This guide covers the use of Netvisor's electronic signature service, which is implemented in collaboration with Visma Sign. You will learn how to send documents for signing, manage signature processes, cancel or modify invitations, and track the progress of the process.

CONTENTS

Service description and billing principles

In the Netvisor program, it is possible to send documents electronically for signing. The service is made in collaboration with Visma Sign program. A company can select the desired .pdf document for electronic signing in the company menu's Electronic Signing view. The visibility of invitations sent through the company menu can be selected by the sender either at the sending stage or later. The options are personal or public, of which public is visible to all company Netvisor users, personal is visible only to the sender.

The service is transaction-based, and you only pay for the signature requests sent. If the message has, for example, 2 signers, this results in 2 transactions. The service does not have a separate monthly fee. The price of the service is visible in the price list under the sections Electronic Signature and Text Message (if text messages are used). The price depends on the company's volume class. The charge comes from sending the material, not from whether the material is ultimately signed or not.

The billing for signature invitations sent through Netvisor comes directly with Netvisor's billing: If you are also a direct customer of the Visma Sign service, electronic signatures sent from its interface are billed separately. If you have enabled electronic signing through Netvisor and want user credentials also on the Visma Sign interface side, please fill out the attached authorization (Authorization to add the main user of the Visma Sign service) and then notify Visma Sign customer service of the form completion: [email protected] .

Sending a signature requires that the company's address information is entered in the company's basic information. Mandatory information includes: Name, business ID, street address, postal locality, and postal code.

The name of the document to be signed can be up to 100 characters long. The same applies to the company name.

Electronic signing is possible with Finnish bank credentials or a mobile certificate. In addition, the signer can also authenticate with BankID (for Sweden and Norway) or NemID (Danish user). The language of the signature invitation can be Finnish, English, or Swedish.

User rights

The Electronic Signing view can be accessed from the company menu with any combination of user rights. The view can be accessed even if the profile is "no rights," but with the "no rights" profile, invitations cannot be sent. Also, with the ready-made Browsing Rights profile, it is not possible to send signature invitations. The sender must have some other user profile in Netvisor than "No rights" or "Browsing Rights," but no roles are necessarily needed. The financial statement can be sent for electronic signing directly through the fiscal year archive . Only those with access to the fiscal year archive can see the invitations sent through the fiscal year archive.

Electronic signing

All documents

This brings up a list of already created documents.

Invitations can be searched by name, description, date, document, and inviter.

Show in listing: With this selection, the desired fields can be displayed in the listing. Once the necessary selections have been made, press the Update view button.

Group: This allows you to choose the order in which the listing displays the created forms. If you change the grouping, you must finally press the Update view button.

From the Document Name field, you can access the Document to be Signed view. In the Document to be Signed view, you can see the details of the document to be signed and the document to be signed, as well as the details of the invited signers and the inviter.

The internal description is not visible to the recipient of the invitation; it is only visible internally. The message field shows the message accompanying the invitation.

Document status:

Draft: The document has been created but not yet sent. The draft can be sent by opening the draft from the document name, which opens the Document to be Signed view, where the invitation can be sent.

Sent: The document is in the sending queue. The sending takes place during the next automatic processing.

Received: The invitation has been forwarded to the signer(s). The recipient has not yet signed the document.

Signed: All signers have signed the document.

Archived: The material has been manually put into archive status. This is possible from the downward triangle at the end of the row. If the invitation is not fully signed, it cannot be archived. If the invitation is not signed by everyone within the validity period, the invitation goes to rejected status. After that, it can be archived.

Rejected: If the document is not signed within the validity period, the document goes to rejected status. An invitation in rejected status cannot be modified, and the invitation must be sent again. If the invitation was sent from the fiscal year archive, there are two options. The financial statement to be signed can be saved to the computer in pdf format and sent through electronic signing as a new document to be signed. Note that in this case, all company users can see the document. The second option is to dissolve the financial statement, recreate it, and send the invitations again.

