webSignatureOffice User Manual (English)




webSignatureOffice support form: https://www.websignatureoffice.com/en/contact/

Register for free

The Registration is completely free and completed in just a few steps. English and German are available as languages.

After you have agreed to the terms of use and entered the necessary data, complete the registration by clicking on "Register".

The registration was successful and you will receive an e-mail shortly to verify your registration.

To verify the new webSignatureOffice account, you must enter your login name/e-mail and password again and confirm with "Submit code".

Now you have successfully verified your account for webSignatureOffice.

Click on "To the Login" and you will be forwarded to the login page.

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Start page

The home page is used as a central overview where you can get useful information at a glance, such as incoming contact requests, the number of open signature requests, and an overview of our apps.

You can also conveniently upload PDF documents here with just one click or by drag&drop.

The top bar takes you to the profile settings as well as the language selection and help/user manual. You can also log out of your user account by clicking on "Logout".

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Profile Settings

In the profile settings you have the possibility to add or edit personal information, change the password and upload a profile picture. The profile data can be saved either privately (only visible to the own user) or publicly (visible to all users).

You can:

  • select which of your documents should be synchronized with the SignatureOffice app of a mobile device¹.
  • define how to sign with your user account (signature type)
  • view and upgrade your certificate level (for better user identification)

Information on the certificate level can be obtained by clicking on the question mark or by III. Information about certificate-based e-Signature.

Furthermore, you can delete your user account completely in the profile settings. All your uploaded documents and user data will also be deleted in this process.

Selection of signature type:

  • Show selection window
    With this setting you have the possibility to select how you want to sign before each signature process (selection window appears).
  • Always sign with Pad
    This setting is used to sign with the signature pad (StepOver signature pad is required).
  • Always sign with Smartphone/Tablet
    This setting generates a QR code which you can scan either with the SignatureOffice App¹, a QR code app or your camera on your mobile device and then sign.
  • Always sign with HTML-Signer
    With this setting, you sign directly on your touch-enabled screen using an HTML signer.

¹ iSignatureOffice for Apple iOS/ aSignatureOffice for Android/ iSignatureSuite for Apple iOS/ aSignatureSuite for Android.

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The desktop is the central administration location for overview and editing of documents.

Here you have the following options:

  • Upload documents
  • Download documents
  • Delete documents
  • Rename documents
  • Synchronize documents with the SignatureOffice App

In addition, folders can be created, which you can fill with any number of documents.

Furthermore, you have the possibility to stop signature requests or to renew expired/failed signature requests.

Use the search and filter function to find the document you are looking for or to display documents with certain criteria (e.g. only documents with the status "to be signed").

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Your webSignatureOffice contacts are listed here. Marked contacts are displayed on the right with detailed information.

In the profile settings you can define which information is visible for webSignatureOffice users.

With a click on "Add contact" you can add new contacts via the e-mail address or the user name.

Furthermore, contacts can be deleted and groups can be created.

Already existing contacts can be moved to new groups simply by drag&drop. This contact will be copied and will remain under "My contacts".

Linked contacts in groups can be deleted at any time without deleting them completely from your contact list. However, if you delete a contact from the "My Contacts" folder, it will be completely removed from your contacts.

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Credits are required for creating signature requests (this operation costs you one credit). In addition, further credits are required for certain functions. Signing documents is free of charge at any time.

You can use 10 webSignatureOffice credits per month free of charge. Your free credit will be increased to 10 credits at the beginning of each month.

You can purchase additional credits via PayPal.

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Create signature request

After uploading a PDF document, you are directed to the Document Viewer, where you can view, browse, and zoom the document. If there are form fields in the PDF document, they can also be filled directly in the viewer.

It is not possible to add additional form fields to the document later in the webSignatureOffice viewer. Please note that all form fields are no longer editable after the document was signed.

On the left side of the page there is a page preview and a table of contents (if available in the PDF), which can be expanded and collapsed.

With a click on "Place signature field" the mask for the selection of the signer opens.

Signers to choose are:

New guest signer:

A guest signer can access and sign signature requests even without a webSignatureOffice registration.

Select own user:

Select this option if you want to sign the document yourself or have it signed in your presence with your account (e.g. for remote sessions).

Select contact:

Here you can select your existing webSignatureOffice contacts for a signature request.

