Using SignSpace

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Start a space 

To start a new space Click + New button and choose Message.

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Fill in the new message form. If you have more than one paid account, choose your account from the Owner field. The Subject will become the new space subject. People listed in the Members field will have access to the created space where this message is posted. Click Post. A new space will be created and the first message posted in it.

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You may also start a new space with a signing request or a task as described in the following sections.

Create a signing request 

To create a signing request in a new space, click + New button and choose Signing request.

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Fill in the new signing request form. If you have more than one paid account, choose your account from the Owner field. The Subject of the signing request will also be used as the space title. Signatories will have access to the created space and will be invited to sign the attached documents. The Inform field lists other users who will be notified about this signing request and will have access to the created space.

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After clicking Post, a new space will be created and the signing request will be posted in it as the first activity.

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It is also possible to create a signing request as a new activity or inline reply in an existing space.

To create a signing request as a new activity in an existing space click the bottom reply bar.

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When a simple message form appears, change the selected tab to Signing request.

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You will be presented with a signing request form. Fill in the form.

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This signing request will be posted as a separate activity in the current space.

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To create a signing request as an inline reply, click the inline reply bar.

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When a simple message form appears, change the selected tab to Signing request.

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You will be presented with a signing request form. Fill in the form.

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This signing request will be posted as an inline reply to the activity you selected.

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Sign a document 

When you are invited to sign a document, you will receive an email notification. Follow the email link to SignSpace space where the signing request is located. To start the signing process, click Read & sign.

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The document preview window will open.

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Read all the documents - there might be more than one document to review. For convenience, you can download documents for review.

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After reviewing all the documents, click the Proceed to sign button. On the last step of document signing, click the button Sign 2 documents now.

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If this is the first time you are signing documents on SignSpace, you will need to verify your identity. To ensure trusted communication, SignSpace uses identity verification service by Signicat. Identity is verified via electronic IDs for Finland, Sweden, Norway, Denmark, Estonia, Latvia, and Lithuania. To verify your identity, have your bank or mobile electronic ID credentials ready. 

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Once you are back to SingSpace after verifying your identity, click the Sing 2 documents now button again to resume signing.

It might take some time to generate a new document version with your electronic signature attached to it. In such a case, you will see the signing… progress indicator instead of the button you clicked. Wait until this process is finished.

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When the signing process is finished and the document version with your electronic signature is generated, you will be redirected back to the space with the signing request. A green status indicator next to your name will show that you have signed the document.

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View a signed document 

Viewing PDF files

When a PDF file is signed on SignSpace, a signature page is affixed to the end of the PDF file. To view the signed PDF file, download it from the completed signing request. You can also find the signed PDF file under the Files tab in the folder, which has the same title as the completed signing request.

Viewing non PDF files

When a non PDF file (e. g. Word, Powerpoint, Excel, image or video file) is signed on SignSpace, a ZIP file is created. It contains both, the original file and a PDF signature page. To view the signed file, download the ZIP file from the completed signing request. You can also find the signed file under the Files tab in the signing requests folder with the same title as the completed signing request. The original file and the PDF signature file are not zipped when viewed from the Files tab folder.

Verify a signed document 

Note! If you download a signed file and open it (even if you do not edit it), the file is considered changed, and signature verification will not work. When verifying a file, do not open it after downloading it from the completed signing request. If more than one file was signed in the same signing request, download all the files directly from the completed signing request without opening them.

Verifying PDF files

Download the signed PDF file from the completed signing request to your computer without opening it. Select that PDF file from your computer and upload it to https://www.signspace.com/verification.html.

If you are trying to verify a single file that is part of a multiple file signing request, upload all the files of that signing request at once.

Verifying non PDF files

Download the ZIP file, which contains the original file and a PDF signature page, from the completed signing request to your computer without opening it. Select that ZIP file from your computer and upload it to https://www.signspace.com/verification.html.

If you are trying to verify a single file that is part of a multiple file signing request, upload all the ZIP files of that signing request at once.

Create a task 

To create a task in a new space, click + New button and choose Task.

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Fill in the new task form. If you have more than one paid account, you will be asked to choose your account in the Owner field. The Subject of the task will also be used as the space title. The Assign to will have access to the created space and will be invited to complete the task. The Inform field lists other users who will be notified about this task and will have access to the created space.

Click Post.

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A new space will be created, and the task will be posted in it as the first activity.

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It is also possible to create a task as a new activity or inline reply in an existing space.

To create a task as a new activity in an existing space, click the bottom reply bar.

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When a simple message form appears, change the selected tab to Task.

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You will be presented with a task form. Fill in the form.

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This task will be posted as a separate activity in the current space.

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To create a task as an inline reply, click the inline reply bar.

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When a simple message form appears, change the selected tab to Task.

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You will be presented with a task form. Fill in the form.

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This task will be posted as an inline reply to the activity you selected.

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Start a chat 

Click on the sidebar +New chat link in the People section.

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An empty chat window will open.

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Start typing the names of the people you want to chat with. The auto-suggestion list will help you add people.

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You can also include a group by typing group name.

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Make sure to add all the needed members, because new members may not be added to the chat after the first message is posted.

When you have added all the chat members, switch to the message field at the bottom of the screen, write your first message and click Post.

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The chat is created and your first message is posted in it.

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Create a group 

Select a specific account in the top left corner of the sidebar and click + New group in the Groups section of the sidebar.

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In the group management page fill in all the information for the group and add members.

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To add members, click Add users or groups, start typing a name and you will be provided with an auto-suggestion list. You may add persons or groups (another existing group may be part of a new group).  

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Once you listed all the needed people, click Add...

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… and new users will be added to the group.

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When you return to the Messages tab, the newly created group is available in the groups’ list on the sidebar.

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