webSignatureOffice User Manual (English)
Index
- 1 Free Registration
- 2 Start page
- 3 Profile Settings
- 4 Passkey - Secure Login Without Password
- 5 Qualified electronic signature (QES) – Account Creation
- 6 Contacts
- 7 Delegation Function
- 8 Credits
- 9 Create signature request
- 10 Creating and Signing a Qualified Electronic Signature (QES)
- 11 Sign a signature request
- 12 Handwritten signatures
- 13 Sign with StepOver signature pad
- 14 Sign with Smartphone/Tablet using StepOver Apps
- 15 Sign with HTML-Signer on this display
- 16 Sign now
- 17 Click-to-Sign (user certificate)
webSignatureOffice support form: https://www.websignatureoffice.com/en/contact/
Free Registration
Registration is completely free and can be completed in just a few steps. English, German, Spanish, and French are available as language options.
After accepting the terms of use and entering the required information, complete the registration by clicking "Register".
The registration was successful. You will receive an email shortly to verify your account.
To verify your webSignatureOffice account, enter your username/email and password again and click "Verify".
Your account is now successfully verified.
Click "To Login" to proceed to the login page.
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Start page
The start page is the central overview and main workspace.
It provides a quick overview of your document bundles and the current status of your signature requests.
The start page allows to:
view an overview of your document bundles
upload PDF documents
manage document bundles
create and track signature requests
search and filter document bundles
download document bundles
download audit reports for any document bundle
The top bar gives you access to your profile settings, language options, and the help center. You can also log out of your account from here.
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Profile Settings
In Profile Settings, you can manage your personal information and account settings.
You can:
edit your personal information
change your password
upload a profile picture
define which profile information is public or private
Additionally, you can:
select which document bundles are synchronized with the SignatureOffice app¹
define your default signing method
enable SMS authentication for additional user verification
You can also delete your account completely.
All associated documents and user data will be permanently removed.
Signature type Selection:
Here you define how you want to sign documents by default.
This setting applies only to your own signatures. Other signers can choose their own signature type.
Available options:
Show selection windows
Before each signing process, a selection window appears where you can choose your preferred signature method.Always sign with Pad
Documents are signed using a StepOver signature pad.Always sign with Smartphone/Tablet
A QR code is generated. You can scan it with the SignatureOffice app¹, a QR code app, or your device’s camera and then sign on your mobile device.Always sign with HTML-Signer
The signature is made directly on the current device using an HTML signer. This option is especially suitable for devices with a touchscreen.
¹ iSignatureOffice (iOS) / aSignatureOffice (Android)
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Passkey - Secure Login Without Password
A passkey is a modern authentication method based on cryptographic keys. It allows secure login without using a traditional password.
The passkey is stored on a device such as your smartphone or tablet.
Create a Passkey:
Open the profile menu
Select Create a Passkey
Choose your device (e.g., iPhone, iPad, Android) and click Next.
Scan the displayed QR code with the device where you want to store the passkey. Follow the instructions on your device to save the passkey.
Login with Passkey:
After successfully creating a passkey, it can be used to log in.
Open the login page and select “Login with Passkey”
A dialog box will appear to start the login process. Click “Next.”
Scan the QR code with the device where the passkey is stored.
Confirm the login on your device
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Qualified electronic signature (QES) – Account Creation
To use qualified electronic signatures (QES), you need a QES account with our partner provider.
You can create this account directly through the Profile Settings.
Create QES Account
Navigate to Profile Settings and then to the Qualified electronic signature section.
Click on “Create Account.” A new window will open, providing all relevant information for account creation, including the cost of the one-time verification.
Confirm by clicking “Yes, continue.” Then a new window will open to create the QES account. You may need to enter any missing information, such as your mobile number. Then click on "Create account".
2. Identification
Verify your identity. Clicking on “Verify Identity” will redirect you to our partner’s website to complete the identity verification process.
Completion of verification. Once the verification is successful, you will be redirected back to your profile page. Your QES account is now active, and you can start using qualified electronic signatures.
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Contacts
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.
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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Delegation Function
The Delegation Function allows temporary access rights to document bundles to be granted to an existing contact. The scope of permissions and the validity period of the delegation can be defined individually during setup.
Once the delegation has been activated, the shared document bundles are displayed in the delegate's document list. Document bundles assigned through a delegation are clearly marked and include information about the owner of the document bundles.
The delegate can view, edit, or sign document packages according to the permissions granted.
Create/Delete a Delegation
The Delegation Function can be accessed via the left-hand navigation menu.
After clicking "Create Delegation", the configuration window opens.
1. Select a Delegate
A delegate is selected from the existing contacts.
2. Define the Scope
Define the scope of the delegation:
Single document bundle
All document bundles
3. Define Permissions
Read permission is enabled by default. Additional permissions can be granted:
Edit
Change the document bundle name
Modify the document bundle expiration date
Stop signature requests
Renew signature requests
Sign
Sign documents on behalf of the delegating user
Edit Form Fields
Edit form fields within the document package
4. Define the Validity Period
Valid From: Start date of the delegation
Valid Until: End date of the delegation
5. Save the Delegation
After saving, the delegation is created and becomes active.