Mandatory field:

It is required to sign a mandatory field. If this is refused, the document is considered failed.
If the checkbox is not set, it is an optional signature field that does not have to be signed.

After all the desired signature fields have been placed in the document, clicking on "Next" will take you to the "Define workflow" step.

Further settings for the document can be defined here. With a click on the "+" symbol the mask of the respective signer opens.

Select here how to be signed by the respective signer (signature type).
The following can be selected

  • Handwritten (signature pad, tablet, smartphone)
  • Click to sign (user certificate)

For guest signers, you can make language settings, optionally set a name and specify whether the transmission is to take place via webSignatureOffice or whether a link is to be generated for your own dispatch.

Please note: The transmission via webSignatureOffice corresponds to a higher security standard.

You have the following additional options to protect your document:

  • Document password
    Set a document password and determine which signers must confirm this password before viewing documents.

  • SMS token
    For this purpose, store the mobile number of the respective signer. For document viewing, the signer will receive a token via SMS, which must be entered for authentication (this function costs an additional credit).

You can also change the email subject, add an optional text and define a deadline for signing (due date).

The "Add observer" feature lets you select one or more users from your contact list who can view the document, but not edit or sign it.

Clicking on "Next" finally takes you to the "Create signature request" step. 

Click on "Create signature request" to publish the document directly for signatures. Alternatively, you can also save it via "Create template" and release it for signatures at a later time.

A template does not expire and does not cost any credits when it is created. Only when a signature request is created from the template, one credit is charged.

A signature request can contain any number of signature fields from any number of signers. Likewise, the uploaded PDF documents for creating a signature request can contain any number of pages.

For signature requests with multiple signatories, an order can be defined if required. You can drag and drop the different signatories up or down to define the order. The signature request is then completed by clicking on "Create signature request" below.

The waiting signatories are only notified by email once all the signatures that were previously pending have been completed.

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Sign a signature request

As soon as you receive a signature request, this is displayed on the start page and in the desktop. Signature requests that you sign yourself are marked with the status "to sign".

In addition, the validity period of the signature request is displayed. If a signature request expires or is rejected in the signature process, it is given the status "failed".

Failed documents can no longer be signed and can only be renewed to a valid signature request by the document creator (this does not cost any additional credit).

Double-clicking on the document in the list view or clicking on "View" in the preview display will take you to the document viewer. There you can view the document, fill in form fields if necessary, and then sign it.

Handwritten signatures

Clicking "Start Signing" will ask you how you want to sign (unless you have already committed to a specific signature type in your profile settings).

You can choose from the following options for signing the document:

  • Signature Pad

Choose this option if you want to sign the document with a StepOver signature pad.

  • Smartphone/ Tablet

Choose this option if you want to generate a QR code on your PC, scan it with the SignatureOffice app, your smartphone/tablet camera or a QR code app and then sign on that device.

  • On this Display

You sign with an HTML signer directly on the device on which you have opened the document viewer (on the smartphone/tablet or tablet PC with your finger or a touch pen).

If you are already in the active signature mode but still do not want to sign, you have the option to stop the signature process via "stop signing".
You will return to the view mode and can also sign the document at a later time with "Start signing".

After all signatures have been executed, the document is finished and is now available for download directly in the Document Viewer or on the desktop.

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Sign with StepOver signature pad

When using a StepOver signature pad for the first time, the StepOver Pad Connector must be installed.

The Pad Connector is a local application and is used for communication between the signature pad and webSignatureOffice, see a) with StepOver signature pad.

Pad Connector download links:

StepOver Pad Connector for Windows: https://www.stepoverinfo.net/download.php?key=padconnector-win

StepOver Pad Connector for MacOS: https://www.stepoverinfo.net/download.php?key=padconnector-macos

StepOver Pad Connector for Linux: https://www.stepoverinfo.net/download.php?key=padconnector-unix

If you click on "Signature Pad" without having already installed the Pad Connector, the following message appears:

Click on "Download" to download the Pad Connector and install it.

After successful installation, all StepOver signature pads will be detected automatically.

If you now select "Signature Pad" to sign, the connected StepOver signature pad will be recognized and you can then sign on it.

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Sign with Smartphone/Tablet using StepOver Apps 

If you select "Smartphone/Tablet", a QR code will be generated.

You can then scan the code using the SignatureOffice app or the QR code scanner on your mobile device to sign on it with your finger or touch pen.