Category: Currently, the service has 2 categories. Materials formed through the company menu become the category Other Documents. Materials sent through the fiscal year archive form the material category Financial Statement. If a person does not have access to the fiscal year archive, they do not see the invitations in the financial statement category in the listing.

Signature status: The view shows how many people have signed the form. The color changes to green when all signers have signed the form.

From the blue arrow at the end of the row, a menu opens where you can delete the invitation, archive the invitation, or modify the invitation's publicity information. The invitation can only be deleted if the status of the invitation is "Draft." A sent invitation cannot be deleted. The invitation can also be archived, in which case the invitation/document is not visible on the front page. An archived invitation can be found by selecting "Archived" from the Show in listing section. The creator of the invitation can modify the document to be public or personal. When the invitation is public, all users see the document, and when the invitation is personal, only the creator of the invitation sees the document.

New document to be signed

When creating a new document to be signed, fields marked with an asterisk are mandatory.

Provide details of the document to be signed:

Document name: The maximum length of the field is 100 characters.

Internal description: not visible to the recipients of the form.

Message sent with the document: The message character limit is 840 characters. The message is transmitted after the personal message.

Add a document to be signed:

In the opened view, first select the document to be signed from the computer. The attachment must be in pdf format, and the size limit for the attachment is 15 MB or 350 pages. If the size of the attachment exceeds the allowed size limit, the creation of the invitation ends in an error, and the attachment must be signed through another route. A typical example of a large attachment can be large main and daybook files during the financial statement period that exceed 350 pages. The name of the attachment is not visible to the recipient. However, the attachment itself is visible. The explanation is an internal comment.

Add signer:

Please check the correctness of the signer's email address. If there is a typo in the email address, the invitation will not be sent to that person, and the email address cannot be modified after sending the invitation. In this case, a new invitation must be sent.

Note! You can add a maximum of 50 signers to the invitation.

Add a person as a signer to the invitation. Before sending the invitation, the signer's information can be modified or the signer can be removed from the menu at the end of the row with the blue box. All signers must be added at once. The maximum number of signers on one invitation can be up to . The invitation should be sent to a personal email to ensure it goes to the correct person for signing. General email addresses should not be used.

If you also enter a personal message with the invitation, it will be visible to the person first, and the document message will follow. The character limit for the personal message is 160 characters. The message is only visible to the selected person.

Phone number: The phone number must be Finnish, either with or without the international country code. If you want to send a text message, the phone number must be entered.

Signature as an organization: If this option is selected, the user is required to add the information of the organization they represent with the signature.

Text message: One message can contain 160 characters, including both the personal message and the general message. If the message is longer, the recipient will receive multiple messages. If "Send invitation also as a text message" is selected, the recipient will receive the invitation link both by text message and email.

Force signature order as above: The invitation is sent to the next person only after the previous person has signed it.

The language of the signature invitation can be selected as either Finnish, English, or Swedish.

Inviter's information:

A message is sent to the inviter's email when the document is signed, rejected, or feedback is given.

Visibility of the invitation:

The visibility of the document can be set to either public or personal. Public is visible to all company Netvisor users, personal is visible only to the creator of the invitation. The sender of the invitation can change the visibility status later.

Send invitation to signers:

The signature is valid: When the validity period of the invitation expires, the document goes to rejected status if it has not been signed. Please note when setting the validity period that after the validity period expires the invitation cannot be modified, and it must be sent completely again to all signers. We recommend setting a sufficiently long validity period for the invitation. The current day cannot be set as the validity period. If the invitation was originally sent through the Electronic Signing view, a completely new invitation must be made. If the invitation was sent from the fiscal year archive, there are two options. The financial statement to be signed can be saved to the computer in pdf format and sent through electronic signing as a new document to be signed. Note that in this case, all company users can see the document. The second option is to dissolve the financial statement, recreate it, and send the invitations again.

Send invitation: The material is sent to the signers, and the form can no longer be modified after this.

Save as draft: The material is not yet sent to the signers, and the invitation can be modified before sending. The draft can be sent by opening the draft in the Electronic Signing view, which opens the Document to be Signed view, where the invitation can be sent.

