With the remote signature workflow, you can send a PDF document to an external recipient for signature. The recipient receives an email with a secure link and can sign the document without needing their own signoSign or Nextcloud account.
Procedure
1. Select a document
In the Nextcloud file browser, navigate to the PDF document you want to send for signature.
The app currently supports only PDF files. This feature is not available for other file formats.
2. Start shipping
Open the file's context menu (right-click or three-dot menu) and select “Request remote signing”. The Request Remote Signature dialog box will open.
3. Enter recipient information
Fill in the fields in the dialog box:
Recipient email (required field)
Enter the email address of the person who is supposed to sign the document.
Notification language (required field)
Select the language in which the notification email will be sent to the recipient. You can choose from German, English, and French. The language is automatically preselected based on the logged-in user’s Nextcloud language setting, but can be changed manually. If the language is not available, English will be selected.
Authentication (required field)
Select how the recipient must verify their identity before signing:
|
Option |
Description |
Additional field |
|---|---|---|
|
No authentication |
The recipient can open the document immediately. |
– |
|
Password |
The recipient must enter a specific password to open the document. |
Password-Field |
|
TAN via SMS |
The recipient receives a one-time code via text message to open the document. This option is only available if an SMS key has been configured in the linked signoSign/Universal account. |
Recipient's mobile number |
|
TAN via email |
The recipient will receive a one-time code via email to open the document. |
Email address for TAN delivery |
The last authentication method used will be automatically selected the next time you open the dialog.
Email options (optional)
You can customize the notification email using the expandable "Email Options" section (optional):
|
Field |
Description |
|---|---|
|
Subject |
Email subject line |
|
MailText |
Body of the email (line breaks allowed) |
|
MailSignature |
Signature text at the end of the email (line breaks allowed) |
All three fields are optional. If left blank, default text will be used.
4. Submit request
Click “Send.” The button will not be active until all required fields have been filled out correctly.
The App:
-
Upload the document to signoSign/Universal
-
Creates a secure signature link for the recipient
-
Automatically sends a notification email to the recipient
-
If necessary, adds the configured tag and comment to the file
If the file is sent successfully, a message will appear stating that the file was sent successfully.
Requests that are not processed within 90 days will be automatically deleted.
5. The recipient signs the document
The recipient receives an email containing a link to the document. After any necessary authentication, the document opens in signoSign/Universal for signing.
6. Ergebnis wird zurück in die Nextcloud übertragen
Once the process is complete, Nextcloud is automatically notified via a webhook.
-
The document has been signed: The signed document is automatically downloaded and replaces the original in Nextcloud. Any comments and tags you've added are updated.
-
The signature was rejected: The recipient has rejected the signature request. The document remains unchanged in Nextcloud. Any configured comments and tags for rejections are applied.
Error messages
|
Notice |
Cause |
Solution |
|---|---|---|
|
Username or password or baseurl not set in settings |
Connection data is missing |
Administrator: Complete the configuration |
|
Invalid credentials ... |
Your login credentials are invalid |
Administrator: Check username/password |
|
Invalid URL ... |
Server URL not accessible |
Administrator: Check URL |
|
Network error: ... |
Network error during processing |
Check your network connection and try again |
Notes
-
The document can still be opened and read in Nextcloud after it has been sent. It will not be replaced until the recipient has signed it.
-
A request that has already been sent cannot be revoked via the Nextcloud app. This can only be done via the signoSign/Universal web app.