FAQ FP Sign

Yes, the electronic signature is legally valid in accordance with the eIDAS Regulation. It defines standardised framework conditions on the basis of which electronic identification options and trust services can be used across national borders.

FP Sign fulfils the requirements of eIDAS, which has been in force since 1 July 2016, for the PaDES signatures used (ETSI TS 119 142-1 or DIN EN 319 142-1:2016-08). eIDAS offers users the great advantage of legal protection throughout Europe. Specific use cases include cross-border business relationships, for example.

Through our partners Bundesdruckerei and Swisscom, FP Sign also fulfils the requirements of the German Trust Services Act (VDG).

As the user, you can determine the level of security and therefore the evidential value and legal validity of a document yourself by selecting the type of signature.

There are three different signature levels with which you can sign digital documents electronically.

The simple electronic signature (SES) is similar to an image that you insert into your document.

Although your signature is visible in the document, the signature and the document can be manipulated and therefore have no probative value. With FP Sign, we want to pursue only the highest security standards and therefore offer only higher-quality signature variants.

The advanced electronic signature (AES, Advanced Electronic Signature): This assures both the sender and the recipient of the integrity of the document.

A check of the signature shows that it has not been changed - in the event of manipulation, it would become invalid.

If you, as the sender, decide in favour of additional security using the SMS-TAN procedure, you also increase the security of the identity of the other party - in other words, you also ensure that your document is signed by the person you want to reach with it.

The advanced signature is sufficient for the majority of all documents in Germany (e.g. for offers and orders, broker documents, delivery notes, procurements, holiday applications, etc.).

The qualified electronic signature (QES, Qualified Electronic Signature): The highest and most secure signature level in Europe. In order to apply such a signature to a digital document, the signatory must uniquely identify themselves once. Depending on the provider and country, this can be done using the VideoIdent, on-site Ident or PostIdent procedure, for example. Identification is also possible using the electronic ID card (eID).

Identification is mandatory here: The QES is personalised and, according to eIDAS, a substitute for a handwritten signature. You can use it to sign legally binding contracts, such as a digital rental agreement or a tax return.

In our HiIfeportal you will find lots of helpful information on common document processes.

Digital signatures allow you to fully digitise the entire life cycle of your documents.

This means you have no media discontinuity in your process, but can also forward digital processes digitally to external parties.

Compared to the paper-based process, you not only save on material and postage costs (administrative costs) for sending documents by post, but you also simplify and speed up the processing of business processes enormously, thus saving valuable resources for yourself, your customers and your partners.

FP Sign stores your data exclusively in its own cloud in German data centres that are certified by the German Federal Office for Information Security (BSI) (ISO 27001 certification based on IT baseline protection).

This certification is renewed annually. FP Sign exclusively uses German servers.

Your account will remain free of charge so that you can continue to track your previous signature processes even after the trial period has expired - for as long as you wish.

In addition, all information on the integrity and legal security of the signed document is contained in the PDF file you have saved and is therefore retained even after a download and expiry of the test period.

As a company, you are responsible for proper archiving in accordance with GDPdU and GoBD.

FP Sign supports two-factor authentication via SMS TAN or by logging into the system.

The mobile phone number must be entered for the SMS TAN when creating the signature process. If no mobile phone number is available, a landline number can also be entered.

In this case, the TAN is read out by telephone. As soon as the countersignatory also registers, they can change their number in the profile settings if required.

Yes, you can test the FP Sign digital signature solution free of charge and without obligation.

The test only starts as soon as you start your first signature request and ends automatically after the trial period.

Click here for more information and to register:

Use of Swisscom

Use of sign-me

FP Sign was developed in Germany by FP Digital Business Solutions GmbH, a subsidiary of Francotyp-Postalia Holding AG.

The solutions and expertise of FP Digital Business Solutions GmbH range from hybrid mail communication, electronic signatures and solutions for electronic legal transactions to the outsourcing of your entire input and output management for physical and digital documents.

We also offer customised machine learning-supported automation solutions for complex communication and workflow processes. As a 100-year-old company, we have faced the challenges of digital transformation and know that many people know the destination but not the path.

We have set up our product portfolio in such a way that we can provide companies with process-orientated support in every phase of the transformation.

Yes, all bookings can be made in the admin area of FP Sign under Billing and Contract.

