Configuring a signature
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This article is valid as of system version 3.0, after the migration of the digital and electronic signatures to SoftExpert Administration. Click here to access the valid documentation for the previous versions.
Prerequisite
- Access to the Administration > Configuration > Electronic file > Digital signature (AD077) menu.
Introduction
SoftExpert Suite provides two signature types for document validation: digital signature and electronic signature. Although the terms are often used as synonyms, they have distinct characteristics, security levels, and configuration modes in the system.
The digital signature is a specific type of electronic signature that uses asymmetric encryption, based on a key pair (private and public), ensuring a high level of authenticity, integrity, and nonrepudiation of the document. This type of signature is validated by a Certificate Authority, accredited to the Brazilian Public Key Infrastructure (ICP-Brazil), and requires the use of a valid digital certificate.
The electronic signature, on the other hand, is a broader concept that encompasses different modes of validation by electronic means. In SoftExpert Document, this type of signature is enabled through integrations with external platforms, allowing documents to be signed in a practical and secure way in several scenarios, such as contracts, HR documents, notifications, and other corporate processes.
In this article, it will be possible to identify the practical differences between them in the system and how to properly configure each type, according to the organization's need.
Configuring a digital signature
1. Access the Administration > Configuration > Electronic file > Digital signature (AD077) menu.
2. Click on the 
toolbar button.
3. On the screen that will be opened, enter an ID # and a name for the digital signature configuration.
4. Then, in the Type field, select the Digital signature option and configure the fields that will be enabled:
| Allowed certificates |
Select one of the following digital certificates to be used in the signature:
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| Use timestamp | Digital signatures will be validated with the timestamp resource. The timestamp is a digital temporal evidence that allows to certify an electronic file was registered in a specific moment, to ensure security of digital documents, which corresponds to the security of paper documents. |
| Add digital signature timestamp to PDF files | A stamp will be displayed in .pdf files with the information of each signature applied to them. The signature stamp will only be displayed in the signed files after this option is checked. For the previously signed files, the stamp will not be displayed. |
| Allow entering the place for the signature stamp | Before signing the PDF file, the user can select the region in which the stamp will be added to it. This option is available only if the "Add digital signature timestamp to PDF files" option is checked. |
| Automatically sign PDF files | Allows the electronic files of the documents in the category to be automatically sent to be signed by the members of a certain list of signatories after they are converted to PDF. To do that, configure also the fields that will be enabled. For this feature to work correctly, the conversion of the files to PDF must be duly configured in the category. |
| List of signatories | Select the list of signatories containing the certificates that will sign the electronic files of the documents in this category. |
| Use condition to sign documents |
Restricts the automatic signature to be performed only on electronic files of documents that have a defined value in an attribute associated with them. To do so, it is necessary to configure the following fields:
If this option is not checked, the electronic files of all documents will be sent for automatic signature, without restriction by attributes. |
5. After finishing the signature configuration, click on 
.
6. For the digital signature, it is possible to enable the option of automating the signature of documents with .pdf electronic files. To learn how to configure this feature, access the How to use the electronic signature.
Configuring an electronic signature
1. Access the Administration > Configuration > Electronic file > Digital signature (AD077) menu.
2. Click on the toolbar button.
3. On the screen that will be opened, enter an ID # and a name for the digital signature configuration.
4. In the Type field, select the desired electronic signature integration and configure the fields that will be enabled:
DocuSign
Enables signing electronic files of documents via DocuSign.
To fill in the fields below, it is necessary to configure the integration in DocuSign, in Administrator mode:
After performing the integration configuration, follow these steps:
1. Fill out the following fields:
- Integrator key: paste the value of the Integration key of the application field created in DocuSign.
- User ID #: paste the value of the User ID field generated by DocuSign.
- Private key: paste the value of the Private key field generated by DocuSign.
- Use demo environment: check this option to use the demo environment to test the digital signature. If this option is not checked, the production environment will be used.
- Allow entering the location for signatures and rubrics: the Edit in Docusign button will be displayed on the signature data screen. This way, the DocuSign system will be opened for the definition of signature and rubric locations.
- Webhook URL: this URL must be pasted in DocuSign in the signature configuration process in order to be used to finish said process.
- DocuSign redirection URL: copy the redirection URL and paste it to the DocuSign configuration after clicking on "Add URL".
2. Click on Grant DocuSign permissions. On the screen that will be opened, enter the DocuSign user and password and click on Allow.
3. Define the template type that will be applied:
- Fixed: the same template will be used to sign all electronic files of the documents in this configuration, and it will not be possible to edit it when signing. In this case, in the Select a template field, associate the template that will be used for the digital signature. The available templates are those configured through the Template menu on DocuSign. Refer to the specific DocuSign documentation for a detailed description on how to create and configure templates.
- Variable: allows the template to be selected/edited when signing the electronic file. If a DocuSign template is associated in the Select a template field, it will be displayed during the signature, and it will be possible to edit it.
ClickSign
Enables signing electronic files of documents via ClickSign.
To fill in the fields below, it is necessary to configure the integration in ClickSign with a user that has API support:
After configuring the integration, fill in the following fields:
- Integrator key: enter the integration key of the application created in ClickSign.
- Use demo environment: check this option to use the demo environment to test the digital signature. If this option is not checked, the demo environment will not be displayed.
- HMAC SHA256 Secret: enter the secret key provided by ClickSign.
