External people without accounts
A contractor, candidate, or employee receives a personalized link. The specified mechanism, such as an SMS code, secures access and identity.
Astrafox solution
Electronic signatures integrated into the entire document process
Contracts wait for signatures for weeks, documents are printed and scanned, and employees search email to see who has not responded. We organize the entire signing workflow, from document preparation and signer selection to file return and archiving.
From document preparation to archiving
The signed document returns to the correct case and system
We design the signature as a stage in a business process, not as a separate mailbox for sending files. A document can originate in AMODIT, CRM, an HR or ERP system, or a customer service application. Once signed, it returns with its status and history to the place where the organization manages the case.
The document is created, and the process selects the signers and correct files
We define roles, order, due date, access method, and permitted signature types
The participant applies a simple, SMS-confirmed advanced, qualified, handwritten, or one-time qualified signature
The process controls the status, sends reminders, and handles refusal or a change of signer
Signed files, dates, statuses, and comments return to the source system
The document goes to the archive, eTeczka, contract workflow, or the next processing stage
Batches instead of individual operations
We sign or seal HR documents, contracts, and scans in batches, including up to 100 documents with one authentication.
Verification and file integrity
The system verifies the signature and the document's authenticity and integrity and records the action history with the signed version.
More than a signing tool
Technology and services in the signing workflow
We use AMODIT and Astrafox products first. We then connect them with signature services and systems already operating in the organization.
AMODIT and TrustCenter
On Astrafox's own platform, we manage document preparation, approval, and downstream workflow, while AMODIT TrustCenter handles signatures and collaboration with external people.
See AMODIT →AI agent for contract work
The AI agent acts as a virtual legal department: it reviews the contract and applies revisions before approval and signature, while a person approves the output. We process AI data in a controlled environment in EU regions; the models are not trained on client data, which ensures compliance with the GDPR and the EU AI Act.
See the AI contract agent →Integrations and custom applications
We build an exchange layer for CRM, HR, ERP, and customer service systems. The system sends the document and receives the signed file, status, date, and comment.
See Software & Integrations →Signing process BI
Reports show documents awaiting signature, rejected and expired documents, time at each stage, volumes, and workloads across processes and units.
See process reporting →Cloud or on-premises
We run the workflow and integrations in the Astrafox cloud, the client's cloud, or the client's infrastructure. We select the model for the organization's security, access, and architecture.
See Cloud & Infrastructure →Other vendors' signature services
We integrate the process with SimplySign, SignApp, SIGNIUS, DocuSign, Szafir, Papirus, and other services required by the client's needs and environment.
How it works
From document to signature and archive
We adapt the process to the organization's rules and the document type. The controlled signature path and the exchange of files, statuses, and data between people and company systems remain consistent.
This universal path shows the successive signing stages. We configure roles, order, due dates, signature type, and exception handling for the company's process.
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Document preparation
The document is created in AMODIT or a source system and enters the signing process.
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Signer and order selection
The process identifies people, roles, the signature sequence, and the task due date.
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Signature
The participant applies the signature appropriate for the document and the organization's rules.
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Status and reminders
The process tracks responses, sends due-date reminders, and handles refusal or a change of signer.
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Signed file and archive
The document, status, and history return to the case, eTeczka, or source system.
AMODIT manages the process and case history, TrustCenter handles the signature, and integrations exchange documents and statuses with the process environment.
AMODIT
Roles, order, statuses, and signature history.
- TrustCenter
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Flow: tasks and signatures.
Internal and external people
- employees
- contractors
- candidates
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Flow: signature and verification.
Signature providers
- SimplySign
- SIGNIUS
- DocuSign
- Szafir
- Papirus
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Flow: documents and data.
Source systems
- CRM
- HR
- contract workflow
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Flow: signed files.
Archive and eTeczka
- repository
- eTeczka
- case history
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Flow: messages and responses.
Notifications
- SMS
- reminders
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Flow: data for control.
Reporting
- statuses
- due dates
- delays
Integrations
The signature works where the document is already created
We connect signatures with AMODIT, eTeczka, contract workflows, employee portals, mailroom workflows that handle e-Delivery (e-Doręczenia, Poland's electronic registered mail) and eNadawca, and CRM, HR, ERP, and customer service systems. Employees do not have to download a file manually, send it to another tool, and assign it to the case again.
In our projects, we have integrated SimplySign, SignApp, SIGNIUS, DocuSign, Szafir, Papirus, Profil Zaufany, and eDO. The scope also includes connection specifications for Autenti and custom API integrations.