You can find this area here

There may be several reasons why the SMS TAN from FP Sign does not arrive:

1. The mobile number in FP Sign is stored incorrectly and must be changed
2. Although the SMS is sent in FP Sign, the SMS is stopped and not delivered due to the dispatch route between telecommunications providers (e.g. Telekom to Vodafone)

You have several possible solutions:

1. Check that the last 4 digits of the mobile number displayed are correct
2. Use the "Add new mobile phone number" button to correct the mobile phone number stored in FP Sign. Then confirm the change via the link in the corresponding e-mail
3. 3. use the "Receive TAN by call" button so that the SMS TAN is read out by call. If the telephone number is correct, this call should always be received.

Further helpful information can be found in the manual in the appendices below.

Yes, FP Sign is available in various languages.

We are constantly working on further expanding FP Sign. You can specify the language of the countersignatory in FP Sign and they will not only receive a corresponding display, but also e-mail communication in the corresponding language.

Yes, a deletion and/or automated reminder function can be booked as an option, whereby you determine the frequency of the deletion or notifications.

Please get in touch with us.

Yes, because digital signatures can ensure the legibility of a document for a retention period of up to 110 years.

Thanks to integration protection, any subsequent changes to the document would also be displayed immediately. On this basis, documents signed with FP Sign can be archived in an audit-proof and GoBD-compliant manner - they fulfil all legal requirements for the storage of documents.

We also offer products that allow the long-term archiving of signed documents. Any expired signatures are then also replaced by new signatures.

Please contact us to find the right solution for you. We will provide you with comprehensive advice, from the basics of the directive, through planning, implementation and documentation, to possible certification.

Benefit from our comprehensive expert advice and save time in the digital transformation of your company.

Either several documents can be summarised in one document and sorted as required or a signature request with several documents can be created as a document folder.

Depending on this, the recipient can then sign several or a summarised document.

In FP Sign Administration, you have access to every FP Sign mail subject and mail text and can customise them according to your own specifications.

With an FP Sign mail server connection, you can also customise the sender address and the email imprint of FP Sign emails. To individualise requests, you can send additional information or messages via the "Comment to all" or "Private message to the countersignatory".

No, FP Sign provides selectable signature images. Alternatively, you can upload and use your own signature images.

As the creator of the signature request, you can freely place signature positions on all document pages.

These are marked with a flag for countersignatories. If you do not define a position, the countersignatory can place the position freely.

If you have connected a leading application, e.g. your ERP or DMS, to FP Sign via the API, anchors can also be set.

We would be happy to discuss this individually.

If you send your countersignatories a document to sign via FP Sign, they have various options.

1. Countersignatories can refuse to sign a document and send a reason for doing so.
2. Countersignatories can sign the document with their own signature image or one specified by the system.
3. FP Sign can also be used to exchange writable PDF files, which are often used in the form of questionnaires, for example. The countersignatory can fill in such documents - which may be pre-filled - sign them and send them back to you as the sender via FP Sign. Countersigners can also delegate requests if, for example, an additional or different signature is required. The prerequisite for this is that delegation was generally authorised when the workflow was created.

You can determine whether the countersignatories receive the documents by email after signing. Alternatively, recipients with an FP Sign account can download the documents directly from FP Sign via secure encrypted download.

Signature card and card reader are no longer required. You use the remote signature option from our partners, Bundesdruckerei or Swisscom.

Yes, this is possible. The countersignatory is then guided through an identification process and can complete this via Video-Ident or nPA in order to then sign electronically with a qualified signature.

You can find detailed information on this in our help section underQualified electronic signature".

Depending on the identification option selected via our partners Bundesdruckerei or Swisscom, the identity is established using a valid ID card or passport together with a registration certificate.

This procedure links the identity with the electronic signature. The QES therefore fulfils the legal requirements for compliance with the written form.

You can find detailed information on this in our help section under"Qualified electronic signature".

The following identification options are available: - the new ID card (nPA) - video identification - depending on the VDA, also Bank-Ident or Self-Ident by employees

The QES is personalised and, according to eIDAS, is equivalent to your handwritten signature.

A one-off identification is required to use the QES. You can find detailed information on this in our help section under "Qualified electronic signature".

FP Sign has made it easy to sign documents such as contracts, NDAs and powers of attorney digitally and securely.

Every email delivery from FP Sign naturally uses TLS encryption - but what if your recipient does not offer TLS encryption or only offers outdated TLS encryption?

Or do you want to additionally protect a document with a password?

