As a first step, you need the electronic mailbox number of each person whose signature you require on an electronic document. Ask these individuals for their electronic mailbox numbers, for example, in person, by telephone, by email, or by other means.
Your electronic mailbox number consists of the letter E followed by a 10-digit number and can be found in two places. On the homepage of your electronic mailbox, in the upper-right corner, there is a small arrow next to your name in the so-called mini-profile. Clicking this arrow will display your mailbox number. Alternatively, you can find it under Settings, in the Mailbox Information section.
Once you have obtained the mailbox numbers of all the individuals concerned, you can create an electronic document in your electronic mailbox. Click the Create Message button in the upper-left corner, select the relevant service, complete the electronic form, and then click the Sign by Multiple Persons button.
The next step is to select the individuals by entering their electronic mailbox numbers, enter your six-digit Personal Security Code (BOK), and save the message as a draft.
The person to whom you grant access to sign the electronic document will receive a message in their electronic mailbox entitled “Access Granted for Signing”. The message contains a hyperlink which, when clicked, displays the submission that needs to be signed.
Access to the message for the purpose of signing the document is granted for a limited period of 48 hours. The document must therefore be signed within this period, or downloaded if necessary. Once the document has been signed, clicking the Finish button revokes the access granted to the submission.
To speed up and streamline the entire process, we recommend that the person granting access suggest that the signatories enable notifications for incoming messages. This way, signatories will not have to wait and repeatedly check whether a new message has arrived; instead, they will receive a notification when a new message is received.
For more information, see the related document: Guide to Setting Up Notifications in the Electronic MailboxOpens in a new window.
To avoid submitting a document before it has been signed by all the required individuals, you can first check the signatures in the Message Details section or by selecting Verify Signatures.
You can also manage access permissions by adding or removing access. For example, if an electronic mailbox number was entered incorrectly, you can make the necessary changes using the Manage Access option.
In practice, a situation may arise in which one of the required signatories is unable to sign an official document because they do not have an electronic mailbox (for example, a foreign national) or do not have an alternative authenticator or electronic identification means from another EU Member State.
In such cases, you can download the unsigned .xml file and send it to the relevant person. However, that person must use an application that converts the XML data into the XMLDataContainer format in accordance with Annex No. 7Opens in a new window to the Decree on Standards for Public Administration Information TechnologyOpens in a new window. Otherwise, the submission will not be accepted.
Once the document has been successfully signed, the person should return the file containing their added signature to you in .asice or .sce format.
You can then upload the signed document directly to the electronic submission or attach it as an attachment, as required.
