How to confirm or sign a document the company sent me

What is it for?

The company can send you documents to read and sign. This article shows where you find them, how you confirm or sign them and what is recorded.

When to use it?

• The company asked you to confirm a declaration, for example the declaration of attendance of a training course.
• You received a request to sign a PDF (a declaration of receipt of equipment, for example).
• You disagree with the document and want to refuse to sign.

Where to find it?

There are two places, in My space:

• Payslips and documents › Documents to confirm: documents that Human Resources ask you to confirm.
• My signatures: PDFs that the company sends you to sign.

The monthly trip map is not in Documents to confirm: you accept it in Trips and expenses › My monthly trip maps (see How to record a trip and claim the travel allowances).

Before you start

• The profile is Worker: having My space is enough. All the steps below were done end to end with that profile.
• You only see the documents sent to you. If the list says “Nothing waiting for your confirmation” (or “Nothing waiting for your signature”), nothing is pending.

How to use it

Confirm a document in “Documents to confirm”

1. Open My space › Payslips and documents › Documents to confirm. The list has Document, State, Confirmed on and How it was confirmed, and shows the Waiting for confirmation filter by default.
2. Open the document and read it: the link with the document's name, below the fields, downloads the PDF.
3. Click Read and confirm. The Confirm the document window opens, with the Name already filled in and the Signature box.
4. Click the Signature box. In the Adopt Your Signature window choose Auto (your name in handwriting style), Draw or Load (an image) and click Adopt & Sign.
5. In the Confirm the document window click Confirm.

Sign a PDF in “My signatures”

1. Open My space › My signatures. The list (To sign) has Document, Template name, Requested by, Due, Signed, Number of signers and State.
2. Open the request and click Sign. The PDF opens, with the Sign here box where the company wants your signature.
3. Below, in Your signature, check the Complete Name and choose Auto, Draw or Load.
4. Click Sign the document.

Refuse a signature

1. In the Your signature panel, click Refuse. Below the buttons, the Why do you refuse? field appears with the Confirm refusal button, which only becomes active after you type the reason. If you do not see them, scroll down the page.
2. Type the reason and click Confirm refusal.

Expected result

• Documents to confirm: the State changes to Confirmed by the worker and the record shows How it was confirmed (“By the worker, in My space”), the Name signed, Confirmed on (date and time), the IP address and the fingerprints (SHA-256) of the PDF read, of the signature and of the final PDF. There is also the PDF with the confirmation page.
• My signatures: the screen says “All the signatures are done. The signed PDF is below.”, with the fingerprint (SHA-256) of the signed PDF, and shows the PDF with your signature in the marked place. Whoever requested the signature sees the request as Signed.
• Refusal: the screen says “You refused to sign this document. This request is closed and cannot be signed.” and the request becomes Refused for whoever sent it, with your reason in the history.

Important notes

• Signing is final. In My signatures, the Sign the document button signs straight away with the name and signature in the panel (the Auto signature is preselected). Read the PDF before you click.
• The Sign the document button does not work with an empty Complete Name (it is disabled).
• The date, your IP address and the PDF's fingerprint are recorded. This is how the company proves what you signed and when.
• The signature is a simple electronic signature, chosen on screen: it is not a qualified digital signature (with the Citizen Card (Cartão de Cidadão) or the Digital Mobile Key (Chave Móvel Digital)). Pending validation by a certified accountant: the legal value of this signature for each type of document.
• Pending validation on screen: the invitation e-mail message. The demo has no mail server (the request history says “NOT SENT, resend it”) and outgoing communication is blocked; the request still appears in My signatures.

Common problems

“The signature is empty”

• Symptom: in Confirm the document, Confirm opens the window “Invalid Operation: The signature is empty. How to fix it: draw the signature in the box and confirm again.”
• Cause: you did not adopt any signature in the box.
• What to do: click the Signature box, choose a signature, Adopt & Sign and click Confirm again.

“The deadline to sign has passed”

• Symptom: when you click Sign, the page says “The deadline to sign has passed. Ask the sender for a new request.”
• Cause: the request had a Due date (visible in the list and below the title) and it has passed.
• What to do: ask whoever sent the document for a new request.

The document does not appear

• Symptom: the list says “Nothing waiting for your confirmation” or “Nothing waiting for your signature”.
• Cause: the company has not yet sent you the document; you have already signed or refused it (the request leaves To sign); the list has the Waiting for confirmation filter; or the request closed without a signature, because the sender cancelled it or because the Due date passed (once a day, requests whose deadline has passed close and leave the list). If it closed without a signature, ask for a new request.
• What to do: ask Human Resources to send it (see How to ask an employee to confirm a document and How to request the electronic signature of a document).