A digital signature revolutionized the way we deal with documents and contracts, making the signing process more efficient, secure and ecological. The topic, however, still raises some doubts. One of the most frequent is in relation to how the initial in digital signature.
For this reason, we at ZapSign have created this special article, exploring in detail everything about what a digital signature is, whether it is really necessary and how it works, in order to help you optimize your workflows and reduce paper dependence.
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Summary
- What is a digital signature and why does it guarantee the authenticity and integrity of a document?
- What is a rubric and what is its role as a "signature" on contract pages?
- Is a signature required on digital documents, and why might it be considered unnecessary?
- How encryption and traceability prevent tampering after signing.
- Step-by-step guide to the online signature process, including PDF upload, signatory designation, and link sharing.
Quick facts
- Brazilian legislation defines three levels of electronic signature (simple, advanced and qualified), all with legal validity, which helps to differentiate visual function from formal authentication.
- The legal validity of digital signatures in Brazil is supported by regulations such as... MP 2.200-2/2001 and by Law No. 14.063/2020, reinforcing legal security in electronic documents.
- Electronic signature qualified It is treated as the safest method, with a presumption of authenticity, which is different from an isolated signature (which does not fulfill the role of integrity/authorship of the file).
What is digital signature?
Digital signature is an electronic method of authenticating documents and contracts, which replaces ink on paper with a unique and encrypted digital representation.
In this modality, instead of relying on pens and paper, mathematical algorithms are used to guarantee the authenticity and integrity of the document.
This technology emerges as a response to the blatant need to modernize document management processes that is imposed in the digital era, having been increasingly adopted by companies of all sizes and sectors of activity.
In effect, the implementation of this resource has been offering numerous benefits to companies, especially in terms of data security criteria, speed, efficiency, sustainability, traceability and legal validity – in order to consolidate the digital signature as an essential tool for companies and professionals around the world.
What is a rubric and what is its purpose on the pages of a contract?
Pills It is a visual mark that may appear on document pages, but it is not a technical requirement for authentication. In electronic documents, a digital signature uses cryptography to protect integrity and detect any alteration, making initialing a choice for appearance and verification, not for security.
In fact, the initial objective is to function as a kind of visa, being marked on all pages of a contract before it is, in fact, signed. Thus, the initial proves that the document was read in full by the signatory, making it difficult to include new pages in the contract.
Initialing a digital signature: is it necessary?
Digital signatures, unlike physical signatures, do not require initials due to their unique nature.
After all, with technological evolution, traditional processes are adapted to an increasingly digital environment. This change also affects how we authenticate documents. Therefore, it is important to highlight that the heading, essential in physical documents, becomes obsolete in digital documents.
The initials on physical documents serve as a confirmation on each page of the contract, preventing the addition or replacement of pages after signing. However, in digital signature, this role is played by cryptography.
Using cryptographic algorithms, the digital signature creates a unique and immutable representation of the document and the signer's identity, protecting the document against tampering and authenticating the signer in a legitimate and unmistakable way.
As established by MP 2.200-2/2001, digitally signed documents have the same legal validity as those signed and initialed manually. This is because an electronic document is a single file, not a set of pages, as in physical documents.
The traceability provided by the digital signature is much superior to the initial. The digital signature not only records who signed the document, but also when and how it was done, offering detailed information about the signing process. This clear and undisputed record of transactions ensures that any changes to the document after digital signature are easily detected, invalidating it.
Furthermore, technologies such as blockchain and digital certificates further reinforce the security and authenticity of digital signatures, making them reliable and essential tools in the digital age.
| Item | Purpose in the document | What does it protect technically? |
|---|---|---|
| Signature (seen) | Indicate science on pages | It does not guarantee file integrity. |
| Digital signature | Authenticate signatory and link to document. | Cryptographic integrity and change detection |
| Signature traceability | Record who signed, when, and how. | Evidence of the flow and invalidation in case of change. |
💡 Tip! Need a free digital signature? Click here and create yours now!
How to sign online: workflow steps with PDFs, visas, and links.
Signing documents digitally brings a new level of practicality and speed to your processes. Next, we will teach you how to carry out the procedure, using the ZapSign platform as an example.
Step 1 – Log into the system
Start by accessing the our website. Enter your login and password to be redirected to the main page.
Step 2 – Generate a new document
After logging into the ZapSign dashboard, click the “NEW” button to go to the next screen and generate a new document.
