📖 Table of content
Step 1: Documents review
Step 2: Information validation
Step 3: Video identification
You have received a signature request with the Qualified Electronic Signature or do you want to learn more about how this level of signature works? In this article, we detail all the necessary steps to sign documents with Yousign's Qualified Electronic Signature:
Read the documents to be signed
Information validation
Identification (video verification of your ID document and face)
Signature
Save identification (optional)
In the case of a signature request with Qualified Electronic Signature (often referred to as QES), signer identification is strengthened by various video verification operations (ID document and face). These operations are necessary for signing documents and help strengthen the legal value of the signatures.
To sign documents with Yousign's Qualified Electronic Signature, make sure you have:
Your physical ID document (valid)
A mobile device (only a smartphone) with a camera
Follow this step-by-step guide to learn how to sign your documents.
Step 1: Documents review
Start by reviewing the documents to be signed:
In the signature request received by email, click on the "Access document" button that allows you to view the document(s) to be signed.
Ensure you are in a well-lit environment and have your physical identity document and a mobile device with a camera, then click "Continue."
Click "Start."
On the left side of your screen, you will find all the documents to be signed as well as any attachments. Once you have reviewed the documents (scroll down), and potentially provided the required information (checkboxes, text to be copied, etc.), click the "Sign" button at the bottom right of the page.
Step 2: Information validation
First Name and Last Name Validation for Identity Verification
The identity verification of a Qualified Electronic Signature (QES) depends on accurately matching your declared identity with the identity extracted from your official ID document. This ensures compliance with security standards and legal requirements.
How Does It Work?
The process compares the given first and last names provided by the sender and validated by you with the names displayed on the submitted identity document. Names must comply with specific rules for successful verification, ensuring a robust, standardized, and secured process.
The rules for a successful verification are detailed below:
Accepted Documents
The following identity documents are accepted for name matching:
National ID card
Passport
Residence permit
Temporary residence permit receipts are not accepted for name matching.
Rules for a successful identification
Qualified Electronic Signature (QES) verification relies on comparing your declared identity with the identity from your official ID, ensuring security and legal compliance.
First Name
The declared first name must match exactly one of the given names on the document.
Examples of successful matching:
Document lists "Maëlys-Gaelle Marie"
Declared: "Maëlys-Gaelle" or "Marie"
Example of failed matching:
Declared: "Maëlys-Gaelle, Marie" (two matches detected).
2. Format
Names can be declared in lowercase or uppercase without affecting matching.
Special Latin characters (e.g., à, é, ç) are normalized (e.g., a, e, c).
Example: "José García” can be declared as "Jose Garcia”
Hyphens (-)``and apostrophes (
') can be replaced by spaces.Example: "N’O" can be declared as "N O."
You must use Latin characters, If a document shows names in both Latin and non-Latin scripts (like Cyrillic, Arabic, or Chinese), you must use the Latin version of the name.
3. Last Name
The declared last name must match exactly one of the following:
Birth name or usage name on the document.
If both are displayed, only one should be provided.
Example: Document lists "GABLER MUSTERMANN." Declared: "GABLER" or "MUSTERMANN."
Failed matching: Declared: "GABLER-MUSTERMANN."
4. Honorary Title
Honorary titles (e.g., Baron, Dr.) displayed in the document must not be declared or it will end in a failed identification attempt. Only first and last names should be provided.
Error Reporting and Resolution
If the declared names do not match the document, the signing process cannot proceed. Here is how you can correct the information:
Click on the "Declare mismatch" button and specify the necessary changes.
The request sender will receive an email to update the information.
Once corrected, you will be notified and can restart the process.
Important: For security reasons, you cannot make changes to your data directly. Ensure that the declared names provided by the sender match exactly as written in your identity document, chosen for the verification process of the QES.
👉 If you have already completed a Qualified Electronic Signature with Yousign and have saved your digital identity on a mobile device, follow this guide to sign more quickly.
Step 3: Video identification
At this stage, you need to have your mobile device (only a phone) with a camera ready to verify your identity:
Click on "Start verification."
If you are signing from a computer, choose one of these two options:
Scan a QR code (see how in this article)
Receive a text message (only if you have a smartphone)
Make sure to select the language you want to use for your video identity verification (choose the language you are most comfortable with to follow the instructions on your mobile device).
If you are signing directly from a smartphone, proceed to this step.
If you are signing from a computer and have selected "Scan a QR Code":
A QR code will appear on your screen.
Open your mobile device's camera.
Position your mobile device in front of the QR code.
Click on the link that appears on your mobile device.
If you are signing from a computer and have selected "Receive a text message":
Verify the provided phone number and make changes if necessary.
Click "Text me."
Open the Yousign SMS.
Click on the link in the SMS.
How to Complete Your Identity Verification
The identity verification process is performed entirely on your mobile device. Follow the steps below carefully to ensure success.
Before You Begin: Environment Requirements
To increase the chances of successful ID verification for Qualified Electronic Signatures (QES):
Have your original, valid ID document in hand.
Ensure you are in a bright environment.
Use a stable internet connection (WiFi preferred).
Avoid using Firefox browsers.
Use your personal smartphone (not a business or shared device).
Step 1: Start the Verification Process
Click "Start verifying" and:
Check both checkboxes (mandatory to proceed).
Click "Okay".
Wait for your equipment to be checked. We will verify if:
Your browser is compatible.
Your camera is accessible.
Your internet connection quality is sufficient.
Step 2: Select Your Identity Document
Choose your type of identity document from the accepted options:
National ID card
Passport
Residence permit
Temporary residence permit receipts are not accepted for name matching.
