* Additional functionality subject to a separate order

 

Electronic signing has been added to all notifications to be signed (all other calls for tenders except those for small-scale procurements). If the organisation has electronic signing enabled, the system will prompt the user to select whether the document concerned is to be signed in the normal manner or electronically. If you select ‘E-signature’, the signing will be carried out according to the instructions below.



Electronic signing process


1) The processor of the call for tenders defines the signatories (on the ‘Signatories’ tab)

2) The invitation to sign will be first sent to the signatory who has been defined as the first signatory. When the person concerned has accepted the call for tenders with their electronic signature, the invitation will be sent to the next signatory

3) When all the signatories have signed the call for tenders electronically, the call for tenders can be published


Note! All the signatories must approve the call for tenders before it can be published.


Electronic signing of the call for tenders requires approval from all those who have been defined as signatories using their online banking credentials, mobile certificate or electronic ID card.

  • Online banking credentials
    • Authentication with online banking credentials is possible using the personal online banking credentials issued by a bank. Further information about authentication using online banking credentials is available at the www.suomi.fi service maintained by the Population Register Centre, for example, or from your bank.
  • Mobile certificate
    • The mobile certificate is an electronic ID card that can be used for proving your identity online in a secure way. You may order a mobile certificate from your mobile operator’s website. To authenticate using your mobile certificate, you will need to activate the mobile certificate stored on the SIM card of your mobile phone. Further information about the mobile certificate can be found at www.mobiilivarmenne.fi, for example, or from the www.suomi.fi service maintained by the Population Register Centre.
  • Electronic ID card
    • The electronic ID card is a personal certificate issued by the Population Register Centre. Further information about the electronic ID card is available from the Population Register Centre.


Electronic signing of a procurement

 

If e-signature is enabled, the call for tenders, opening document and contract award decision must be signed electronically.

 

Signing the call for tenders

 

Define the signatories

The signatories are defined in the ‘Signatories’ section of the call for tenders.

  • You can select a signatory from the drop-down menu (all licenced users of the system)
  • You can enter signatories by clicking ‘Add a new person’

 

Note! You can set a maximum of four signatories in electronic signing.



Start signing


If the organisation has electronic signing enabled, the call for tenders cannot be published until the electronic signing process has been brought to completion.

  • The defined signatories are shown in the preview section.
  • Click ‘Start signing’ to start the signing process.
  • The system asks you: ‘Are you sure you want to start the signing process? After this, the call for tenders can no longer be edited.’ Click ‘Yes’ to proceed with the signing process. Otherwise, click ‘No’.

 

Note! When the call for tenders is signed electronically, it will be locked for the duration of the signing process, because the content of the document may not change during the process.



  • After you have selected ‘Yes’, you will receive a confirmation for the commencement of the signing process, and the view switches to the signing page. 



Send invitations to sign

  • The electronic signing process takes place in an external system.
  • Each signatory will receive an email with instructions on how to complete the signing process.
  • ‘Send invitations to sign’ - The invitation to sign is sent by e-mail to the first signatory.

 



Return to editing

  • With the ‘Return to editing’ functionality, the processor may stop the electronic signing process and open the call for tenders for editing.
  • Click ‘Return to editing’

 

Send reminder to those who were selected 

  • You may send a reminder to the signatories

 

Check the status of the signature

  • Updates the status of the signature


Electronic signing of the opening document

 

  • Select signature type
  • The signatories are defined in the ‘Signatories’ section of the opening document.
    • You can select a signatory from the drop-down menu (all licenced users of the system)
    • You can enter signatories by clicking ‘Add a new person’



Electronic signing of the contract award decision

  • Select signature type
  • The signatories are defined in the ‘Signatories’ section of the contract award decision document.
    • You can select a signatory from the drop-down menu (all licenced users of the system)
    • You can enter signatories by clicking ‘Add a new person’



Carrying out the electronic signing

 

When the signing process has been started, an e-mail message is sent to the signatories. 

  • The signatory may use the link included in the email to proceed to signing the contract




The link opens the ‘Text message authentication’



The text message will be sent to the telephone number defined in connection with the signatory’s details. When the PIN code has been entered, the signatory will enter the signing service.



The signing service lists all the documents the person concerned is requested to sign. From the list, select the procurement you want the sign.

 

If the recipient only has one contract to sign, the signature page of the contract concerned will open automatically



Accept or reject electronic signing of the procurement

  • Accept contract terms (see the figure below)
    • Click ‘I have read the documents and I accept’
    • Select ‘Sign’
    • A window is then displayed in which you can select the authentication method from the following options:
      • FINEID: ID card issued by the Population Register Centre
      • Online banking credentials: your personal online banking credentials
      • Mobile certificate




  • I do not accept the contract terms (see the figure below)
    • Click ‘I do not accept’
    • Enter your reasoning if applicable and click ‘Reject’
    • If you do not accept the procurement terms, the status of the electronic signing process changes to ‘Rejected’



  • After signing, the ‘Signed!’ confirmation message will be displayed on the signing page and the signature data will be updated to Cloudia Sourcing (see the illustration on the left-hand side). 
  • If the contract is rejected, the ‘Rejected’ confirmation message will be displayed and the status of the signing process will be updated to Cloudia Sourcing as ‘rejected’ (see the illustration on the right-hand side).



Procurement has been signed

 

When all the parties have signed the procurement, each signatory will receive an e-mail from Avaintec that contains a summary of the signatures. The summary of the signatures has been added to the ‘Documents’ tab and contains more detailed information about each signatory. Additionally, Cloudia Sourcing will send an e-mail to the signatory, confirming that the signing process has been successfully completed and that the procurement has been signed.