Step 3 – Upload the .PDF file
Click on “select document” to upload the document to be signed.
This document must be in the format PDF – therefore, if it is in another format, you must convert the file.
Step 4 – Sign with digital certificate
To sign with a digital certificate, it's simple: after logging in to ZapSign and uploading the file, you must select the “Advanced Authentication” option.
Enter the names of the signatories in the field below “Who will sign”. If the signatories are already added to your contact list, click on the “Contacts” option to select and insert them. This option is located below the area for entering the names of signatories.
After defining the signatory, you must click on the “Authentication Method” option and click on the last option, “Digital Certificate”.
About this functionality, it is important to remember a few points:
- the use of this resource has a cost of R$ 0,50 per signature with digital certificate;
- it is not yet possible to position or edit the signature of the signer who will sign the document with a digital certificate;
- signatories with a digital certificate must necessarily be the last ones to sign the document;
- before requesting a signature via digital certificate by ZapSign, you cannot fail to check the validity of the digital certificate of the recipient of the document, or it will not be possible to use this authentication method in the contract.
Step 5 – Add your own signature to the document
If your own signature is also required for document validation, click on the “I will sign” option, enter your name there and tap on the “Continue” button to proceed to the next screen.
Step 6 – Sort between subscriptions and visas
On this screen, you must position in which document locations the signatures and visas must be inserted.
To do so, it is only necessary to click on the chosen space, right after the signatory's name, and choose between signature or visa.
From then on, signatures and visas will be displayed in the places you indicated, just as they usually are on a physical document. Then click on “Save and Continue” to proceed.
Step 7 – Generate and send the subscription links
The time has come to generate the subscription links. If contact with your signatory – regardless of whether they are a customer, partner or distributor – is made by WhatsApp, you must click on the button with the app logo and send the link directly to the person.
If the chosen medium is another, no problem: just go to the blue icon next to the link to copy it and, later, paste it wherever you prefer.
There is also the option to send your document by e-mail – after all, as it is a traditional form of digital communication, most companies adopt e-mail as a standard procedure.
In this case, tap on the “Enable automatic sending by email” option and enter the email addresses of the people who will be signing.
Step 8 – Sort the signatories
If it is necessary to establish a specific order for the signatures, this can be done easily via the “Order signatures” button. In this way, the order will be defined by dragging the names of the signatories on the screen to the appropriate positions.
Once this is done, each signatory will only receive their notification email, advising them to sign the document, when the previous signer has already signed it.
Step 9 – Finish the procedure
Finally, you can also create a personalized message to be sent along with the notification email, in addition to activating notifications with reminders for those who have not yet subscribed.
When all the steps are completed, click on “Submit and Finish” and that's it! The document was duly generated and sent to the respective signatories.
From there, you can follow the progress of the signatures, as your signers open the link and sign the file.
Step 10 – Your signers sign the document
Now that you've done everything you need to, the last step to be taken to sign the contract is no longer up to you, but to your signatories.
Once they have received the link to sign the document – whether by WhatsApp, email or any other means -, they just need to click on the link to open the document, read it very carefully and then, being in accordance with the terms set out therein, click on the “Subscribe” option.
On the next screen, some basic information from the signer will be asked for the purpose of verifying their identity: full name, email address and phone number.
Then, the signatory must click on "Continue" and sign normally, as if it were on paper - however, using the finger, mouse, capacitive pen or in the way that best suits the device used.
Then, just click “Finish” for the document to be signed. The signature will appear at the end of the document, in the signature report, and also in other places where you have placed it.
Frequently Asked Questions (FAQ's)
How to initial with a digital signature?
You can insert initials (marks) at desired points in the document and keep the signature at the end. In digital format, security comes from the encrypted signature, and the initial acts as a visual element.
Does a signature count as an initial?
The initials function as a signature of knowledge on pages, but do not fulfill the technical role of integrity and authorship of the electronic document that a digital signature guarantees.
How do I create a rubric for a signature?
A rubric can be a graphical representation used as a checkmark. In online workflows, it appears as a visual marker inserted into the document according to the defined fields.
What is the difference between a rubric and a signature?
A rubric is a mark on pages to indicate reading/acknowledgment. A digital signature authenticates the signatory and protects the file against tampering, invalidating the document if there is any alteration.
By following these steps, you will not encounter any problems when using our platform. If you want to know more about our tool, just click here!
Getúlio Santos is the CEO of ZapSign, a lawyer, technology enthusiast, and entrepreneur.
