Ordering Document Signer Certificates - Draft

What is a Document Signer Certificate?

A Document Signer Professional Certificate provides trusted authentication for electronically transmitted documents by validating the author and document integrity. It enables you to:

• Sign documents in your individual capacity within an organization

• Validate both your individual and organizational identity

• Sign an unlimited number of documents

• Benefit from strong encryption, timestamping, audit trails, and non-repudiation

• Receive hardware download support

• Access automatic renewal reminders and early renewal options

Product Details

Field Name	What It Is	What To Do
Product Name	Softnet Legal Person Certificate – Soft Token 1 Year	This is the certificate product you will be applying for. It is valid for one (1) year from the date of issuance.
CA Source	emsign	The Certificate Authority (CA) that issues your certificate. emsign is a globally trusted CA operated by eMudhra.
Certificate Type	Document Signer Certificates	The category of digital certificate that permits document signing on behalf of an organization.
Cost	USD 210	The total price for a one-year certificate. Payment can be made online or via pre-loaded account credits.
Issuance Timeframe	1–5 Business Days (average)	After all verifications are completed and approved, the certificate is typically issued within 1–5 business days.

Who Should Use This Guide?

This guide is intended for any individual who is applying for a Document Signer Certificate through their organization on the CERTInext platform. No technical background is required.

How the Process Works – Overview

The application involves two distinct phases:

1. PHASE 1: You complete an online application form in CERTInext and make payment. This takes approximately 10–15 minutes.

2. PHASE 2: After payment, you complete a series of identity and organization verification steps via email links and an online portal. This phase may take 1–5 business days depending on how quickly you respond to each verification request.

IMPORTANT: Keep access to the email address you register during the application. Most verification links and codes are sent to that address, and they expire within 24 hours.

PHASE 1: Applying for the Certificate in CERTInext

This phase covers the six-step online application form in the CERTInext portal. You will choose your product, enter your organization details, provide representative and personal information, and complete payment.

Getting Started

1. Log in to your CERTInext account at the enterprise portal (e.g., https://qa.certinext.io or your organization’s dedicated URL).

2. On the left navigation panel, click CERTIFICATES to expand the submenu.

3. Click the NEW CERTIFICATE button (orange button, top-left area).

4. You will be taken to the New Request wizard, which has six numbered steps shown on the left panel.

TIP: If you do not have a CERTInext account, contact your organization’s Administrator to have one created for you.

STEP 1 - Choose Product & Validity

Figure 1.1: Step 1 – Choose Product & Validity

This is the first step of the application. You select what type of certificate you want, which CA (Certificate Authority) will issue it, and the specific product. The system also shows you the cost before you proceed.

Field Reference

Field Name	What It Is	What To Do
Group *	Automatically populated with your organization’s name as registered in CERTInext. This field is read-only.	No action needed. Verify that the organization name shown matches the one you are applying under.
CA Source *	The Certificate Authority (CA) that will issue your certificate. emsign is eMudhra’s trusted CA.	Select “emsign” from the dropdown. This is the default and recommended option for Document Signer Certificates.
Certificate Type *	The category of certificate. “Document Signer Certificates” enables legal electronic document signing.	Select “Document Signer Certificates” from the dropdown.
Product *	The specific certificate product, which defines the token type and validity period. “Softnet Legal Person Certificate – Soft Token 1 Year” is a software-based certificate valid for one year.	Select “Softnet Legal Person Certificate – Soft Token 1 Year” from the dropdown.
Cost	Displays the price for the selected product. This is shown in USD.	Review the displayed cost (USD 210). No input required; this is informational only.

Product Information Box

Below the form fields, a blue information box displays the features included with Document Signer Professional Certificates:

• Sign with Organization Individual Capacity

• Individual & Organization Validation

• Average Issuance Timeframe: 1–5 Business Days

• Sign Unlimited Documents

• Strong Encryption, Timestamping, Audit Trails & Non-repudiation

• Hardware Download Support

• Automatic renewal reminders and early renewal options

NOTE: The “*” symbol next to a field name means the field is mandatory. You cannot proceed without filling in all required fields.

IMPORTANT: Ensure you select the correct product before proceeding. Once payment is made, the product type cannot be changed without cancelling the order.

