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Trusted-profile e-signatures

A contract signed in fifteen minutes,
no printer, no scanner.

The client, site manager or engineer signs the document with the Polish trusted profile on gov.pl, the same way they sign letters to public offices. ArchiFlow sends the links, collects the signatures in one PDF and files it in the project folder.

Create your office for free How it works
A signed document, a phone with a confirmation and a folder receiving the signed file

How it works, step by step

  1. 1 Architect

    Picks the document and the people

    In the To sign tab they choose a PDF from the project folder or upload a new one, add signers (name, email) and can add the project client with one click. Then they send the request emails.

  2. 2 Signer

    Downloads the current version

    Opens their link and downloads the PDF. If someone signed earlier, they get the version with that signature, so every signature ends up in one file.

  3. 3 Signer

    Signs on gov.pl

    On the “Sign a document electronically” page they log in with the trusted profile, mObywatel or a bank and download the signed file. Nothing to install.

  4. 4 Signer

    Uploads the signed PDF

    Drops the file onto the page. ArchiFlow checks that the PDF contains a signature and saves it in a Podpisane subfolder of the project folder on the office Drive or Dropbox.

  5. 5 Architect

    Sees the status and gets an email

    The document card shows who signed and when, and who is pending. A reminder goes out with one click. After the last signature the document is marked “Signed by everyone”.

archiflowtool.udb.pl/…/s/…
Signer page: download the document, sign on gov.pl, upload the signed file

What the signer sees

A page in the office colours with three steps and one file. No account, no installation, works on a phone. After uploading they see who else still has to sign, and the project client returns to their portal with one button.

  • Signing instructions for gov.pl right on the page, with a link to the service
  • A warning when the uploaded file does not look signed
  • The office email address for anyone who prefers to send the file back by email

Who signs in an architecture office

Client

Design contract, amendments, written approval of the concept. Signs from their portal, a “Sign document” button appears next to the file.

Site manager, engineer

Statement of accepting duties, trade coordination sign-offs. Gets a link by email, needs no account or portal.

Neighbour, co-owner

Consent to build on the boundary, statement of the right to use the property. One link, three steps, no visit to the office.

Questions about e-signatures

Is the trusted signature enough for a client contract?
A design services contract does not require a special form, so one signed with the trusted profile by both parties is valid. A notarial form is required for other acts, such as transferring ownership of real estate. When in doubt, ask your lawyer.
Does ArchiFlow verify who signed?
ArchiFlow records who uploaded the signed file through their personal link and checks that the PDF contains an electronic signature. It does not verify the certificate inside the file. You can check the signer in the gov.pl validator by opening the signed PDF.
What if two people sign at the same time?
The second person gets a message that someone signed in the meantime and is asked to download the current version and sign it again. No signature is lost that way.
Where is the signed file stored?
In a Podpisane subfolder of the project folder on the office Google Drive or Dropbox. ArchiFlow keeps no copy, only an entry in the project file registry.
Does a signer need an ArchiFlow account?
No. They get a link by email. The project client also has a button in their portal and returns to the Files tab after signing.
How much does it cost?
E-signatures are included in every plan, the Free one too, with no limit on documents or signers.
Free plan forever

Your first project
in ten minutes.

Create the office, add a project and send the client a link. No card needed.

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