The exchange covers the entire document lifecycle
- transfer of the file, people, roles, order, and signature type;
- JWT authentication, REST APIs, and SQL tables and views;
- creation, editing, and sending of DocuSign envelopes;
- retrieval of statuses, dates, comments, and signed files;
- error handling, retries, and a secure archive.
Typical scope
The project covers the document, participants, exceptions, and downstream workflow
We match the signature type to the process rules defined by the organization. We then configure the document path, integrations, and controls required after dispatch.
Documents and packages
Contracts, amendments, powers of attorney, HR documents, forms, correspondence, and multi-file packages.
Roles and order
People who sign, initial, or observe act in parallel or in a defined sequence.
External access
A personalized link, SMS code, access period, and signature without creating an account in the source system.
Reminders and exceptions
Refusal, interruption, signer change, document correction, and resubmission each follow a defined path.
Bulk signatures and seals
Signing and sealing document batches, including employee documentation and scans.
Verification
Verification of the signature, identity, and file authenticity and integrity before the next process stage.
Return and archive
The signed document goes to the repository, eTeczka, contract workflow, or the system that issued it.
Statuses and reports
See people awaiting signature, refusals, due dates, delays, volumes, and the history of the entire process.
A signature is often the final stage of an earlier process. We connect it with invoice documents, purchase orders, and purchase approvals so the signed file returns to the correct case.
Experience catalog
What we work with in electronic signature projects
This overview shows what we have worked with in real projects: systems and signature services, document types, the signing flow, reporting, and scale and environments.
Systems and integrationsAMODIT TrustCenter, DocuSign, SIGNIUS, SimplySign, Profil Zaufany, and CRM, HR, and ERP integrations
AMODIT TrustCenterAMODIT SignAppSimplySignSIGNIUSDocuSignSzafir and KIRPapirusIntegration specification for AutentiProfil Zaufany (Polish trusted profile)eDO App and eDO App HUBSignHubOffice 365 and SharePointCRM, HR, payroll, and ERP systemsCustomer service systems and employee portalseTeczka, contract workflow, mailroom, and correspondence in AMODITREST APIs for AMODIT TrustCenter and client systemsJWT authenticationSQL tables and viewsRetrieving and returning files on Windows network sharesEmail and SMS notificationsPDF mergingSending documents in ZIP packagesCustom integrations
Signature and document typesFrom simple to qualified signatures, for contracts, employee documents, powers of attorney, and invoices
Simple and SMS-confirmed advanced electronic signaturesQualified and one-time qualified electronic signaturesQualified electronic sealsHandwritten on-screen signatures, also confirmed by SMSBiometric and blockchain-based signaturesSingle- and multi-party, internal and external signaturesBatch and high-volume signingInitialing and visual signature marksContracts with clients, suppliers, and foreign contractorsEmployment and civil-law contracts, amendments, and changes to termsEmployee documents, eTeczka documents, and employment certificatesPowers of attorney, authorization lists, and bank guaranteesProtocols, request forms, and outgoing correspondenceInvoices and invoice-related documentsDocuments created in CRM, HR, and ERP systemsXML formsScans and digitized documents, including bulk sealing
Signing process scenariosSigning by external people without an account, signing order, refusals, and automatic return to the source system
A document is generated from system data and sent for signature right awayAn employee sends a document for signature manually, or the process does itSeveral files are merged into one PDF before signingSeveral people sign at the same time or in a set orderEach participant has a role: signer, initialer, or observerPeople outside the company sign via a link and SMS code or PIN, with no accountAccess to the document expires after a set deadlineMessages to signers in their language and with company brandingThe signer can be changed, or another person added, mid-processAfter a refusal, the document goes back for correction and is sent againThe signed file, status, and date return automatically to the source systemEvery participant receives a copy of the signed documentThe signed document is filed automatically in the archive or employee eTeczkaUp to 100 scans sealed at once with a single authenticationFiles taken from a network folder are returned there after signingOne-time qualified signature with identity verificationDocuSign envelopes created and sent directly from company systems
Statuses, reports, and controlWho has signed, who we are waiting for, where delays occur, and the full history of every signature
See who has already signed and who the process is still waiting forLists of signed, rejected, and expired documentsReasons for refusals and interrupted signingSent and signed dates, plus signer commentsFull history: who acted, when, and in what role, including remindersNumber of signed documents by type, process, and periodSeparate reports for each company or organizational unitHow long documents wait for signature and where delays occurWhether data exchange with other systems succeeded and, if not, what went wrongChecks that the signature is valid and the file has not been alteredReady-made operational reports in AMODIT
Scale, models, and environmentsNearly 100 organizations, more than 1.5 million signed documents, contractors from 15 countries
Nearly 100 organizationsMore than 1.5 million signed documentsPackages of up to 200,000 documentsMore than 100 projects since 2018Contractors from 15 countriesFrom a single process to multi-company groups with many processesAstrafox cloud (SaaS), client cloud, or client serversSeparate test and production environmentsSLA support and further development after launch
Scale and experience
We have implemented electronic signatures in nearly 100 organizations
More than 1.5 million documents have been signed in the processes we support. Our experience covers simple signing processes, high-volume employee documentation, multi-party contracts with external people, and source-system integrations. Clients in this area include PWPW, Rohlig Suus, LPP, Rossmann, Polpharma, Adecco, Weco-Travel, Gi Group, and ResInvest Energy.