When ready, click the NEXT button (bottom-right corner) to proceed to Step 2.

STEP 2 - Organization Information

Figure 1.2: Step 2 – Organization Information

In this step, you provide the details of the organization on whose behalf the certificate is being issued. If your organization has previously been verified on CERTInext, you may be able to select it and skip re-validation. Otherwise, you will add a new organization.

Pre-Verified Organization Option

At the top of this screen, you may see an option to “Select an organization” if your organization has already been verified. Choosing a pre-verified organization speeds up processing significantly. If no pre-verified organization exists, you will see a message saying “No pre-verified organizations yet. Add one below to get started.”

Click the + Add a new organization button to enter your organization details manually.

Field Reference

Field Name	What It Is	What To Do
Organization Name *	The full legal name of your organization as it appears in official documents.	Enter the complete legal name of your organization (e.g., ABC Inc). Do not use abbreviations unless that is the registered name.
Organization Identification Number *	A unique identifier for your organization, such as a company registration number, tax ID, or EIN.	Enter the official registration or identification number of your organization. This must match government-issued documentation.
Organization Unit	The department, division, or business unit within the organization to which the certificate applies.	Enter the relevant department name (e.g., Finance, IT, Operations). This field is optional.
Street Address 1 *	The primary street address of your organization’s registered office.	Enter the building number and street name of the organization’s registered address.
Street Address 2	An optional second line for the address (e.g., suite, floor, or landmark).	Enter any additional address details if applicable. This field is optional.
Country *	The country where the organization is registered.	Select the correct country from the dropdown list.
State / Province *	The state or province within the selected country.	Select or type the state/province of the organization’s registered address.
Locality *	The city or town of the organization’s registered address.	Enter the city or locality name.
Postal Code / Post Office Box Number *	The ZIP code or postal code for the organization’s registered address.	Enter the correct postal/ZIP code. This must match the address on your official organization documents.

NOTE: New organizations require validation before certificates can be issued. This typically takes 1–3 business days. If your organization is already pre-verified, this wait time is eliminated.

IMPORTANT: All address details entered here must exactly match the official organization documents (such as articles of incorporation, business license, or government registry). Mismatches may delay or reject your order.

Click NEXT to proceed to Step 3.

STEP 3 - Organization Representative Information

Figure 1.3: Step 3 – Organization Representative Information

This step captures the details of the individual who is the authorized representative of the organization for this certificate. This is typically the person who has authority to sign on behalf of the organization or the designated certificate administrator.

Choose User

At the top of this section, you will see two radio button options:

• New: Select this if the representative is being registered for the first time on CERTInext.

• Existing: Select this if the representative already has a CERTInext account. Their details will be auto-populated.

Field Reference

Field Name	What It Is	What To Do
Name *	The full name of the organization representative.	Enter the first and last name of the authorized representative.
Email ID *	The email address of the organization representative. Verification emails and notifications related to the organization’s role will be sent here.	Enter a valid, actively monitored email address. This person will receive important communications about the certificate order.
Mobile Number	The mobile phone number of the representative.	Enter the phone number with the correct country code prefix selected from the dropdown. This field is optional but recommended.

Certificate Download Delegation (Optional)

This section allows you to designate a different person to download the certificate on behalf of the organization. This is useful if the representative who authorizes the certificate is different from the person who will actually use or manage it.

Field Name	What It Is	What To Do
Contact Name	The name of the person authorized to download the certificate.	Enter the name of the delegate. Leave blank if the organization representative will handle the download themselves.
Email ID	The email address of the delegate for certificate download.	Enter the delegate’s email address. Leave blank if no delegation is needed.

IMPORTANT: Ensure the email address entered for the Organization Representative is correct and accessible. Critical verification steps in Phase 2 will require this person’s active participation, including entering authentication codes.

Click NEXT to proceed to Step 4.

STEP 4 - Certificate Information

Figure 1.4a: Step 4 – Organization summary (read-only)

[ INSERT SCREENSHOT ] CERTInext – Step 4: Certificate Information screen (lower portion – input fields)

Figure 1.4b: Step 4 – Certificate holder personal details

This step combines a read-only summary of the organization details you entered in Step 2 (for your review) with new input fields for the personal details of the individual named on the certificate – that is, the specific person whose name will appear as the certificate holder.