Sending a reminder from Netvisor

If one of the people in the invitation has not signed the invitation sent to them, a reminder can be sent to them. The reminder message contains the same information as the original invitation. This can be done by opening the invitation and clicking the clock button in front of the person who has not yet signed the invitation. The reminder can be made as long as the invitation is valid. If the invitation goes to rejected status, a completely new invitation must be made. The reminder is charged the same price as the original invitation.

Cancellation of invitation

- A sent invitation can be canceled in the Document to be Signed view with the function “Cancel the signature process and start over”

- The cancellation function makes the signature link stop working for those who have not yet signed the document.

- Existing signatures are removed.

- When the signature process is canceled, a new signature invitation can be made if necessary.

- In the fiscal year archive, the signature status returns to “Invite signers…” without needing to recreate the financial statement material.

Marking a partially signed document as signed

- A partially signed document can be marked as signed with the function “Mark document as signed”.

Here are the requirements below:

At least one approved signature must be present
Before marking as signed, the user must ensure the sufficiency and legality of the signatures on the partially signed document.
Information is stored in the document details about when the document was marked as signed by the user.

Tracking the progress of the signature process from the fiscal year archive

A column has been added to the fiscal year archive that shows the status of the signature process without having to switch to the electronic signing view.
By clicking the icon, you can see a list of signed persons and whose signature is still missing.

Visibility of the signature in Netvisor

When the document is signed, it appears in Netvisor within about an hour of signing. The service retrieves signatures from the server approximately every hour, so the information about signing may not update in real-time.

The document appears as signed when all the people in the invitation have signed the document. The status of the signature can be tracked both in the Electronic Signing view and in the fiscal year archive. The sender of the signature invitation receives an email notification when everyone has signed the document.

The Signed status of the invitation is based on email addresses, not names. For example, if the same person has been sent an invitation to multiple emails, the document is considered signed only when it is signed through all emails.

Signature process from the signer's perspective

An email arrives to the signer with the subject “Invitation to sign document xx”. The email address from which the message comes is as follows: “”The name of the inviter” through the domain onnistuu.fi. If the signature invitation is not visible in the email inbox, even though it appears in the system that the invitation was sent, check the spam folder.

The signature invitation is also visible in the Visma Sign service if the user has the service in use.

Steps of signing:

The email contains a password and a link to the invitation. Entering the password and opening the document does not sign the invitation.

Review the document: In this view, you can review the invitation
Proceed to authenticate: The signer's authentication is done with bank credentials or a mobile certificate. Authentication does not yet sign the invitation.
Sign the document: The document is signed with the Sign Document button. After signing the document, the signer receives confirmation of it also by email

If the signing of the invitation is left unfinished or the invitation to be signed has only been viewed, it can be returned to from the link found in the email.

Visibility of signatures in the signed document

Signatures appear on their own page as the last page of the document. The page title is "SIGNATURES / UNDERSKRIVNINGAR / SIGNATURES". Below this, the names of the signers are listed in rows. After each signer's name is the date and time when the document was signed. After this comes the UUID code, which is the user's signature identifier, which is a long string of letters and numbers. Additionally, the organization of the person in question appears below the name. If the signatures are not visible in the document, try opening the document in a different browser, e.g., Chrome.

For example:

SIGNATURES / UNDERSKRIVNINGAR / SIGNATURES

Maija Mallikas - 22.6.2017 9:33:02 - 2459j685-4575-9u65-4rt1b2548p9

Yritys Oy

Matti Mallikas - 22.6.2017 9:34:00 - 9659j685-4575-2u65-4rt1r2548p9

Yritys Oy

Frequently asked questions

Do you need Netvisor credentials to send a signature invitation?

Yes.

If I choose to send the invitation also via SMS, what information does it contain?

The text message contains the personal message sent with the invitation, the message sent with the document, the link to the invitation, and the password.

The signature request has not been received by one of the signers, why?