For information regarding system requirements and apps, see b) with iOS or Android.

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Sign with HTML-Signer on this display

If you want to sign directly on the device on which you have opened the document, select "On this display".

No app or additional application is required for this. This function is primarily suitable for devices with a touch-enabled display for signing on it with a finger or a touch pen.

For information about the system requirements, see c) with other devices (e.g. Windows Tablets/ Phone, etc.).

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Sign now

When you place a signature field and select yourself as the signer ("Select own user"), the "Sign now" function is available.

This function allows you to sign directly without having to create a signature request in advance.

"Sign now" costs one credit, just like creating a signature request.

After signing with "Sign now" you can download the document directly or finish it with a click on "Next".

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Click to sign (user certificate)

As an alternative to the handwritten signature, you also have the option of a click signature (click to sign). This is a digital signature that is generated using your user certificate (password entry required).

Clicking on "click to sign" starts the signature process.

Now you will be asked to enter your webSignatureOffice user password (if you have a webSignatureOffice account). Optionally you can add a text and the date.

Click on "Sign" to generate the certificate signature.

This signature type is also available to guest signers after receiving the corresponding e-mail. No password entry is required for this.

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If you want to sign (have signed) several documents within one process, you can create an envelope. Furthermore, a so-called download condition can be added to an envelope. This allows you to specify that, for example, one document must first be downloaded (download condition) before another can be signed (signature requirement). You create an envelope via the "Add new" button in the dashboard area.

Here you can create a new folder or a new envelope. Click on "New Envelope" to start the process of creating an envelope.

First, a name must be entered for the envelope. All available signature requests that can be added to an envelope are listed under "Add documents".

These are signature requests that you have created yourself and that have not yet been signed (by you or another signer).

If you do not see any documents listed here, you must first create signature requests accordingly (see "Create signature request" above). You can select any number of documents to create an envelope.

In the next step, you can add a download condition to the envelope by setting the "Add conditions" option.

This means you define that a signer of the signature request(s) must download a document before or after signing.

A download condition can refer to a signature request contained in the envelope or its copy (Existing document in the envelope) or to a separate document that is not to be signed (Another document).

Use the "Show preview of this document" option to specify whether or not the download condition should also be displayed in the document viewer (where the documents are later signed).

If you add one or more download conditions to an envelope, you must then specify which signer must fulfill / download which condition.

The last step is to define an order for all positions (signature requests, conditions) in the envelope. You can move the individual positions up or down accordingly via drag & drop.

Click on "Create" to create the envelope, which will then be displayed in the dashboard below the "My documents" folder.

You can open an envelope either by double-clicking on the envelope list entry or by clicking on "View" (on the right bar). 

The Envelope Viewer also includes a navigation bar on the right side of the screen.

Here you can navigate between the individual positions by clicking on the respective icons (pen = signature request, cloud = download condition).

A download condition within an envelope appears in the form of a popup. Clicking on "Download" fulfills this condition and the document can be saved on the device.

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PrintToWeb is a virtual printer that can be used from any printable application to create PDF documents for webSignatureOffice.

After successful printing, the document is automatically uploaded to webSignatureOffice for further processing.

Upload via PrintToWeb:

After creating a document (e.g. with Microsoft Word) you can print it with PrintToWeb to upload it to webSignatureOffice.

After selecting PrintToWeb as the printer and starting the printing process, you will be prompted to log in.

You can optionally save your webSignatureOffice credentials so you don't have to re-enter them when printing with PrintToWeb.

With a click on "Ok" the document is automatically uploaded to webSignatureOffice as a PDF document.
Manual upload with PrintToWeb:

With a click on "Upload file" you can select the desired PDF document and then upload it to the webSignatureOffice server.

If the credentials have not been saved, you will be prompted to log in.

The uploaded PDF document is then available on webSignatureOffice on the desktop.

The following settings are available for PrintToWeb:

  • Change user (just overwrite the username)
  • Save Username and password
  • Change upload server
  • Display success message (after successful upload of a document) and hide again after 5 sec.
  • Open the uploaded document directly in the browser afterward
  • Language selection German/English

With "Check connection" you can check the successful connection to the webSignatureOffice Server.

PrintToCloud Download-Link: https://www.stepoverinfo.net/download.php?key=p2w

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