Documentaal + ValidSign / PKI Signing Integration
Secure, compliant and automated digital signing inside Microsoft 365.
Digital signing has become an essential component of modern document workflows — especially in legal, financial, government and regulated environments.
Documentaal integrates seamlessly with ValidSign and PKI signing to ensure that documents created in Microsoft 365 can be signed securely, consistently and in full compliance with:
- eIDAS
- PKIoverheid
- GDPR/AVG
- Industry regulations
- Internal signature policies
Documentaal ensures that documents are governed before, during and after the signing process.
1. Why organisations need Documentaal + ValidSign / PKI Signing
ValidSign and PKI certificates provide:
- Legally binding signatures
- Identity verification
- Audit trails
- Cryptographic integrity
- Public-sector compliance
But on their own, they do not control how documents are created.
Common issues without Documentaal:
- ❌ Inconsistent templates
- ❌ Missing compliance clauses
- ❌ Errors in contracts or agreements
- ❌ Missing metadata
- ❌ Manual signature routing
- ❌ Documents being stored incorrectly
- ❌ Weak audit trails
- ❌ Non-compliant flows
Documentaal ensures your signing workflow starts with correct, governed documents.
2. How Documentaal integrates with ValidSign & PKI Signing
Documentaal supports two signing flows:
Flow 1 — ValidSign Digital Signing
ValidSign handles:
- Multiple signature types
- Identity checks
- Signing dashboard
- Multi-signer flows
- Notification routing
- Signed file generation
Documentaal handles:
- Structured document creation
- Required clauses
- Correct formatting
- Metadata enforcement
- SharePoint storage
- File packaging for signing
Signing Workflow
Flow 2 — PKI / PKIoverheid Signing
For government-grade signing:
- Cryptographic certificates
- Identity-bound signing
- Compliance with Dutch PKIoverheid standards
PKI signing is used for:
- Government decisions
- Legal orders
- Financial statements
- Notarial processes
- Regulated sector approvals
3. What Documentaal adds on top of digital signing
Signing platforms validate identity.
Documentaal validates document quality.
Documentaal ensures:
- Correct templates
- Consistent structure
- Compliance clauses
- Mandatory sections
- Conditional content
- Data-driven text
- Metadata completeness
- Correct SharePoint library
- Correct naming
- Retention-ready documents
Digital signing ensures:
- Authenticity
- Integrity
- Identity verification
- Non-repudiation
Together, they form a secure end-to-end signing pipeline.
4. Signing workflow with Documentaal
Document creation in Microsoft 365
Using governed templates and blocks.
Metadata and classification applied
Client, case, dossier, retention, sensitivity.
Document stored in SharePoint
Governed draft → approved document.
Signing initiation
ValidSign or PKI signing triggered manually, automatically via Power Automate, or via Documentaal workflow triggers.
Signatures collected
With full audit trails.
Signed final returned
Stored automatically in SharePoint, iManage, Hyarchis, or Azure Storage.
Retention applied
SharePoint and DMS systems handle the lifecycle.
Signing becomes an integrated part of governance.
5. Use cases across industries
Government
eIDAS/PKIoverheid decisions, formal letters, registrations.
Insurance
Policy approvals, claims documents, customer signatures.
Banking & Financial Services
KYC documents, statements, compliance approvals.
Legal
Engagement letters, settlement agreements, contracts.
Enterprise
HR letters, procurement contracts, internal approvals.
6. ValidSign + Documentaal + SharePoint: complete signing governance
Documentaal
Structures & validates the document
SharePoint
Governs the document lifecycle
ValidSign / PKI
Secures the signature
This ensures:
- Legally binding signing
- Compliant document creation
- Correct storage
- Complete audit trails
- End-to-end lifecycle visibility
- Zero manual steps
7. Summary
Documentaal brings governed, compliant, Microsoft-native document creation together with enterprise-grade digital signing solutions.
With Documentaal + ValidSign / PKI Signing, organisations get:
- Consistent, validated document creation
- Secure and compliant signing flows
- One source of truth in Microsoft 365
- Complete metadata and lifecycle control
- Seamless integration with SharePoint, iManage or Hyarchis
- Full regulatory compliance
Documentaal ensures documents are created right —
ValidSign and PKI ensure they are signed right.