Frequently Asked Questions
You will find below a list of the questions we have received from our clients and prospects. If one of your question is not answered here, do not hesitate to get in tough with our team !
Docunify has set very high security standards at all levels of the application. These standards comply with the latest Internet banking standards: two-factor authentication, SSL encryption for documents loading and downloading, encryption of stored documents, digital signature with individual certificate and validation by SMS/Access code.
When it comes to your data hosting, our servers meet the highest certification standards, such as SOC1 Type 2, SOC 2 Type 2, SOC3, ISO 20000, ISO 27001 and ISO 9001, as well as EU-specific certifications such as EU-US Privacy Shield and EU Data Protection Directive 95/46/EC. All this allows us to guarantee the security and confidentiality of your data. You will also benefit from the choice of the localization of the hosting of your data: our servers in the Netherlands and Ireland cover the needs of our clients in Europe, with the possibility to choose local servers located in Luxembourg (in compliance with the standards of the CSSF), in France or in England according to your specific needs.
No, we don’t have access to the documents you host on Docunify. The encryption we implemented prevent us from having access to the content of your documents, only the accredited user(s) will have access to the content. Your confidential documents are 100% private and totally protected against unauthorized access.
Our application works on all operating systems and formats: iPad, iPhone, Android and Windows mobile phones, all tablets, laptops, desktops, on Windows, MacOS, iOS and Linux operating systems.
Docunify is compatible with all modern browsers: Google Chrome, Safari, Firefox, Microsoft Edge and Opera. Docunify is not compatible with Internet Explorer.
An account is created when a person decides to register on Docunify. The person who registers and opens the account will be named Account manager. It is within this account that the Teams of users will be created.
A wallet is a sum of money deposited by an account manager in the account wallet in order to make purchases on the platform. Only the account managers can access the management of this wallet. With this wallet, you can buy/renew licenses and extras on the platform.
The Account manager is the person designated by our client to manage the overall relationship with Docunify. They have full authority to manage the account: subscriptions, extras, Teams, users, invoicing. By default, an account manager has full access to the platform including full access to the teams’ documentary content.
Our clients can name one or several account managers. In case there are several account managers, all of them can concomitantly manage the client/Docunify relationship.
A specific control panel is available and visible only to the account managers so they can properly carry out their operations.
A Team corresponds to a hexagon on the platform, i.e. a collaborative workspace dedicated to the users of this team. In this workspace, a number of features are available to the users of the team, such as documents hosting and sharing, digital signature, documents reviewing and many more.
A Team manager is/are the person(s) designated amongst the team users in order to manage the team: invite other users to join the team, decide which features and folders are accessible to each user, certify the ID of the users who can digitally sign documents, etc.
A specific control panel is available and visible only to the team managers so they can properly carry out their operations.
Contracts are established for an initial term of 1 month, 3 months or 1 year. After this period, you are free to renew or not your subscription.
The Account manager you will name will pay the subscription based on the subscription period you choose and the volume you want. You will have the possibility to renew your subscription either automatically by debit or credit card, or manually when you receive the notice of termination of your subscription.
If the automatic renewal option has been selected, the account manager will need to ensure that there are sufficient funds in the wallet so that the amount of the renewal can be debited at the renewal date.
Once your subscription is subscribed and paid (by credit card or bank transfer), an invoice will be available on the platform as a proof of purchase. Then, each time funds are added in your wallet, a new invoice will be available.
An “Extra” is a complement to the volumetry of the chosen pack. Whether you need an extra user in your team, digitally sign more documents per months than what is provided in the subscription you have chosen, or use our Datalink for documents larger than 25Mo, you can at any time use the funds in your wallet to complete your subscription without having to switch to the higher subscription. The validity period of the Extras will depend on the type of Extra and on your needs.
The digital signature (sometimes also called electronic signature) is a mechanism to guarantee the integrity of an electronic document and to authenticate the author of it, by analogy to the handwritten signature of a paper document.