Note: Some forms of ID are not accepted due to security concerns, including:
Italian paper identity cards
Indian and Malaysian passports
Tunisian passports
Haitian titles
North Korean titles
Russian titles (A VPN may be required for Russian documents).
If the country does not appear in the list, the document is not supported for identity verification.
Step 3: Verify Your Identity Document
Follow the instructions on your mobile device:
Select the issuing country of your identity document.
Click "Continue verifying".
Click "I am holding my document" (ensure you have it physically with you).
Allow access to your camera.
Follow the on-screen instructions.
Video Verification of Your Document:
You will be asked to make specific movements with your document.
For each request:
Validate the request and perform the movement.
Wait for the green progress bar and a green checkmark to confirm completion.
Step 4: Verify Your Face
Once the document verification is complete, proceed to facial verification.
Follow the instructions on your screen:
Perform specific facial movements as requested.
For each request:
Validate and execute the movement.
Wait for the green progress bar and a green checkmark to confirm completion.
Final Step: Transmitting Data
Wait a few moments while your data is transmitted and verified.
Important: Do not close the page during the transfer, or you will need to start over.
2. If signing from a computer:
Once the verification is complete, you will see the message "The phone step is complete" on your mobile device.
Return to the Yousign tab on your computer to proceed.
What to Do If Your Identity is Not Validated
If your identity verification fails, check the following:
Ensure the information you provided matches your ID exactly. 👉 Read this article for identity validation rules.
Confirm your ID document is:
Not expired.
In good condition.
Ensure a strong and stable internet connection.
Use a good-quality video camera.
Ensure your name and surname are not reversed.
In cases of presumed identity theft, verification will fail if:
A false identity document is used.
Identity data on a genuine document is altered.
The document is reported stolen or lost.
The photograph on the document has been modified.
Step 4: Sign documents
Once your identity has been submitted, all that's left to do is sign! To do this, swipe to the right or hold down the Enter key.
The signature will be added to the document only if the identity verification is successful (this can take up to 15 minutes).
Remember to keep this page open without refreshing it: this way, you can save your digital identity for faster signing of your next qualified signatures with Yousign (so you don't have to repeat the video identification steps).
Once the identity verification is complete and validated, you can download the signed document.
Step 5: Save identification
Once your identity is validated and completed, you can save your digital identity on the device of your choice. This step is optional but highly recommended if you regularly sign with Yousign.
Saving your digital identity will allow you to sign your next Qualified Electronic Signatures with Yousign up to 10 times faster.
For security reasons, you have only 15 minutes to save your identity (once successfully verified).
To save your digital identity:
Click on "Save my identity."
Click on "Reveal secret QR code," only if you are signing from a computer (you will be redirected to step 4 if you are signing directly from your mobile device).
Scan the QR code with the mobile device of your choice (see how in this article).
Click on "Save my identity."
Your identity will be linked to this device for a period of 3 years or until the expiration of the ID used, whichever comes first. Therefore:
Use a personal mobile device.
Make sure no one else scans the QR code on your behalf.
Please note: we do not recommend storing two different digital identities on the same device, as the device is the “key” that enables the digital identity to be used.
👉 Learn more about Yousign's digital identity in this dedicated article.
I can't save my digital identity on my mobile device:
Make sure your mobile device's operating system is up to date.
For Android devices version 7.0 or higher
For iOS devices version 14.1 or higher
Check that you are using a compatible browser, and update it to its latest version:
For Android devices (Chrome only)
For Apple devices (Chrome, Safari, Firefox, Brave)
If you are unable to perform any of the above actions, you will not be able to save your digital identity on your mobile device (as it is not compatible). You can use a more recent mobile device.
ID Verification Attempts
Can I have more than one ID Verification Attempt?
As a signer, you may have up to 3 ID verification attempts (depending on the sender’s plan). These attempts are your chance to ensure your identity is validated successfully. For a successful ID Verification refer back to steps 2 (Information validation) & 3 (Video identification).
If you use all three attempts without success, the ID verification status will change to Blocked. This means the QES credit has been fully consumed and can no longer be used for the signature request. To proceed, your sender will need to unblock you, and you'll receive three new attempts.
Having 3 Identifications attempts depends directly on your sender’s plan (QES by credit)
How to Avoid Errors:
Errors during the Qualified Electronic Signature (QES) process can occur for several reasons, not just due to name mismatches. For example, a poor internet connection or insufficient lighting during the ID photo capture can disrupt the process, preventing successful verification.
To better understand what are the possible causes of a failed attempt, refer back to steps 2 (Information validation) & 3 (Video identification).
If the declared names do not match the document, refer back to “Error Reporting and Resolution”.
Reminder: Temporary residence permit receipts are not accepted.
Sign more quickly with your digital identity
Have you already saved your digital identity with Yousign? You're in the right place 😊
After validating your personal information (first name, last name, and email), you can authenticate with your previously recorded digital identity with Yousign.
To do this:
If you are signing from a computer, scan the QR code with the mobile device that contains your digital identity (see how in this article), then click on the QR code link to open it.
Click on "Sign in".
Confirm your identification using the strong authentication method set up on your mobile device (fingerprint, facial recognition, pattern, etc.).
Wait a few moments.
Swipe to sign, then click "Download the document"!
Your digital identity allows you to save a significant amount of time when signing with Yousign's Qualified Electronic Signature in the future, because of this :
It is important you use the device you use most often when creating your digital identity, so you can have it on you at all times.