We have the solution for this - the SECUREMAIL add-on. With the add-on, you can now send securely encrypted emails directly from FP Sign, without annoying media breaks.

SECUREMAIL for FP Sign is offered by the IT and cryptography company comcrypto. Your e-mail, which contains sensitive and signed documents, is easily transmitted in the background via the comcrypto gateway.

You can book this function directly during the online booking process. After booking, you will receive a booking confirmation and comcrypto, together with the FP Sign team, will take care of contacting you, setting up your gateway and connecting it to FP Sign.

There are 2 different processes that depend on the add-on you have booked:

Mail server connection, thank you page or Whitelabel Pro are set up in the FP Sign Cloud. You will receive information about this by email after ordering so that we can set it up for you. You upload the desired setup to us and we then start the setup order.

Automatic reminder, placeholder and EO Comfort are add-ons for the FP Sign DATEV Connector. After ordering, these functions are automatically available for you in the FP Sign DATEV Connector settings and can be activated with just a few clicks.

In the Installguide or user manual in the appendix of this page of the FP Sign DATEV Connector you will find explanations and explanations of the functions.

As the creator of the signature process, you decide whether countersignatories need their own free account.

Alternatively, the documents can also be signed without an account. In this case, we recommend two-factor authentication via SMS TAN.

Yes, FP Sign allows you to customise the entire interface according to your corporate design. Whitelabelling Pro offers you the option of exchanging logos, images, colours and links in FP Sign and using your look & feel for the digital signature. This is included for the DATEV Pro Bundle for tax consultants, for example.

You can find a whitelabelling example on our page for tax consultants.

Yes, you can use FP Sign both browser-based or via our FP Sign Mobile app, which is available for both iOS and Android.

Yes, editable PDF files or PDF forms can be used, filled and signed in FP Sign. Example: PDF X Change, Adobe Pro.

FP Sign can be used to sign PDF files, including in the various PDF/A formats. You can also process Word or Excel files in FP Sign. These are first converted into a PDF and then digitally signed.

The "Store new mobile phone number" function offers the option of changing telephone numbers for all FP Sign users who have received a signature process with SMS TAN.

It is located directly on the FP Sign login page at the bottom right. The option is only available before you have logged in.

Another option is to use this function in the menu for entering the TAN. After entering the new phone number, a confirmation email is sent and the change must be confirmed using the link contained in the email.

If you change your phone number, the new phone number will also be embedded in the signature. You can find further helpful information on this in the manual attached below.

With FP Sign, you can easily apply an electronic signature to a document.

As the sender, all you have to do is upload the document, digitally sign it with a click and send it to the countersignatory - that's it.

As a countersignatory, you receive a message with a link and are automatically guided through the simple signature process.

When a signature request is cancelled, FP Sign automatically sends an e-mail to all parties involved to inform them that the signature request has been cancelled. Would you like the email for "Revoke signature request" not to be sent?

Then open your sent requests in FP Sign. Then click on "Pause" and then on "Revoke". Pausing means that no e-mail is sent to the workflow recipients.

If you send a signature request with an advanced signature, you can specify as the sender that the recipient should secure it - in the case of a qualified signature, this is even mandatory.

Security works via an SMS-TAN procedure (similar to online banking). In some countries, e.g. Sweden, security works via the bank ID.

No, countersignatories do not need any software or an account with FP Sign - digital signing with an advanced signature is possible without an account.

However, as the sender of a document, you can predefine that your recipients require an account. To be able to sign with the particularly secure, qualified electronic signature (QES), both the sender and recipient need an account with FP Sign and - for the purpose of clear identification - a second account with Bundesdruckerei or Swisscom.

To be able to sign and exchange documents electronically with FP Sign, you must have an FP Sign account as the sender.

This may already be integrated into existing CRM or ERP programmes as part of an enterprise solution. Alternatively, you can register directly via the fp-sign.com portal and create an account.

As a recipient, you do not necessarily need an account with FP Sign.

You determine who requires an FP Sign licence in the admin interface. You can also manage your licences here under "Billing and contract".

A workflow creator licence is linked to the right to send signature processes to any number of countersignatories. Pure countersigners and recipients of requests do not require a licence.

Yes, our experts will not only advise you on the implementation of FP Sign as an integrated signature solution, but will also be at your side when it comes to digitising and optimising your processes.

Get in touch with us!

You can also download the FP Sign manual from our Help Centre.

In addition to helpful explanations and videos, you will also find our glossary here as a valuable overview of various company processes.