Retarus eSign
General functions
eSign usually transmits invoices as completed PDF files to Retarus via FTP using a VPN, SFTP, or via alternative transmission routes such as SMTP, or SAP-RFC. In addition to the PDF files, XML control files that contain the processing data for the signature process are required for the signature transmission process, whereas an identical XML control file is required for each PDF invoice except for the file extension.
After the signature is created, the invoices are attached as PDF documents to the email messages and are delivered to the recipient.
Retarus eSign services scope of standard functions
The following standard range of services are available:
Access through the Internet via FTP or SFTP
Transmission of the signature object (e.g., an invoice in PDF format) and a Retarus eSign Services-compatible XML parameter file.
Provision of a copy of the signed document on our FTP servers for you to retrieve. These copies are generally retained for approximately 40 days and then automatically deleted.
Provision of signature for standard PDF documents using the Adobe-compliant embedded signature.
Transmission of signed documents through SMTP (via email to your invoice recipients)
Retarus eSign services optional functions
The following features can be booked to supplement the standard features:
Automatic verification of electronically-signed documents, including the creation of a test report which is attached to the end of the signed document as a separate page.
Bounce Management: Automated and manual replies via email are preclassified and the information (e.g., mailbox is full, the invoice recipient’s email address is invalid, etc.) is then provided to the creator of the invoice in standard format.
Data extraction from the PDF document – with this option, e.g., the invoice number, the invoice amount, the customer number, etc., are extracted from the invoice and set aside for the optional -archive.
Processing of structured data streams, e.g., IDoc, EDIFACT, XML, CSV, text, etc.
Generation of PDF documents from structured data streams.
Archive – signed documents are saved for specific period of time in the Retarus eSign archive. The archived documents can be conveniently retrieved at any time from the eSign archive portal.
Multi-Language Package – Saved texts, badges, verification reports, etc., can be configured for various languages and saved. You can conveniently use XML tags to manage language selection.
Best practice workflows
Previous experience shows that two separate workflows emerge:
“Sign only” – For invoice creators who make signed invoices in their own portal available for download by invoice recipients, we offer a pure signature service. After the document is uploaded to the FTP server infrastructure‘s "in" directory, the document is automatically signed and may undergo optional verification before being saved in the "out" directory. All settings can be preconfigured so that an additional XML file is not absolutely necessary.
“Full service” – The eSign service takes over almost all tasks from the creator of the invoice. The following steps take place after the documents to be signed are handed over:
Provision of the signature
Automatic verification and attachment of the protocol
Application of a badge with a unique ID
Archiving in the Retarus eSign Archive Portal
Allocation to the invoice issuer’s long-term archive
Email transmission to the invoice recipient
Transfer to Bounce Management