Check if the signature link has gone to the spam folder in the email. Messages are sent from Visma Sign's email server, which is why it is possible that they end up in spam for some customers.
Has a forced signature order been selected for the document? In this case, the signature invitation is sent to the next person only after the previous signer has signed the invitation.
Is the signer's email address written correctly? If it is incorrect, a new invitation must be sent.
If everything should be in order after the above actions, contact our customer service.

How can I resend a signature request/add signers to it?

Once the invitation has been sent for signing, it can no longer be modified afterward. Therefore, all desired signers must be selected at once for the invitation. The validity period of the invitation should be chosen so that all signers have enough time to sign the invitation.

The invitation has gone to "Rejected" status, how can it be resent?

Once the invitation has been sent for signing, it can no longer be modified afterward. All signers must sign the invitation within its validity period. When the invitation goes to "Rejected" status, the invitation must be sent completely again to the desired signers. (More information under "All documents" and "New document" headings)

If the document was sent through the fiscal year archive, there are two options for how to proceed:

The material can be saved to the computer, and a new electronic signature invitation can be manually created through the electronic signing view (under the company name > Electronic Signing). The signed document can be manually attached to the fiscal year archive as a fiscal year attachment. NOTE! If the invitation is sent this way, anyone can see the document. Currently, when sent through the fiscal year archive, only those with access to the fiscal year archive can see the document.
If you want to resend the invitation through the fiscal year archive, you can dissolve the sealing from the fiscal year archive: "Remove financial statement reports and sealing"-button. When dissolving the sealing, all previously made signatures are removed. After this, the financial statement material is recreated, and the signature invitations are resent. NOTE! This action recreates the archive reference number.

How is the invitation signed?

The invitation is signed by authenticating with online banking credentials through the link in the email. The signer does not need Netvisor credentials. (More information under the Signature process from the signer's perspective heading)

Can attachments be added to the fiscal year archive?

Yes, attachments can be added to the fiscal year archive through the "Attach file" button. This is a good option when, for example, you want to add another manually signed document to the fiscal year archive in addition to the already signed document.

Can a minor sign a document through Visma Sign?

A minor (under 18 years old) can sign a form through Visma Sign if they have their own online banking credentials.

Can a person who does not have Netvisor credentials later see the form they signed?

All documents signed with Visma Sign are automatically saved in the Visma Sign account archive, which the person can access by registering for the service, e.g., as a private individual at https://sign.visma.net/fi/register Registration is free, but after that, the document can be downloaded from the account archive. Documents are deleted from the private individual's archive for security reasons after 30 days unless the signer registers for the service within that time.

The signature does not succeed, it complains about the wrong identifier

If the invitation has gone to spam, it must first be moved from there to the email inbox and then signed.

How do I proceed when the financial statement needs to be sent for signing first to the board and then to the auditor?

When creating an electronic signature invitation, it is possible to select a forced order for the signers, so the invitation is sent to the next person only after the previous person has signed it.

If a forced order is not desired, one option is to do the following; First, send the financial statement from the fiscal year archive to the board for approval. When the signatures are okay, save the signed document to your computer and send it separately to the auditors from the company menu under "Electronic Signing". In this model, the auditor's signature does not remain in the fiscal year archive version but is available in Netvisor, and it can be attached later, e.g., as an attachment to the fiscal year archive.

The document can also be reviewed when going to sign the financial statement. For example, if all signers are added to the invitation immediately (including the auditor), and when everyone else has signed the financial statement except the auditor, when they open the signature invitation, they can review the signed financial statement. At this stage, it is also possible to download the document for review. Unfortunately, the financial statement with signatures cannot be printed from Netvisor if the signature process is still ongoing unless a partially signed invitation is marked as signed. However, in this case, the missing signatures will no longer be added to the program.

What happens if a form that has already been signed once is sent again to someone else for signing?

This can be done from the company menu and electronic signing section. This adds a new page to the end of the form with the new person's signature. The old signatures are visible before that.

Keywords: Netvisor, electronic signature, Visma Sign, signature invitation, fiscal year archive, implementation, document management

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.

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