Read-Only Organization Summary

The top portion of this screen displays your organization details as entered in Step 2. Review these carefully. If anything is incorrect, click BACK to return to Step 2 and make corrections.

Certificate Holder Personal Information Fields

Field Name	What It Is	What To Do
First Name *	The first (given) name of the individual who will be named on the certificate.	Enter your first name as it appears on your official identity document.
Last Name *	The last (family/surname) name of the individual who will be named on the certificate.	Enter your last name exactly as it appears on your official identity document.
Identity Document Type *	The type of government-issued identity document you are using to verify your identity.	Select the appropriate identity document type from the dropdown (e.g., Passport, National ID, Driver’s License, Government Employment ID).
Registered ID	The unique identification number from your chosen identity document.	Enter the document number from your selected identity document (e.g., your passport number). Ensure there are no typos.
Email ID *	The email address of the certificate holder. This is where the certificate download link and personal verification emails will be sent.	Enter a valid, actively monitored email address belonging to the certificate holder.
Designation *	The job title or designation of the certificate holder within the organization.	Enter your current job title or designation (e.g., Software Engineer, Finance Manager, Director). This information may appear in certificate details.

IMPORTANT: The name and identity document details you enter must exactly match your government-issued ID. These will be validated during the Individual Verification step in Phase 2.

NOTE: The “Registered ID” field refers to your identity document number (such as a passport number), not your organization’s registration number.

Click NEXT to proceed to Step 5.

STEP 5 - Additional Information (Optional)

Figure 1.5: Step 5 – Additional Information

This step allows you to provide optional supplementary information about your order. All fields on this screen are optional and can be left blank if not applicable.

Field Reference

Field Name	What It Is	What To Do
Tags	Labels or keywords you can attach to the order for internal tracking or organization purposes within CERTInext.	Click the + Add Tag button to add one or more custom tags (e.g., department name, project code). This is useful for organizations managing multiple certificates.
Order Remarks	A free-text field for any notes or comments about this specific order.	Type any relevant notes or internal comments. For example, you may note the business purpose of the certificate or reference a purchase order number. Leave blank if not needed.
KYC Documents	A checkbox that indicates whether you wish to attach Know Your Customer (KYC) documents at this stage.	Check this box if you have KYC documents ready and want to upload them proactively. This can potentially speed up the verification process.
Additional Email Recipients	A checkbox to add extra email addresses that should receive order notifications and status updates.	Check this box to specify additional recipients (e.g., a team inbox, a manager’s address) who should be copied on order status emails.

TIP: Adding tags and order remarks is particularly helpful for organizations with multiple ongoing certificate orders, as it makes it easier to search and identify specific orders later.

Click NEXT to proceed to Step 6 (Order Summary & Payment).

STEP 6 - Order Summary & Payment

Figure 1.6a: Step 6 – Full order summary

This is the final step of Phase 1. Review all information before making payment. This screen shows a complete summary of every field you have entered, followed by payment options.

Order Summary Sections

The summary is divided into the following sections for review:

• Organization Information: Name, ID, unit, address, country, state, locality, postal code.

• Organization Representative Information: Representative name, email, mobile number.

• Certificate Information: First name, last name, identity document type, registered ID, email, designation.

• Additional Information: Tags and order remarks (if entered).

Payment Information

Field Name	What It Is	What To Do
Current Balance	The amount of pre-loaded credit available in your organization’s CERTInext account.	Review your available balance. If you have sufficient credit, you may use the Use Credit button. No action needed unless paying online.
Grand Total	The total amount to be paid for this certificate order.	Confirm the Grand Total before proceeding with payment.

Payment Buttons

Field Name	What It Is	What To Do
Back	Returns you to the previous step (Step 5) to make changes.	Click Back if you need to review or edit any information before paying.
Save and Exit	Saves your application as a draft so you can complete payment later.	Click this if you are not ready to pay now. You can return and complete the order later from your CERTInext dashboard.
Pay Online	Initiates an online payment process via a payment gateway.	Click Pay Online if you wish to pay by credit/debit card or through another supported online payment method.
Use Credit	Deducts the cost (USD 210) directly from your organization’s pre-loaded account balance in CERTInext.	Click Use Credit if your organization has sufficient credits and you wish to avoid an online payment transaction. The amount will be deducted immediately from your organization’s balance.

