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E-Signature User Guide

Automatically send, track, and complete electronic signatures for incoming PDFs with Skribble integration in Fidectus GEN.

Overview

The E-Signature feature in Fidectus GEN enables you to electronically sign incoming PDF confirmation documents through Skribble, a trusted e-signature provider. Once configured, documents are automatically sent to designated signers, their signing progress is tracked, and completed documents are returned to Fidectus GEN. 

In this article:

  1. Key benefits of e-signature

  2. Prerequisites

  3. Configuration

  4. How it works

  5. Legal signature levels

  6. Signature statuses

  7. Cancel or Reprocess

  8. Common filters

  9. Troubleshooting

  10. FAQ
  11. Additional resources

 

1. Key benefits of e-signature

  • Automatically send incoming documents for signature
  • Configure up to four signers per counterparty
  • Select the required signature level (QES, AES, SES)
  • Monitor signing progress
  • Cancel or restart signature requests when required

 🎥 Recommended video (2–3 minutes): Introduction to E-Signature and how the workflow works. 

2. Prerequisites

Before using E-Signature, ensure that:

  • The E-Signature feature is enabled for your company.
  • You have permission to edit Private Static Data.
  •  Your signers have valid email addresses. 

Note: Signers do not need a Skribble account in advance. First-time users will be guided through a short registration process when they receive their first signing request.

3. Configuration

  1. Go to Private Static Data → Contact Details.
  2. Select a counterparty.
  3. Set Answer Type to E-Signature.
  4. Add 1–4 signer email addresses.
  5. Choose the signature quality.
  6. Select the applicable legislation (if required).
  7. Save the configuration.

4. How it works

Once a matching PDF is received:

  1. The document is sent to Skribble.
  2. Signers receive an email invitation.
  3. The document progresses through its signature statuses.
  4. When all signatures are complete:
    • The signed PDF replaces the original.
    • The completed document is automatically emailed to the sender.

5. Legal signature levels

Signature Quality Legal Weight Typical Use Case
Qualified Electronic Signature (QES) Highest – legally equivalent to handwritten signatures Contracts and legally binding agreements
Advanced Electronic Signature (AES) High Business documents requiring strong authentication
Advanced Electronic Signature or Higher (AES_MINIMAL) Flexible When AES is required but QES is also acceptable
Simple Electronic Signature (SES) Basic Internal approvals and acknowledgements
Demo (DEMO) None Testing only

Important: Do not use DEMO mode for production documents, as signatures created in DEMO mode have no legal validity.

For QES, AES, or AES_MINIMAL signatures, select the appropriate legal framework:

  • eIDAS – European Union
  • ZertES – Switzerland

All future PDF documents received from this counterparty will automatically enter the E-Signature workflow.

6. Signature Statuses

Status Description
SIGNATURE OPEN Waiting for the first signature
IN SIGNING At least one signer has signed; others are still pending
SIGNED All signatures completed successfully
WITHDRAWAL REQUESTED Cancellation is being processed
WITHDRAWN Signature request successfully cancelled
DECLINED A signer declined to sign
ERROR An error occurred during processing

 

7. Cancel or Reprocess

You can:

  • Cancel a request while signatures are still pending.
  • Reprocess requests that were withdrawn, declined, or ended with an error.

📷 Step-by-step guide: Show where the Cancel and Reprocess buttons are located.

    • Common Reasons to Reprocess

      • A request was cancelled accidentally.
      • A signer is now ready to sign after previously declining.
      • A temporary technical issue occurred.
      • A signing invitation needs to be resent.

8. Common Filters

Requirement Status Filter
Waiting for signatures SIGNATURE OPEN, IN SIGNING
Fully signed documents SIGNED
Documents requiring attention DECLINED, ERROR
Cancelled requests WITHDRAWN

9. Troubleshooting

Signers Are Not Receiving Emails

  • Possible Causes

    • Incorrect email address
    • Messages filtered as spam
    • Email security rules blocking Skribble messages

  • Resolution

    • Verify configured email addresses.
    • Check spam or junk folders.
    • Allow emails from Skribble.
    • Reprocess the request to resend notifications.

Signer Cannot Access the Document

  • Possible Causes

    • Expired signing link
    • Incorrect email address
    • Browser-related issues
  • Resolution
    • Reprocess the signature request.
    • Verify the signer's email address.
    • Try a different browser.
    • Ensure Skribble registration has been completed.

Status Shows ERROR

  • Possible Causes

    • Temporary connectivity issues

    • Incomplete configuration

    • Service interruption

    • Unsupported PDF format

  • Resolution

    • Reprocess the request.

    • Verify all required configuration settings.

    • Contact support if the issue persists.

E-Signature Settings Are Not Available
  • Possible Causes
    • Feature not enabled for your company
    • Missing permissions
  • Resolution
    • Contact your Fidectus GEN administrator or support team.

 

10. Frequently Asked Questions

Do I need a Skribble account?
  • No. Signers will be guided through registration when they receive their first signing request.
Are electronic signatures legally binding?
  • Yes. Depending on the selected signature quality and legislation, electronic signatures can have the same legal validity as handwritten signatures.

Can I change the signer configuration later?

  • Yes. Changes affect future documents only and do not impact documents already in the signing process.
Can different counterparties use different signature settings?
  • Yes. Each counterparty can have its own signers, signature quality, and legislation.
What happens if a signer declines?
  • The document status changes to DECLINED and the signing process stops until the request is reprocessed.
Can I add signers after the process has started?
  • No. Signers are fixed once a document enters the signing workflow.
What happens to the original PDF?
  • After completion, the original document is replaced with the signed version, including the signature certificate information provided by Skribble.
Is there an audit trail?
  • Yes. Fidectus GEN records all signature-related events, including initiation, signing, cancellations, and reprocessing actions.

11. Additional Resources

For more information about electronic signatures and signing workflows, visit the Skribble Help Center or contact your Fidectus GEN support team.