Operation | signotec Knowledge Base

First Launch

The first time the app is launched, the privacy policy is displayed. It should be read carefully and must be accepted before use. After that, the app can be used.

Managing Documents

Working Folders

Working folders must be defined to use the app.

Each working folder is a path to a folder in the Android file system where documents are stored by the app.

The working folders are shown when the app starts and are used to logically sort documents and automate processing.

The following working folders exist:

Vorlagen ("Templates"): Recurring documents can be stored in the "Vorlagen" folder. When such documents are opened and edited, the original file remains unchanged and a new file with the changes is saved in the "Dokumente" folder.
Dokumente ("Documents"): The "Dokumente" folder contains documents that were edited from the "Vorlagen" folder. This folder is also used to store documents in the app that do not need to be edited repeatedly. Imported documents are also stored here. Documents opened from here are overwritten when saved.
Archiv ("Archive"): All documents archived using the "Archive" function are stored in the "Archiv" folder.

Working folders are defined in the settings. A corresponding notice is shown the first time the app starts. The folders can also be changed at any later time.

Other Folders

Regardless of the defined working folders, documents can also be selected and opened from any other folder, e.g. on the device or in cloud storage such as Google Drive.

To select a different folder, choose the "Dateibrowser" (File Browser) area on the app’s home screen. The standard Android file browser opens, giving access to almost any storage location on the device as well as compatible file storage services.

If files from other folders are edited, the changes are generally always overwritten in the original folder when saving. However, due to increasingly strict policies, the app may not always be able to automatically overwrite, delete, or rename files in external folders. In this case, files are saved in the "Dateien" (Files) working folder after editing.

When using the Archive function, the edited file is always saved in the "Archiv" working folder. If technically possible, the source file is deleted in the process.

Editing Documents

When a document is opened for editing, it is displayed in the document viewer. The viewer allows you to navigate through the document, fill out form fields, edit and share the document, and capture signatures.

Form Fields

PDF forms can be filled out within the viewer. The common field types for text input, checkboxes, multiple choice, and drop-down fields are supported. Form field entries are saved when the document is saved or with the first signature in the document.

Signature Capture

Signature capture can be started by tapping a signature field or by using the "Sign" function.

If a single signature field is tapped, signature capture starts for the selected signature field. If the "Sign" function is used, all empty signature fields in the document can be signed one after another without having to select each field individually.

Once signature capture has started, a dialog opens for capturing and displaying the signature in real time. The signature can be entered using the smartphone’s or tablet’s stylus or touch input. The icons allow the signature capture to be canceled, repeated, or confirmed. After the input is confirmed, the signature is applied to the document and displayed there.

The first time a signing process is started, a certificate must first be created, which is used for the digital signature. The certificate’s name is later visible in the document. Alternatively, a certificate can be imported in the settings.

The toolbar below the open document shows all the functions available for editing the document. The availability of these functions depends, among other things, on the app’s settings and on whether the document has already been signed. Typically, the following tools should be visible:

Function	Description
Sign	This button starts the signing process or creates a new signature field. A selection appears: Start Signature Capture: Starts the signing process so that all existing signature fields can be signed one after another. Add Signature Field: When a new signature field is added, a frame appears in the middle of the display. The frame can be moved and resized on the document. The checkmark icon confirms the position. The 'X' icon cancels the addition. If the document does not yet contain any signature fields, a new signature field is created directly, without a selection prompt.
Notes	This button starts capturing handwritten notes. After selecting the tool, the upper and lower toolbars change. Undo: The arrow icons let you step forward and backward through the changes. Marker: Activates the text marker to highlight text in the document. Line Style: The pen or marker has a configurable color, thickness, and opacity. Confirm Notes: The confirm icon at the top right of the bar above the document lets you confirm the captured notes. Cancel Notes: The cancel icon at the top left of the bar above the document lets you cancel and discard the captured notes. Notes that have already been confirmed can no longer be removed.
Images	This button lets you add images to the document. Images can be placed freely in the document or added as new pages at the end of the document. A selection appears: Place Camera Image Freely: Starts the camera to capture an image, which can then be placed freely in the document. Camera Image on New Page: Starts the camera to capture an image, which is then added as a new page at the end of the document. Place Gallery Image Freely: Opens the gallery to select an image, which can then be placed freely in the document. Gallery Image on New Page: Opens the gallery to select one or more images, which are then added as new pages at the end of the document. A maximum of 2 images are always added per page. This function can be adjusted in the settings to only allow adding images via the camera or the gallery.
Share	This button lets you forward the document to another app. When selected, the standard Android sharing dialog appears, showing compatible devices and apps, e.g. an email app.
Archive	This button lets you archive the document. When archived, the document is saved in the app’s "Archiv" folder. If the original document came from the app’s "Dokumente" folder, it is deleted from there.