IMPORTANT: Carefully review all information before clicking a payment button. The name, email, and ID details entered in Steps 3 and 4 cannot be edited after payment without placing a new order.

NOTE: If you click Use Credit, a confirmation message may appear stating that the amount will be deducted from your organization’s balance. Confirm before proceeding.

TIP: If you are unsure about any details, click Save and Exit to save a draft. Review the details, then return to complete the payment from the Certificates > Orders section.

After Clicking Pay / Use Credit

Once payment is successfully initiated, you will be taken to an Order Confirmation screen showing:

• Order ID (a unique number identifying your order – keep this for reference)

• Ordered Date and Time

• Product name and validity

• Group (organization) and CA Source

• Order Status: “Order Accepted”

• Certificate Status: “Pending for Approver”

Figure 1.7: Order View after payment – Order Accepted / Pending for Approver

NOTE: Save your Order ID for future reference. You will need it when contacting support or tracking your certificate status.

PHASE 2: Post-Submission – What Happens After You Pay

After you complete Phase 1 and payment is processed, your order enters a multi-step verification workflow. This phase involves a series of verification tasks that must be completed to prove your identity and organization legitimacy before the certificate can be issued. Most actions require you to respond to emails and follow links to an external verification portal (emsSign, powered by eMudhra).

Verification Steps Overview

You will need to complete six verification steps on the emsSign subscriber portal. The steps and their initial statuses are as follows:

#	Verification Step	Initial Status
1	Subscriber Agreement	Awaiting Customer Action
2	Email Verification	Awaiting Customer Action
3	Individual Verification	Awaiting Customer Action
4	Organization Verification	Pending
5	Face To Face Verification	Awaiting Customer Action
6	Certificate Download	Issuance Pending

NOTE: Steps 1 through 5 must all be completed before Step 6 (Certificate Download) becomes available. You can complete steps in parallel where possible.

IMPORTANT: All verification links sent by email expire within 24 hours. Act promptly to avoid delays. If a link expires, contact CERTInext support to request a new one.

2.1 Order Confirmation Email

Figure 2.1: Order confirmation email

Within minutes of successful payment, you will receive an email from CERTInext (no-reply address) with the subject line: ORDER #[Your Order ID] – Your Order is Successful.

What This Email Contains

Field Name	What It Is	What To Do
Order ID	Your unique order reference number.	Note this number. Use it when contacting support or tracking your order.
Ordered Date	The date and time (UTC) when your order was placed.	Verify the date is correct.
Product & Validity	The certificate product name and its validity period.	Confirm this matches what you ordered: Softnet Legal Person Certificate – Soft Token 1 Year.
Identifier	The name of the certificate holder as entered in Step 4.	Confirm this is the correct name.
Track Order button	A link to the CERTInext portal where you can view your order status.	Click Track Order to access your order details page at any time.

NOTE: This email is sent automatically and is for your records. No action is required from this email itself.

2.2 Subscriber Agreement

Figure 2.2a: Subscriber Agreement email

Figure 2.2b: Subscriber Agreement page on emsSign portal

Figure 2.2c: Confirmation after successfully signing

Shortly after your order confirmation email, you will receive a second email with the subject: ORDER #[Order ID] – Subscriber Agreement Verification Link.

What To Do

1. Open the email and click the orange Agreement Link button.

2. You will be taken to the emsSign subscriber portal, which displays a 10-page Subscriber Agreement document on the left side.

3. Read the Subscriber Agreement carefully.

4. On the right side, you will see the Accept Agreement panel with the following fields:

Field Name	What It Is	What To Do
Your Name	The name of the person accepting the agreement. Pre-filled based on your application.	Verify the name shown is correct. This field may be pre-populated.
Place	The city/location where you are signing the agreement.	Enter the name of the city or location where you are currently located.
Email ID	Your email address, shown partially masked for privacy.	Verify this is your correct email address (partially hidden for security).
I am the authorized person to sign this agreement (checkbox)	Confirmation that you have the authority to accept this agreement on behalf of yourself.	Check this box to confirm you are authorized to sign.
I agree to all the terms & conditions of this agreement (checkbox)	Acknowledgment of the legal terms in the Subscriber Agreement.	Check this box after reading the agreement to confirm your acceptance.