6. Delete a Delegation
Select the delegation, click Delete, and confirm the prompt to remove the entry.
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Credits
Credits are required to create signature requests. One credit is charged for each PDF document that contains a signature field.
If a document folder contains multiple PDF documents, one credit is used for each PDF document with a signature field.
In addition, further credits may be required for certain additional features.
Signing the documents themselves is free of charge at all times.
You are provided with 3 webSignatureOffice credits free of charge each month. Your free credit balance is topped up to 3 credits at the start of each month.
You can purchase additional credits as required. Payment can be made via PayPal, SEPA direct debit, credit or debit card.
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Create signature request
A signature request contains one or more documents that are intended to be signed digitally. Together, these documents form a document bundle.
Step 1 – Prepare Document Bundle
After uploading one or more PDF documents, you will automatically be taken to the first step.
Document Bundle
Here you can:
Set the name of the Document Bundle
Define a due date
Documents
Here you can:
Upload additional PDF documents
Change the order of the documents
Add download conditions
Signers
Here you can add signers:
Guest signers (signature without registration)
Your own signature
Contacts from your contact list
Observers
Observers receive status updates about the signature request but do not sign.
Step 2 – Add Signature Fields
In this step, you prepare the documents for signing.
Here you can:
Place signature fields within the document
Define which signer is required to sign each field
Required Fields
A required field must be signed.
If the signature is refused, the signature request is considered failed.
Step 3 – Configure Options
In this step, you define additional settings for the signature request.
Signature Type
You can choose between the following types of signatures:
Handwritten signature
Click-to-Sign (user certificate)
Document Password
You can set a password that specific signers must enter before opening the document bundle.
SMS Authentication
Signers receive an SMS token to access the documents.
An additional credit is charged for this feature.
Email Notification
You can customize the subject and content of the email individually for each signer.
Step 4 – Send Request
In the final step, you review your information.
Here you can:
Check the summary of the signature request
Send the signature request
View the credits required
After sending, the signers will receive an email with a link to the Document Bundle.
The status of the signature request will then be displayed on the start page.
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Creating and Signing a Qualified Electronic Signature (QES)
When creating a signature request, you can select the signature type QES in step “3 - Configure Options”.
In this step, go to Signature Type and choose Qualified Electronic Signature (QES) (Handwritten or Click-to-Sign). Then complete the signature request.
Please note: Due to the use of QES, this option is more expensive than a signature request with an advanced electronic signature.
Signing with QES:
With QES signatures, immediately before signing, a token is sent via SMS for two-factor authentication. After entering the token, a qualified signature can now be made.
Sign Immediately with QES (SIGN NOW):
Alternatively, after placing the signature field, you have the option to sign immediately (for your own user) by clicking “SIGN NOW”.
Check the box for “Qualified electronic signature (QES)” to sign with qualified electronic signature.
You can now sign with QES. If you click on "Next", the document will be finished after charging the credits.
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Sign a signature request
As soon as you receive a signature request, it will be displayed on the start page. Signature requests that require your action are marked with the status “In Process.”
You will also see the due date of the signature request. If a request expires or is declined during the signing process, the status changes to “Failed.”
Failed Document Bundles can no longer be signed and can only be renewed into a valid signature request by the creator (this does not incur any additional credits).
By double-clicking the Document Bundle in the list view or clicking “View” in the preview, you will be taken to the document viewer. There, you can review the Document Bundle and then sign it
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Handwritten signatures
Click Start Signing to begin the signature process.
If no fixed signature method has been defined in your profile settings, you can choose from the following options:
Signature pad
Smartphone/Tablet
On this display
If you are already in active signing mode but decide not to sign, you can stop the process by clicking “Stop Signing.” You will return to view mode and can sign the Document Bundle later by clicking “Start Signing.”
Once all signatures have been completed, the Document Bundle is finalized and is immediately available for download in the document viewer or on the homepage.
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Sign with StepOver signature pad
To use a StepOver signature pad, the StepOver Pad Connector must be installed once.
The Pad Connector enables communication between the signature pad and webSignatureOffice.
After installation, connected signature pads are automatically recognized.
Then select Signature Pad to sign directly on the device.
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.
Scan the QR code using:
SignatureOffice app
camera
QR app
You can then sign on your mobile device using a 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
With this option, you sign directly on the device where the document viewer is open. This feature is especially suitable for devices such as tablets or laptops with touch capabilities.
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Sign now
When you place a signature field and select yourself as the signer (“Sign Myself”), the “Sign Now” feature becomes available.
This feature allows you to sign immediately without first creating a signature request.
“Sign Now” costs 1 credit, just like creating a signature request.
After signing with “Sign Now,” you can click “Next” to finalize the Document Bundle and download it.
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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 here 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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