declined by the one of the signers. The
notification will include the name of the signing flow, as well as the reason for refusing
to sign it:
Each participant in the signing flow can download the document(s) signed by clicking
13. Actions
In the "Actions" section, in the "Flows created by me" and "Flows supervised by me"
menus there are several icons for performing actions and viewing details, as shown
below:
1. Download
File download is available to all participants in a signing flow whether the flow is either
in the “Pending”, “Completed” or “Declined” state.
Click this icon to download the files in the signing flow.
3. Flow status
Flow status view is available to the owner/initiator and to the supervisor of the signing
flow.
By clicking this icon, the following details about the flow will be displayed:
• Flow name
In case of declining to sign, the information about the reason for declining and the
date on which the signature was declined will be mentioned:
! If the document (s) were encrypted when the flow was created, you must enter the
password before you can edit the flow.
Repeat the steps from Chapter 8. Create a signing flow, then click Next.
• At Step 1, Files manager, you can add or delete files as long as none of the
participants signed the selected signing flow. After this step, click Next.
• At Step 5, Review flow, you can review the signing flow before initiating it.
At this step you have the option to create a template based on the flow (as
described in 8.5 Review flow) and 7.3.4 Flow templates).
To start the signing flow, click “START SIGNING FLOW”.
5. Delete
Click the “delete” icon if you want to delete a signing flow.
You will be asked to accept the deletion of the flow ("OK") or the cancellation of the
action to delete the flow ("Cancel").
6. „Review”
The action is available to the flow supervisors, from the „Flows supervised by me”
tab.
To review a flow, access the “Review” icon:
! If the document (s) were encrypted by the flow initiator, you need to enter the
password to review the flow.
Follow the link received by e-mail (previous screenshot) or log in to the flowSIGN
application where a banner type message is displayed, as shown in the screenshot
below (the message is editable, the text below being provided as example).
To renew your digital certificate, hit the "Update Now" button:
The User Information column does not contain editable fields, but if the data does not
match, it is important to update the user details.
If you do not want to complete the certificate renewal request yet, click the "Back"
button at the top of the screen (right corner) to return to the main application screen.
Fill in the editable fields in the "USER ID" column, then upload a clear picture (JPEG,
PNG, etc.) of the ID card and access the "Register" button:
At the next step, before a new certificate is issued for remote signing, you must first
read and accept the terms and conditions:
To continue, check the box next to "I agree to the terms and conditions" and access
the "Sign" button.
To sign, enter the code received via SMS (authenticator), then access the "OK" button.
At the end, you will receive the following confirmation message: "Your request has
been submitted for approval."
If all the transmitted data match those on the identity card, the request will be
validated by a Certsign operator, and the user will automatically receive a confirmation
email, like the one below (the message is editable, the text below being provided as
example).
The certificate will be automatically renewed 3 days (this period is configurable) before
the current certificate expires.
If the data filled in at the initiation of the renewal application do not match those in
the identity card, the user will be notified by e-mail that her/his application has been
rejected.
In the flowSIGN interface, after login, a banner like message is displayed to the user
stating that the certificate renewal request has been rejected, as shown below (the
message is editable, the text below is provided as an example).
To correct the data and initiate the renewal request, access the "Update Now" button:
If you do not want to complete the certificate renewal request yet, click the "Back"
button at the top of the screen (right corner) to return to the application homepage.
At the next step, after having applied the corrections, repeat the steps you followed
when you submitted the initial application for a new certificate for remote signing to
be issued, namely: read and accept the terms and conditions and to continue, check
the box next to “I agree to the terms and conditions” and access the “Sign” button.
To sign the request, enter the code received via SMS (authenticator), then hit the "OK"
button.
At the end, you will receive the following confirmation message "Your request has been
submitted for approval".
The warning regarding the need to renew your user certificate will no longer be
displayed on the screen, if the renewal application is under validation by a Certsign
operator.
If the data provided is correct, the user will receive a notification, as mentioned in:
14.1.1. Case A: The data match.
15. Re-enrollment
15.1.1 User with enrollment rights
A flow initiator who has the right to enroll other users can Re-enroll a user whose
certificate has expired in two ways, as needed:
1) From the FlowSign menu, by accessing the “Go to Re-enrollment” option:
In the next step, fill in the e-mail address of the user to be re-enrolled, then click the
"Search" button:
A confirmation for the successful registration of the user's re-enrollment request will
be displayed at the bottom of the screen.
Depending on the profile selected by the initiator, the user whose certificate has
expired, after logging in to the flowSIGN application, will go through the appropriate
steps for re-enrollment and identification.
2) When initiating a flow for which the user will be designated as a signer:
In the step number of the flow, the initiator will type in the e-mail address of the
user who has an expired certificate and then will access the "ADD" button.
As soon as the user is identified by the system, the message related to the expiration
of the user's certificate will be displayed (“The certificate for ……….. expired. Please
enter the user info in the form below”). The fields with the corresponding information
to the profile on which the user is already enrolled will be displayed.
The user profiles can be different, and the re-enrollment initiator can change the profile
by choosing from the available list (depending on the profiles available for that
account).
The initiator will fill in the necessary data, corresponding to the displayed form, and if
the profile requires, he will upload a clear full-size photo (JPEG, PNG, etc.) of the
identity document (ID card / passport). To confirm, click the "Register" button:
The initiator will continue the steps to initiate the signing flow.
Note: If a user is enrolled with a profile that does not allow the certificate to be
reissued, at the moment the certificate has expired, it will no longer be possible to
assign the user to the flow and an error message will be displayed:
To re-enroll a user with an expired certificate, the initiator without user enrollment
rights must contact a person within the company who has the right to enroll/re-enroll
users.
1) The option “Go to Reenrollment” from the FlowSign menu is not available for
a user without enrollment rights:
2) A flow initiator without enrollment rights will not be allowed to enroll a user
with an expired certificate, even if he initiates a flow for which that user is
designated as a signer.
The initiator without user enrollment rights will receive an error message about
adding a user with expired certificate to a flow:
Note: If a user’s certificate expired after the user had been added to the flow,
when initiating the signing, he/she will receive an error message like the one below
(“Your certificate has expired. The flow initiator was notified, please contact him”),
To re-enroll the user whose certificate has expired, follow the steps at 15.1.1.
16. Auto-Enrollment
Enrolling a user can be requested from flowSIGN by a user who has the Auto-
Enrollment option active (user who has the right to enroll other users) by accessing
the arrow in the FlowSign menu and then the option “Go to Auto-Enrollment”:
He /she will fill in an identifier for the person to be enrolled and, depending on the
permissions, he/she will be able to choose if the person to be enrolled will be allowed
to create flows.
Then the applicant will access the “Generate invite” button:
The user may choose to generate the enrollment invitations for multiple people. To
generate an invitation for a new person, access the “Generate new invite” button.
To send new invitations, re-access this button after you have finished sending the
details to each new guest.
A new access link and a new authorization code will be generated for each invitation.
Next, the user performing his/her registration, will follow the enrollment steps (please
check chapter 4. User registration).