5. After checking both boxes, click Accept Agreement.

6. You will see a green confirmation message: “You have already signed the Subscriber Agreement.”

IMPORTANT: Do NOT click Reject unless you intentionally wish to refuse the certificate issuance. Rejecting the agreement will halt your order.

NOTE: The Subscriber Agreement is a legally binding document between you (“Subscriber”) and the Certificate Authority (emsign/eMudhra). You must read and accept it to proceed.

2.3 Tracking Your Order Status

Figure 2.3: Track Order Status modal

At any time during the process, you can track your order status from the CERTInext portal. On the Order View page, click the action menu (⋮ button, top-right) and select Track Order Status.

Track Order Options

Field Name	What It Is	What To Do
Order Status Tracking URL	A unique public URL that allows anyone with the link to view the current status of your order.	You can copy and save this URL to check status without logging in.
Open URL	Opens the tracking URL directly in your browser.	Click to immediately view the live order status page on the emsSign portal.
Share URL	Sends the tracking URL to the Organization Representative’s registered email address.	Click if you want to share the tracking link with the representative. Note: the email is sent to the registered organization representative address.

2.4 The emSign Verification Portal

Figure 2.4: emSign verification portal – Order Actions overview

When you access the emsSign portal via the tracking URL or any verification email link, you will see an Order Actions page. This page shows all six verification steps and their current statuses.

Order Actions Page

The page is divided into two areas:

• Left side: The Certificate Requester Information (your name, masked email, phone, designation) and the list of Order Actions (6 steps with their statuses).

• Right side: The Order Details sidebar showing order date, Order ID, product, order status, and certificate status.

Step Status Meanings

Field Name	What It Is	What To Do
Completed	This verification step has been successfully completed.	No further action needed for this step.
Awaiting Customer Action	You (the certificate holder/applicant) need to take an action to complete this step.	Expand the step by clicking “+” and follow the instructions shown, OR check your email for a verification link.
Pending	The step is waiting for a background check or action from the Certificate Authority (CA) or other party.	Wait for an update. You may receive an email when action is required.
Issuance Pending	All verifications are done; the certificate is awaiting final approval and issuance.	No action needed. Wait for the certificate to be issued (typically 1–5 business days).

At the bottom of the page, a Submit For Verification button is available. Click this once you have completed all pending actions to notify the CA to proceed with the review.

2.5 Email Verification (Step 2 of 6)

Figure 2.5a: Email Verification email

Figure 2.5b: emSign – Email verification acceptance page

Figure 2.5c: Email verification success confirmation

You will receive an email with the subject: ORDER #[Order ID] – Email Verification Link. This step confirms that the email address registered in your application is valid and accessible to you.

What To Do

1. Open the email and click the orange Verify Email button.

2. You will be taken to a page on the emsSign portal showing your partially masked email address.

3. Click the Accept button to confirm you own and can access this email address.

4. A success message will appear: “Thank you for verifying your email ID and completing the Email Verification step successfully.”

5. Click Proceed for Verification to return to the Order Actions page.

IMPORTANT: This link expires within 24 hours of receipt. If you do not click it in time, you will need to contact support or request a new verification link.

NOTE: The email is sent to the Email ID entered for the Certificate Holder in Step 4 of the application. Make sure you have access to that inbox.

2.6 Individual Verification (Step 3 of 6)

Figure 2.6: Individual Verification – ID proof upload

Individual Verification confirms your personal identity by requiring you to upload a valid government-issued identity document. The CA will compare the document against the name and ID details you entered in Step 4 of the application.