Why work with us
- More than 1.5 million signed documents demonstrate our experience with high-volume processes.
- A named team is accountable for the document path from preparation through signature to its return to the correct case and for SLA-based support.
- When a signature is part of a larger process, we connect AMODIT TrustCenter and external signature services with HR, CRM, ERP, eTeczka, and contract workflows.
Implementation and maintenance
We are accountable for the process, integrations, and operation after launch
We run the solution in the Astrafox cloud, the client's cloud, or the client's infrastructure. The project covers document preparation, signature rules, system exchange, testing, and operational accountability.
Process analysis and design
We organize documents, roles, order, signature types, external access, exceptions, the archive, and accountability.
Integrations, testing, and launch
We configure environments, connect systems, prepare the process, conduct user testing and training, and handle production launch.
SLA-based support and development
We provide request handling, integration monitoring, updates, consulting, and process development after document and organizational changes.
See SLA-based support →Related knowledge
How to prepare a process for electronic signatures
These topics show the signature as part of a broader document path, from system selection through participant roles to completeness control.
How to select a document workflow system
Questions about roles, integrations, signatures, security, and maintenance to ask before selecting a solution.
Read the guide →A candidate without an HR office visit
How to combine account-free access, an SMS code, a document package, a due date, and handling when someone refuses to sign.
Read the article →Employment across six roles
How contract preparation, an authorized representative's signature, and the candidate's signature work with tasks for HR, occupational health and safety, IT, and the manager.
Read the article →This page shows how we implement signatures and integrate them with a company's environment. The product website contains a detailed description of AMODIT TrustCenter functions.
System functions in AMODIT →FAQ
Frequently asked questions about electronic signatures
Which signature types does the process support?
The scope covers simple, handwritten, SMS-confirmed advanced, qualified, and one-time qualified electronic signatures and qualified electronic seals. The organization and the people responsible for legal and security matters identify the form appropriate for each document type, and we implement it in the process.
Does a person outside the company need an account?
No. A contractor, candidate, or employee receives a personalized link to the document. The process defines the access method, such as an SMS code, the expiration date, and the signature type available to that person.
Can the signature be added to our CRM, HR, or ERP system?
Yes. AMODIT TrustCenter provides a REST API, and Astrafox also builds custom integrations. The source system sends the document, people, roles, and signature parameters and then receives statuses, dates, comments, and the signed file.
Does the solution support signing and sealing multiple documents?
Yes. Our projects include batch and high-volume signing, document sealing, and multi-file packages. The scope covers up to 100 documents with one authentication or in a batch, depending on the mechanism used.
What happens after a refusal or a missing signature?
The process records the status and routes the case according to the organization's rule: it sends a reminder, changes the signer, interrupts signing, returns the document for correction, or initiates another dispatch. The history remains with the case.
Does the solution run in the cloud and on-premises?
Yes. We run the workflow and integrations in the Astrafox cloud, the client's cloud, or the client's infrastructure. The project defines access, test and production environments, monitoring, backups, and maintenance accountability. After launch, we provide SLA-based support and further development.
What experience does Astrafox have with document signing?
Astrafox solutions have processed more than 1.5 million signed documents. We design the entire document path: preparation, signer and signature-type selection, signature-service integration, status control, and storage of the signed file in the company's system.
Start with the document that waits the longest for a signature today
Describe the document types, signers, and system where the process begins. We will organize the roles, integrations, signature, and document return.
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