* Additional functionality subject to a separate order

 

Notices can be signed electronically. If the organisation has electronic signing enabled, the system will prompt the user to select whether the document concerned is to be signed in the normal manner or electronically. If you select ‘E-signature’, the signing will be carried out according to the instructions below.

 

 

Electronic signing process

1) The processor of the request defines the signatories (on the ‘Signatories’ tab)

2) The invitation to sign will be first sent to the signatory who has been defined as the first signatory. When the person concerned has accepted the request with their electronic signature, the invitation will be sent to the next signatory

3) When all the signatories have signed the request electronically, the request can be published

 

Note! All the signatories must approve the request before it can be published.

 

 

The electronic signing of the request requires approval from all those who have been defined as signatories using their online banking credentials, mobile certificate or electronic ID card.

  • Online banking credentials
    • Authentication with online banking credentials is possible using the personal online banking credentials issued by a bank. Further information about authentication using online banking credentials is available at the www.suomi.fi service maintained by the Population Register Centre, for example, or from your bank.
  • Mobile certificate
    • The mobile certificate is an electronic ID card that can be used for proving your identity online in a secure way. You may order a mobile certificate from your mobile operator’s website. To authenticate using your mobile certificate, you will need to activate the mobile certificate stored on the SIM card of your mobile phone. Further information about the mobile certificate can be found at www.mobiilivarmenne.fi, for example, or from the www.suomi.fi service maintained by the Population Register Centre.
  • Electronic ID card
    • The electronic ID card is a personal certificate issued by the Population Register Centre. Further information about the electronic ID card is available from the Population Register Centre.

 

Signing the request


If e-signature is enabled, the request, opening document and contract award decision must be signed electronically

  • Define the signatories
  • The signatories are defined in the ‘Signatories’ section of the request
  • You can select a signatory from the drop-down menu (all licenced users of the system)
  • You can enter signatories by clicking ‘Add a new person’

Note! You can set a maximum of four signatories in electronic signing.

 

After you have selected ‘Yes’, you will receive a confirmation for the commencement of the signing process, and the view switches to the signing page.

 

Send invitations to sign

  • The electronic signing process takes place in an external system.
  • Each signatory will receive an email with instructions on how to complete the signing process.
  • ‘Send invitations to sign’ - The invitation to sign is sent by e-mail to the first signatory

 

Confirm the starting of the signing process

  • ‘Are you sure you want to start the signing process and send the invitations?’ – select ‘Yes’ or ‘Cancel’
  • The system confirms that the signing process has been started

 

Return to editing

  • With the ‘Return to editing’ functionality, the processor may stop the electronic signing process and open the request for editing.
  • Click ‘Return to editing’

Save

  • Use the ‘Save’ feature to save the view.

FIGURE: When electronic signing has been set for the request and the signing process has been started, the system directs the user to set the signatory’s e-mail address. Then select ‘Send invitations to sign’ to send the invitation to sign the request by e-mail to the signatories.



Electronic signing of the request


When the signing process has been started, an e-mail message is sent to the signatories.

•    The signatory may use the link included in the email to proceed to signing the contract


Choose the authentication method.


Online banking credentials

  • Authentication with online banking credentials is possible using the personal online banking credentials issued by a bank. Further information about authentication using online banking credentials is available at the www.suomi.fiservice maintained by the Population Register Centre, for example, or from your bank.
    • From the window that appears, select online banking credentials as the authentication method
    • Select the online bank you want to use from the window and proceed according to the process of the bank concerned to complete the authentication


Mobile certificate

  • The mobile certificate is an electronic ID card that can be used for proving your identity online in a secure way. You may order a mobile certificate from your mobile operator’s website. To authenticate using your mobile certificate, you will need to activate the mobile certificate stored on the SIM card of your mobile phone. Further information about the mobile certificate can be found at www.mobiilivarmenne.fi, for example, or from the www.suomi.fi service maintained by the Population Register Centre.
  • From the window that appears, select mobile certificate as the authentication method
    • Enter your phone number and, where applicable, the security code. Note! The security code is an optional mobile certificate password to protect the mobile certificate from intervening requests. If you do not have the security code enabled, leave this field blank. If you want to enable the security code, contact your mobile operator.
    • Click ‘Send request to mobile phone' or ‘Cancel
  • If you choose ‘Send request to mobile phone’, Avaintec will send the authentication request to your mobile phone. If you accept the authentication request, click ’Accept’. If you do not want to proceed with the authentication request, click ’‘Undo’)Your browser will wait for response during the time when the authentication request is pending acceptance.
  • If you choose ‘‘Cancel’, you will not send an authentication request to your mobile phone and will not proceed in the electronic signing process.
  • After acceptance, enter the PIN code of the mobile certificate. Note! The PIN code was defined when the mobile certificate was put to use


Electronic ID card

  • The electronic ID card is a personal certificate issued by the Population Register Centre. Further information about the electronic ID card is available from the Population Register Centre.
  • From the window that appears, select the electronic ID card option
    • After your selection, the system will check whether an ID card issued by the Population Register Centre is inserted in the device. When an ID card issued by the Population Register Centre is found, the Population Register Centre’s pop-up service window appears. In the view, select ‘OK’, enter your PIN code and proceed to authentication.


After authentication, the electronic signing page for the request opens

Accept or reject the electronic signing of the request

  • Accept the terms
    • Select ‘I accept the terms’
    • Choose the authentication method.
    • When the signing process has been brought to completion, all the signatories will receive a confirmation message in their e-mail
  • I do not accept the terms
    • Enter your reasoning if applicable and click ‘Reject’
    • If you do not accept the contract terms, the status of the electronic signing process changes to ‘Rejected’


Publishing the request

  • When all the signatories have signed the request, the notice can be published.
  • Click ‘Go to publishing’


You can open the request for editing using the ‘Return to editing’ functionality. If the request is edited at this stage, the electronic signing process must be repeated from the beginning. 



Electronic signing of the contract award decision

  • The signatories are defined in the ‘Signatories’ section of the contract award decision document.
  • You can select a signatory from the drop-down menu (all licenced users of the system)
  • You can enter signatories by clicking ‘Add a new signatory’


    

  • Click ‘Save and continue’
  • Define the e-mail address of the recipients of the invitation to sign and select ‘Send invitations to sign’
  • When the contract award decision document has been signed electronically, you can proceed to electronic notification

 

Return to editing

  • With the ‘Return to editing’ functionality, the processor may stop the electronic signing process and open the request for editing.
  • Click ‘Return to editing’

 

Save

  • Use the ‘Save’ feature to save the view.


FIGURE: Enter the signatory’s e-mail address and sent the invitation to sign

 

 

NOTE! If you intend to make an electronic notification from the system, be sure to return to send the notification from the ‘Contract award and order’ section when the electronic signing process has been brought to completion