Accepted Identity Documents

• Passport

• National Identity Card

• Driver’s License

• Government Employment ID

• Any other equivalent government-issued photo identity document

Field Reference

Field Name	What It Is	What To Do
Country (pre-filled)	The country associated with your address, as entered in the application.	Verify that the country matches your identity document.
Country (State)	The state/province, pre-filled from your application.	Verify this matches your registered address.
Postal Code / Post Office Box Number (pre-filled)	Your postal code, as entered in Step 2.	Verify this is correct.
Street Address 1 (pre-filled)	Your street address, pre-filled from the application.	Verify this matches your identity document address if applicable.
Supporting Document	The actual identity document file you are uploading.	Click Choose File, select your identity document file (PDF, JPG, or PNG format), and upload it. Ensure the document is clear, fully legible, and not expired.

IMPORTANT: Upload a clear, high-quality scan or photo of your identity document. Blurry, partially cut off, or expired documents will be rejected and will delay your order.

NOTE: The file format should match what the platform accepts (PDF is commonly preferred). File size limits may apply – typically under 5 MB.

TIP: If uploading a passport, include the photo page. If uploading a national ID or driver’s license, include both front and back if possible.

2.7 Organization Verification (Step 4 of 6)

Figure 2.7a: Organization Verification request email

Figure 2.7b: Organization Verification – Attestation Letter submission form

Organization Verification confirms that your organization is legitimate and that its identity and address are verifiable. When automatic verification via public registries fails (which is common for smaller or newer organizations), the CA will request an Attestation Letter.

What is an Attestation Letter?

An Attestation Letter is a formal document signed by a qualified professional (a Practicing/Qualified Accountant, a Lawyer, or a Government Official) that confirms the existence, identity, and registered address of your organization. This letter must be on official letterhead and bear the signatory’s seal or stamp.

What To Do

1. Receive the email with subject: ORDER #[Order ID] – Submit Attestation Letter for [Organization Name] Organization.

2. Click the link in the email to open the Organization Verification form on the emsSign portal.

3. Prepare the Attestation Letter with the help of a Practicing Accountant, Lawyer, or Government Official.

4. Complete the form and upload the letter.

Field Reference

Field Name	What It Is	What To Do
Organization Name (pre-filled)	The name of your organization, auto-filled from your application.	Verify this is correct.
Document Type (pre-filled)	Set to “Attestation Letter” by default.	No input needed.
Document *	The Attestation Letter file to be uploaded. Must be in PDF format.	Click Choose File and upload the signed, stamped Attestation Letter in PDF format. The platform only accepts PDF files.
Document Issued By *	The professional category of the person who signed the attestation letter.	Select the appropriate option: “Practicing / Qualified Accountant”, “Lawyer”, or “Government Official”.
Issuer Name *	The full name of the professional who signed and issued the Attestation Letter.	Enter the complete name of the accountant, lawyer, or official who signed the letter.
Issuer Email ID *	The email address of the issuer (the professional who signed the letter).	Enter the official email address of the issuing professional.
Issuer Contact No. *	The phone number of the issuer.	Enter the phone number of the issuing professional with the correct country code.

5. After filling all fields and attaching the PDF, click Submit For Verification.

Instructions Summary (as shown on portal)

• Upload the Attestation Letter signed by a Practicing/Qualified Accountant, Lawyer, or Government Official. Platform supports PDF documents only.

• Once the document is uploaded successfully, proceed to submit it for verification.

• A Validation Agent will validate the submitted Attestation Letter and verify the Issuer details.

IMPORTANT: Do not submit a scanned copy that is unclear, incomplete, or lacks a proper stamp/seal from the issuing professional. Rejection will cause delays.

2.8 Organization Authentication Code Verification

Figure 2.8a: Authentication Code email sent to organization contact

Figure 2.8b: Authentication Code Verification Link email sent to certificate holder

Figure 2.8c: Organization Authentication Code entry page

Figure 2.8d: Organization authentication code verification success

As part of Organization Verification, the CA sends an Organization Authentication Code to the Organization Representative’s registered email address to further confirm the organization’s identity. Simultaneously, the Certificate Holder receives a link to enter this code.

