Create Signature Request with Multiple Documents

In FP Sign, you can create signature requests with one or more documents requiring a signature. There are some differences in the creation, the available functions and the processing by the signatory.

Processes with several documents requiring signatures are also called document folders.

We differentiate between these functions:

• Delegation of processes is only available for individual documents
• Expiry date for processes is only available for individual documents
• If a recipient signs at least 1 document for several documents, the signature level "For information" cannot be used for this recipient for other documents in the document folder

Carry out the following steps to create a request with a document requiring a signature:

1. Log in at https://app.fp-sign.com
2. Click on Create new request
   • This will only be displayed if your FP Sign administrator has assigned you the Workflow Creator right
3. Follow step 1 and upload documents to be signed
   
   • FP Sign checks whether the documents can be signed
   • Green tick = Signable
   • Red X = Check the document for write protection, damage, etc.
4. Move the documents into the desired order
5. Click on Next
6. Enter the name to be assigned to the document folder
   • The recipients will receive this by e-mail
7. The signature request for the first document is opened
8. (optional) Upload attachment documents which should be sent with the request but not signed
9. Follow step 2
   • Select Sign/Sign (or another signature level) to sign the document yourself before sending it
   • Select a signature image or upload your own signature image
   • Click on the signature image
   • Move the signature image to the desired position in the document
   • Confirm the placement of the signature with the blue tick
     OR
   • Select Read confirmation (without signature) to send the document without your own signature
10. Follow step 3
    • Fill in the field: E-mail address of the signature recipient
    • FP Sign now checks whether the recipient is known to FP Sign
    • If the recipient is not known, fill in the fields: First name, last name, (optional) mobile phone and language setting
    • Select the signature level
    • Select Login before signingso that the recipient must register with FP Sign or use an FP Sign account to sign the document
      • Signatures without logins are performed by guest accounts that do not require a registered FP Sign account
    • (optional) Select a suitable two-way authentication to protect the document with a second security factor
      • We always recommend using the SMS TAN to additionally protect the document or email request when signing with guest accounts
11. (optional) Fill in the Private messagefield
    • This private message will only be displayed to the recipient in the signature and in the signature request email
12. Click on Confirm recipient
13. Repeat this until all recipients have been added
14. (optional) Use the Signature button to define the signature positions as often as required
15. (optional) Group recipients
16. (optional) Follow step 4
    • Tags: You can use tags to better sort all requests
      • Public tags are displayed to all participants
      • Company tags are displayed to participants of your own FP Sign client
      • Private tags are only visible to you
      • You can later search and filter for tags, for example to find documents of a type or a process
    • Metadata in visible signatures
      • You can decide whether metadata should be displayed under the signature for recipients. This includes first name, surname and timestamp.
    • Set expiry date
      • Processes can be automatically cancelled and revoked. You can define the time for this here.
    • Notification
      • The cancellation and completion notification can only be sent to you or to all participants.
    • Message to countersignatory
      • Here you can enter a comment which, unlike the private message, is sent to all participants.
    • Do not send workflow documents by e-mail
      • The signed and attachment files are not attached to the final e-mail.
17. Press Next document
    • The settings for this document (My signature, Recipients and Options) are transferred to the next document
18. If required, edit the signature level of the recipient for each document in thedocument folder
    • A recipient must have at least the signature level Read confirmation in order to be able to sign other documents in the folder. 
19. If required, place your own or the recipient's signature positions again
20. Repeat the steps
21. Click on Finalise request for the last document and your document folder will then be started

Group function - Request parallel processes

In FP Sign, you can create signature requests to groups in order to send processes to several people at the same time.

Within these groups, it is also possible that only part of the group needs to sign for the step to be considered complete.

Carry out the following steps:

1. Follow the same steps as for Creating a signature request with a document until all recipients have been added
2. Click on the arrows pointing together next to the corresponding recipient
   • Participants with the signature level "For information only" cannot be grouped.
3. The participants are now grouped together. Group further participants if required.
4. Select the minimum number of participants in this group who must sign for the recipient step to be considered complete.

The recipient group is defined. The signature request then runs through all recipient steps one after the other.

Participants in groups can act in parallel. Participants outside of groups are a step that must be completed for the process to proceed to the next recipient step.

Digital signing

Here you will find explanations and videos on how to digitally sign documents with FP Sign. Further information on electronic signatures can be found in our FAQ section

Signing without an account

Signing with an account

Delegate enquiry

Signing with a guest account

You can sign documents in FP Sign without an FP Sign user account.

Carry out the following steps:

1. Open the link in the email from FP Sign
2. (Check and enter SMS TAN if necessary)
3. Check document
4. Select sign
5. Select or upload signature image
6. Confirm

Note: If several documents have been sent to you in a document folder, they will all be displayed one after the other. Then repeat steps 2-6.

After completion, a thank you page is displayed. If anyone else is involved in the process, they will now receive a message.

Finally, after all participants have carried out the action defined by the creator, you will receive the signed document by e-mail together with the workflow report.

Signing with an FP Sign user account

In FP Sign, you can sign documents with an FP Sign user account.

To do this, complete the registration in FP Sign in advance. If this has not yet been done, carry out the following steps:

1. You have received an e-mail for account registration in FP Sign
2. If you have lost this e-mail, please use the "Forgotten password" function
3. Click on the link in this e-mail
4. Enter your login information and log in to FP Sign
5. If you have lost your login details, please use the "Forgotten password" function
6. Log in to FP Sign
7. Accept terms and conditions and privacy policy of FP Sign
8. You are now registered with FP Sign and logged into your user account. Check the requests you have received.

Note: If no enquiry is displayed, it may still be on its way to you and has not yet been processed by the person in front of you.

1. Open "Requests received"
2. Press "Select action"
3. Select "Sign"
4. Select or upload signature image
5. Confirm
6. Finally, the FP Sign Dashboard is displayed. If anyone else is involved in the process, they will now receive a message.

Finally, after all participants have carried out the action defined by the creator, you will receive the signed document by e-mail together with the workflow report or you can download it under "Requests received" > "Signed requests".

Delegating a signature request

You can delegate signature requests in FP Sign.

The prerequisite for this is that the creator of the enquiry activates this in the enquiry settings.

• Follow the same steps as for signing
• Select "Sign and delegate" or just "Delegate"
• With "Sign and delegate", you can digitally sign a signature request and then send it to a recipient of your choice as a signature request
• With "Delegate" you can send a signature request to a recipient of your choice

Sign and delegate:

• Select or upload signature image
• Place your signature
• Add recipient
• Click on "Confirm recipient"
• Click on Confirm

Delegate:

• Add recipient
• Click on "Confirm recipient"
• Click on Confirm

Finally, the FP Sign dashboard is displayed. The recipient of the delegation receives the request by email.

Finally, after all participants have carried out the action defined by the creator, you will receive the signed files and a workflow report by e-mail.