- Webhook URL: this field displays the URL that ClickSign will use when finishing the signature.
- Folder: enter the name of the folder where the documents will be stored in the ClickSign account. The folder is a logical and hierarchical document organization unit on the Clicksign account.
- Send automatic reminder at every: check this option for ClickSign to send a notification to the signers until they sign the document. In the field next to it, set how often the notification must be sent.
- Signature deadline: enter the number of days the signer will have to sign the electronic files of the documents in this configuration.
SignOn
The electronic signature of document files will be performed via SignOn.
To fill in the fields below, it is necessary to configure the integration in SignOn:
After configuring the integration, fill in the following fields:
- Client ID: enter the value generated in the API KEY field at the time of the integration configuration in SignOn.
- E-mail: enter the integration e-mail in SignOn.
- Use demo environment: check this option to use the demo environment to test the digital signature. If this option is not checked, the demo environment will not be displayed.
- Webhook URL: this field displays the URL that SignOn will use when finishing the signature.
- Webhook key: enter the security token generated in the KEY WEBHOOK field during the SignOn integration configuration to ensure security in the signature call.
- Signature deadline: enter the number of days the signer will have to sign the electronic files of the documents in this configuration.
BRy
Enables signing electronic files of documents via BRy.
To fill in the fields below, it is necessary to configure the integration in BRy:
After configuring the integration, fill in the following fields:
- Client ID: enter the Client_ID previously generated in BRy.
- Client Secret: enter the Client_Secret previously generated in BRy.
- Allowed signature type: check the signature types that will be allowed for the configuration in question.
- Use demo environment: check this option to use the demo environment to test the digital signature. If this option is not checked, the demo environment will not be displayed.
- Add watermark: check this option to add a watermark to the digital signatures of this configuration. Select, in the field next to it, the respective pages that must have the watermark.
- Signature deadline: enter the number of days the signer will have to sign the electronic files of the documents in this configuration.
- Create webhook: this button will be enabled after saving the record. Click on this button so that the system automatically searches for information on signature collections and processes, updating electronic signature statuses and events, without the need for an action from the user.
GOV.BR
Enables signing electronic files of documents via GOV.BR.
To fill in the fields below, it is necessary to receive authorization from the Digital Governance Secretariat (SGD) of the Ministry of Economy (ME):
After configuring the integration, fill in the following fields:
- User ID #: provide the ID # of the user that was specified along with the SGD permission granted via e-mail.
- Client Secret: enter the client secret that was entered along with the SGD permission granted via e-mail.
- Use demo environment: check this option to use the demo environment to test the digital signature. If this option is not checked, the demo environment will not be displayed.
- Add digital signature timestamp to PDF files: check this option for a stamp with signer data to be added to the last page of the document. A stamp will be added for each signatory.
OneSpan
The electronic files of the documents will be signed via OneSpan.
To fill in the fields below, it is necessary to configure the integration in OneSpan:
After configuring the integration, fill in the following fields:
- Client ID: enter the Client_ID previously generated in OneSpan.
- Client Secret: enter the Client_Secret previously generated in OneSpan.
- Service URL: select one of the servers provided by OneSpan to use it in the signature.
- Use demo environment: check this option to use the demo environment to test the digital signature. If this option is not checked, the demo environment will not be displayed.
- Webhook URL: this field displays the URL that OneSpan will use when finishing the signature.
- Webhook key: enter a security token to ensure security in the signature call.
- Signature deadline: enter the number of days the signer will have to sign the electronic files of the documents in this configuration.
D4Sign
The electronic files of the documents will be signed via D4Sign.
To fill in the fields below, it is necessary to configure the integration in D4Sign:
After configuring the integration, fill in the following fields:
- API token: enter the API token previously generated in D4Sign.
- Crypt key: enter the Crypt key previously generated in D4Sign.
- HMAC SHA256 Secret: enter the HMAC SHA256 Secret previously generated in D4Sign.
- Vault: enter the name of the vault created in D4Sign during the integration configuration.
- Use demo environment: check this option to use the demo environment to test the digital signature. If this option is not checked, the demo environment will not be displayed.
- Webhook URL: this field displays the URL that D4Sign will use when finishing the signature.
Adobe Acrobat Sign
The electronic files of documents will be signed via Adobe Acrobat Sign.
To fill in the fields below, it is necessary to configure the integration in Adobe Acrobat Sign:
After performing the integration configuration, follow these steps:
1. Fill out the following fields:
- Client ID: in Adobe Acrobat Sign, when clicking on "View/Edit" for an API application, the "Application ID" information is show. Copy the value and paste it here.
- Client Secret: below the "Application ID" section, in the "Client Secrets" section, copy the value shown in the "Value" column and paste it here.
- Account server: enter your Adobe Acrobat Sign account server. This value corresponds to the subdomain displayed in the Adobe Acrobat Sign access URL (for example: na4 or eu1) and can also be found in the account settings.
- Webhook URL: this field displays the URL that Adobe Acrobat Sign will use when finishing the signature.
2. Click on Grant Adobe Acrobat Sign permissions.
3. On the screen that will open, enter the username and password for Adobe Acrobat Sign and click on Allow access.
5. After completing the signature configuration according to the selected type, click on .
Conclusion
Thus, the configuration is ready to be associated with the categories of the documents that will require signature. To do so, access the Associating a signature configuration with the category article.