How This Two-Party Verification Works

1. The CA sends a 6-digit Organization Authentication Code to the Organization Representative’s registered email.

2. The CA sends a separate Verification Link email to the Certificate Holder (the individual named on the certificate).

3. The Certificate Holder contacts the Organization Representative to collect the code.

4. The Certificate Holder visits the verification link, enters the code, and submits it.

Field Reference – Code Entry Page

Field Name	What It Is	What To Do
Organization Name (pre-filled)	Your organization’s name, auto-populated.	Verify this is correct.
Organization Authentication Code *	The 6-digit code sent to the Organization Representative’s email.	Enter the exact code as received. The code is case-sensitive and numeric. Ask your Organization Representative for this code.
Designation *	The Certificate Holder’s job title, pre-filled from the application.	Verify this is correct. Edit if needed.

5. After entering the code, click Submit.

6. A success page will appear: “Thank you for submitting the organization authentication code for [Organization Name] and completing the verification successfully.”

7. Click Proceed for Verification to return to the Order Actions page.

IMPORTANT: The authentication code expires within 24 hours. Coordinate with your Organization Representative promptly to obtain the code before it expires.

NOTE: Two separate emails are sent in this step – one to the Organization Representative and one to the Certificate Holder. Do not confuse the two. Only the code email goes to the Representative; the link email goes to the Certificate Holder.

2.9 Face To Face Verification (Step 5 of 6)

Figure 2.9: Face To Face Verification – document upload or video recording

Face To Face Verification confirms your physical identity. You can complete this either by uploading a supporting document or by recording a short identity verification video.

Option A: Upload a Supporting Document

Field Name	What It Is	What To Do
Applicant Name (pre-filled)	Your name as entered in the application.	Verify this is correct.
Supporting Document	A document used to verify your identity in person (e.g., a photo with your identity document, a signed declaration).	Click Choose File and upload the required document. Refer to the specific instructions shown on the portal for acceptable document types.

Option B: Record a Video

As an alternative to document upload, you may verify your identity through a video recording. This involves a short video where you hold up your identity document and state your name and organization.

Field Name	What It Is	What To Do
Record Video button	Initiates the video recording process for remote identity verification.	Click the Record Video button and follow the on-screen instructions. Ensure you are in a well-lit area and your face and the identity document are clearly visible.

TIP: Video verification is often faster as it can be processed without waiting for a document to be reviewed manually. Ensure good lighting and a quiet environment when recording.

IMPORTANT: Whether uploading a document or recording a video, ensure your identity document (the same one used in Individual Verification) is clearly visible and not obscured.

2.10 Submitting All Verifications

Figure 2.10a: All verifications submitted – steps moving to Pending

Once you have completed all pending verification actions, return to the Order Actions page on the emsSign portal. Review the step statuses to confirm all required steps are done.

Final Status Summary

#	Verification Step	Initial Status
1	Subscriber Agreement	Completed
2	Email Verification	Completed
3	Individual Verification	Completed
4	Organization Verification	Completed
5	Face To Face Verification	Completed
6	Certificate Download	Issuance Pending

When all steps show Completed, click the Submit For Verification button at the bottom of the Order Actions page to formally notify the CA that all verifications are complete and the order is ready for approval.

NOTE: After submitting, the certificate will be reviewed and approved by the CA. Once approved, the Certificate Status in CERTInext will change from “Pending for Approver” to “Issued” and you will receive download instructions.

2.11 Certificate Download (Step 6 of 6)

Once all verifications are approved and the CA issues your certificate, Step 6 (Certificate Download) will become active. You will receive a notification email confirming that your certificate is ready.

What To Do

1. You will receive an email notifying you that your certificate is ready for download.

2. Log in to the emsSign portal using the order tracking link.

3. Expand Step 6: Certificate Download on the Order Actions page.

4. Follow the on-screen instructions to download your certificate to your device.

5. For a Soft Token certificate, the certificate will be a digital file (typically a .p12 or .pfx file) protected by a password.

Certificate Download Options

Field Name	What It Is	What To Do
Downloads button (portal header)	A dropdown menu in the emsSign portal header providing access to your certificate download.	Click the orange Downloads button in the top-right corner of the emsSign portal to access your certificate.
Direct Download Link	A direct link to the certificate file.	Click the link and save the certificate file to a secure location on your device.

IMPORTANT: Store your downloaded certificate file and its password in a secure location. If you lose the certificate file or forget the password, you may need to apply for a reissuance.

TIP: After downloading, test your certificate by signing a test document to confirm it works correctly before using it for official purposes.