It is thus an electronic indication of the intention to accept or approve the contents of a document by having a file of proof attesting the identity of a signatory.
Digital signatures are based on a specific technology that allows the users to ensure the authenticity of the signer and the certainty that the signature is valid through the use of digital certificates and a public/private key.
The legal value of our digital signature is subject to compliance with the eIDAS Regulation. This regulation, which is applicable since July 1st, 2016, aims to facilitate the deployment of the digital signature in Europe by setting up a European framework for electronic identification and trust services. EIDAS categorizes 3 types of signatures: standard, advanced and qualified (required for some regulated transactions).
Our solution offers an advanced digital signature system that meets the following requirements:
- it is unequivocally linked to the signatory;
- allows to identify the signatory;
- created by using an electronic signature creation data that the signatory may, with a high degree of confidence, use under its exclusive control; and
- linked to the data associated to this signature so that any subsequent changes to the data are detectable.
Yes, but there are some exceptions. It is important to understand that the eIDAS regulation does not rule on the type of electronic signature needed according to the usage. It is the role of national laws to define the type of signature to be used to sign certain types of documents. It is therefore possible that a member of the European Union legislates or has legislated to prohibit the use of the electronic signature for certain transactions. For example, French law prohibits the use of electronic documents for all “domestic” contracts (marriage contracts, adoption contracts, inheritance contracts).
Exceptions exist, but they are rare and generally in the private sphere. The digital signature has thus a guaranteed legal value and can be used in all cases of use in the corporate world.
An envelope is a compilation of documents that is sent to signature (regardless of the number of documents or designated signatories), which includes the encoding of a verification code for each signatory, a unique ID for the document, the audit trail of the document, the data encryption and the dedicated certificate for the transaction (protection of the users’ identity and devices, security of the electronic document and the transaction).
My Documents folder is a personal safe, e.g. a document hosting space dedicated to a user on our secured servers. This folder is specific to a user and can contain up to 1Gb of data. If you want to increase the capacity of storage of your personal space, you can buy some hosting space. Different packages exist.
As a user, you can for example keep your passport, annotated board packs and any other personal or confidential documents you want to access anywhere, anytime.
You can upload files up to 1Gb per file.
Formats that are supported for the loading:
Audio: ogg, oga, wav, aif, aiff, mp3, aac, m4a, dqf, au, m3u, mod, wma, cda, mp2
Video: ogv, mp4, avi, mpeg, mpg, mkv, webm, asf, mpa, wmv, vob, mov
Image: jpg, jpeg, png, bmp, gif
File: doc, docx, ppt, pptx, pps, xlt, xls, xlsx, txt, pdf, odt, ods, odp, txt, rtf, epub, csv, xps
- doc -> Automatically converted to docx during download
- ppt, pps -> Automatically converted to pptx during download
- xlt, xls -> Automatically converted to xlsx during download
Archive: zip, 7z, rar
Other: tif, tiff, psd, dwg, dxf
Formats that can be opened on the platform:
Audio: ogg, oga, wav, mp3, m4a
Video: ogv, mp4, webm
Image: jpg, jpeg, png, bmp, gif
File: docx, pptx, xlsx, txt, pdf, rtf, xps, epub, csv, odp, odt, ods
Formats that can be modified on the platform:
File: docx, pptx, xlsx, txt, rtf, epub, csv, odp, odt, ods
Formats that can be converted to PDF:
Image: jpg, jpeg, png,
File: docx, pptx, xlsx, xps, epub, odp, odt, ods, txt, rtf, csv
Because the calendar is shared with all the authorized users, we have limited data synchronization with personal calendars. However, each event created generated an .ics file whose details can be found in the event description. By clicking on the .ics file, you can download the details of the invitation and integrate them into your personal calendar.
If you did not have the opportunity to change your phone number in your profile before logging out of your previous session, you should ask your account or team manager to change your phone number through the users management panel.