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Everyday work · 8 min

Notarize a document, from upload to seal

The whole job: upload, optional signature and identity requests, the seal editor, and the permanent seal that finishes the act.

Start the job

Open Work and press Start a new certification, or go to the wizard directly. Drop a PDF, a Word file or a photo into the upload area — up to 40 MB, which covers a scan of several hundred pages.

  1. Drag the file in, or press the drop area and choose it.
  2. The document is hashed and anchored to the ledger the moment it arrives — before anything is signed. You will see the ✓ next to it.
  3. Press Continue.
The wizard's upload step. The file is ledger-anchored the moment it arrives.
The wizard's upload step. The file is ledger-anchored the moment it arrives.

The six steps of the wizard

The left rail shows the whole job. Only the first and last steps are required — everything in between is optional and can be skipped.

  1. Upload the document — required, and already done.
  2. Request signatures — optional: ask people to sign electronically before you work on it.
  3. Request identity verification — filled in automatically when your signature request already includes it.
  4. Request a live session — optional video call (available when live sessions are switched on for the platform).
  5. Request something else — optional: ask in your own words for extra evidence, like a second ID or a proof of address.
  6. Work on the document — the seal editor, the last step.
Step 1: the document is registered and anchored; Customer can be assigned here.
Step 1: the document is registered and anchored; Customer can be assigned here.

Ask for signatures on the way (optional)

On step 2, press Add a signer. Each signer gets their own link; you seal the document yourself once they are done.

  1. Enter the signer's full name and email address.
  2. Choose how they prove who they are: Email link only, Government ID + selfie (the default), or Two different IDs + selfie.
  3. Leave Place the signatures on the pages myself off and a signature page is added for you at the end; tick it to place signature boxes yourself in the editor.
  4. Press Send to 1 signer. The rail now shows the count, like “0 of 1 signed”.
The signer form: name, email, and how they prove who they are.
The signer form: name, email, and how they prove who they are.

No email sender connected yet?

Until an email sender is connected in Settings → Email, requests wait in your Outbox instead of being delivered — nothing is lost, connect the sender and they go out.

The seal editor — the last step

The editor shows the document with a tools column beside it. Everything you add here is stamped into the sealed PDF.

  1. Add text — fill in blanks on any page, with prefilled fields like today's date or the year ready to drop in.
  2. Notary widgets — your seal and signature images. Upload them once in Settings and they appear here.
  3. Certificate wording — pick the wording of the notarial certificate; four variants are offered.
  4. Verification badge — the QR code that anyone can later scan to verify the document.
  5. Final pages — choose which certificate pages are appended, such as the Certificate of Completion.
  6. Then apply my qualified signature (QES) — tick this to be taken straight from sealing to your qualified signature.
The seal editor: the page on the left, the tools column on the right, the seal button at the bottom.
The seal editor: the page on the left, the tools column on the right, the seal button at the bottom.

Seal it

Press Seal the document. A confirmation dialog recites exactly what will be stamped — how many widgets, which final pages, the badge — because sealing is permanent.

  1. Read the confirmation: it names every final page and the badge placement.
  2. Press OK. The sealed PDF is written, the act is recorded in your e-journal, and you land back on Work with the finished document.
Back on Work after sealing — the document shows its sealed state.
Back on Work after sealing — the document shows its sealed state.

Sealing is permanent — by design

The sealed file can never be edited afterwards; that immutability is what the ledger vouches for. Need a change? Upload a new document and seal that.