IAG Sign
IAG Sign – Document Approvals and Electronic Signatures
A documented approval path for every document
- Awaiting my signature
- My documents
- Workflows
- Archive
- Audit log
| Document | Creator | Current step | Status |
|---|---|---|---|
| Internal memo 12 | Employee A | Department head | Pending |
| Supply contract 7 | Employee B | Legal affairs | Under review |
| Purchase order 30 | Employee C | Finance director | Approved |
| Internal policy 2 | Employee D | General manager | Pending |
Purpose
IAG Sign aims to replace carrying papers from office to office with a clear electronic path: a document is uploaded, the order of approvers and signers is set, each is notified, and every view, approval and rejection is recorded with time and user. The concept supports simple electronic signatures within the system. Qualified electronic signatures would require integration with a suitable licensed trust service provider and are not claimed as available. Assessing the legal effect of any signature in a given context is a matter for a qualified legal adviser.
- Public institutions and ministriesWhose correspondence and decisions pass through several approval levels.
- CompaniesRegularly approving contracts, purchase orders and internal documents.
- HospitalsApproving policies and administrative forms across departments.
Typical workflow: A contract is approved and signed
- Document creatorUpload and define the path
The creator uploads the contract and defines the order of approvers and signers.
- ApproverReview
Each approver reviews the document in turn, adds comments or requests changes; each new version would be saved.
- ApproverApprove
Once all reviews are complete, the document is approved for signature; every decision is recorded with time and user.
- Authorized signerSign
The authorized signer signs with a simple electronic signature. A qualified electronic signature is not part of the concept itself and would require integration with a licensed trust service provider.
- SystemNotify and lock
Participants would be notified and the signed version locked against further changes.
- Archivist or auditorArchive and audit
The document and its audit trail are archived; whether a given signature form meets legal requirements must be assessed per use case.
Possible application for illustration only. Steps and screens are design drafts; the actual workflow is defined per project.
Planned functions
- Configurable approval paths Planned
- Sequential or parallel ordering of approvers and signers.
- Simple electronic signature Planned
- Approval confirmed in the system and linked to the logged-in user's identity.
- Qualified signature (only via a licensed trust provider) Planned
- Would require integration with a suitable licensed trust service provider; not claimed as available.
- Audit trail Planned
- Every view, approval, rejection and change logged with date and user.
- Version management Planned
- Keep document versions and mark the final approved version.
- Notifications and reminders Planned
- Alert the next approver and remind about overdue items.
- Archiving Planned
- Store approved documents with their history for easy retrieval.
Planned roles and permissions
| Document creator | Approver | Authorized signer | Archivist or auditor | |
|---|---|---|---|---|
| Upload documents and define approval paths | Yes | — | — | — |
| View documents | Own | Own | Own | Yes |
| Comment and request changes | Own | Own | Own | — |
| Approve documents | — | Approve | — | — |
| Sign documents | — | — | Own | — |
| View the audit trail | Own | — | — | Yes |
| Access the archive | — | — | — | Yes |
- Document creatorUploads the document and defines the approval path.
- ApproverReviews the document and approves or rejects with a comment.
- Authorized signerSigns the document after all approvals are complete.
- Archivist or auditorViews approved documents and audit records.
Operating models
IAG Sign can be operated in one of three models: managed cloud, a private cloud dedicated to the organization, or on-premises installation in the organization's own data center. The choice is made per project based on data protection requirements, available infrastructure, connectivity and internal policies, and is documented in the implementation plan.
The operating model (managed cloud, dedicated private environment or on-premises installation) is decided per project.
Introduction and training
Map document types, current approval paths and authority limits
Define templates and paths in the system
Review legal signature requirements with the organization's legal adviser
Pilot with one document type
Train users and extend paths step by step
Maintenance and support
- Technical support via a ticket system
- Path and template adjustments within the agreed scope
- Security updates and maintenance according to an agreed plan
Data takeover
Existing contracts and approved documents from paper files, shared folders or older systems could be scanned or imported and stored in the archive with key data such as parties, date and term. Paper documents keep their original signatures; the import does not create new signatures. Existing approval rules would be documented with the organization and configured as approval paths.
Training
- Training for document creators on uploading documents and defining approval paths
- Short guide for approvers and signers on reviewing, approving and signing
- Training for archivists and auditors on the archive and the audit trail
- Administrator training on users, signature authorities and permissions
Frequently asked questions
Does IAG Sign provide qualified electronic signatures?
We do not claim that. A qualified signature would require integration with a suitable licensed trust service provider, which can be explored in a project if needed.
Does a signature in the system have legal effect?
That depends on the document type and applicable law, and is assessed by a qualified legal adviser of the organization.
Can I see who viewed a document?
Yes, the concept includes an audit trail recording every view, approval and rejection.
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