Table of Contents
- Roles and access
- What is digital signing in Huma?
- Which documents can be sent for signing?
- Subscription and usage
- Signing statuses
- Notifications
- FAQ
Roles and access
| Access | Role |
|---|---|
| Send documents for digital signing | System role: Documents → Digital signing |
| Sign a document | No role required — signatories receive a link by email |
💡 Having the "Digital signing" system role does not automatically give you access to all documents. You also need "See and edit" access to the specific document you want to send for signing.
What is digital signing in Huma?
Digital signing in Huma lets you send documents directly to one or more people for digital signature, without leaving Huma. Signatories receive a link by email and can sign the document from any device, they do not need a Huma account.
Digital signing is powered by Scrive, a leading provider of electronic signatures in the Nordics. Signed documents are legally binding and include a verification certificate attached to the PDF.
Which documents can be sent for signing?
Only two document types support digital signing in Huma:
- PDF files — uploaded directly to the Documents module
- Smart documents — created in Huma using the built-in editor
Other file types, such as Word documents, images or spreadsheets, cannot be sent for signing. If you have a document in another format, convert it to PDF first and upload it to Huma.
Subscription and usage
The number of documents you can send for signing per year depends on your subscription plan. You can view your current usage and remaining quota under System settings → Subscription.
💡 If you exceed the included quota, additional signings will be invoiced at the end of the year.
Signing statuses
Once a document has been sent for signing, it will show one of the following statuses:
| Status | What it means |
|---|---|
| Pending | The document is waiting for one or more signatures |
| Signed | All signatories have signed the document |
| Timed out | The signing deadline has passed without all signatories signing |
| Withdrawn | The document author has withdrawn the signing process |
| Rejected | One or more signatories have rejected the document |
| Scrive error | A technical error occurred with the signing provider |
Notifications
Huma sends automatic notifications related to digital signing in the following situations:
| Event | Who receives it |
|---|---|
| Document sent for signing | All signatories receive an email with a link to sign |
| Document signed by all signatories | All signatories receive a confirmation email |
| Document rejected | All signatories receive a notification with any notes provided |
| Signing deadline passed | The document author is notified |
💡 Signatories do not need a Huma account to receive notifications or sign documents. External signatories receive the same email notifications as internal ones.
FAQ
Does the signed document automatically appear on the employee's profile?
No. A signed document only appears on an employee's profile if that employee has been set in the "Regarding" field of the document. Make sure to set this when uploading or creating the document.
What happens if one signatory rejects the document?
If any signatory rejects the document, the entire signing process stops immediately. The signing link becomes invalid for all remaining signatories. You will need to restart the signing process once the issue is resolved. We recommend splitting large signing processes into smaller groups to keep the process manageable.
Can I sign a document myself?
Yes. You can add yourself as a signatory when setting up the signing process.
Is digital signing legally binding?
Yes. Digital signatures created through Huma are powered by Scrive and are legally binding in the Nordics and across the EU under the eIDAS regulation.