> ## Documentation Index
> Fetch the complete documentation index at: https://help.clinikehr.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Document seal

> Seal every completed signed document with your practice's own trusted certificate, so PDF readers show it as signed by your organisation.

export const StillStuck = ({topic}) => <div className="ck-callout ck-callout--note" role="note">
    <p className="ck-callout__body">
      <strong>Still stuck{topic ? ` with ${topic}` : ''}?</strong>{' '}
      Check <a href="/platform/help/troubleshooting">Troubleshooting</a> first —
      it covers the failures we see most often. If that does not resolve it,{' '}
      <a href="/platform/help/contact-support">contact support</a> and include
      your workspace name and the time the problem happened, so we can find the
      matching entry in your audit log.
    </p>
  </div>;

export const Path = ({steps = []}) => <span className="ck-path">
    {steps.map((s, i) => <span key={i} className="ck-path__step">
        {i > 0 ? <span className="ck-path__sep" aria-hidden="true">
            ›
          </span> : null}
        {s}
      </span>)}
  </span>;

export const Availability = ({editions = ['all'], plans, roles, note}) => {
  const list = editions.includes('all') ? ['clinic', 'pharmacy', 'lims'] : editions;
  return <div className="ck-avail" role="note" aria-label="Feature availability">
      <span className="ck-avail__label">Available in</span>

      {list.map(e => <span key={e} className={`ck-pill ck-pill--${e}`}>
          {EDITION_LABELS[e] || e}
        </span>)}

      {plans ? <span className="ck-avail__label">Plan</span> : null}
      {plans ? <span className="ck-pill ck-pill--plan">{plans}</span> : null}

      {roles ? <span className="ck-avail__label">Who</span> : null}
      {roles ? <span className="ck-pill ck-pill--role">{roles}</span> : null}

      {note ? <span className="ck-avail__note">{note}</span> : null}
    </div>;
};

<Availability editions={['clinic', 'pharmacy', 'lims']} plans="Essential, Team and Enterprise (Enterprise includes one certificate)" roles="Owner or manager" />

The document seal puts a digital signature in your organisation's legal name on every document your patients finish signing. Adobe Acrobat and other PDF readers show that signature as valid and trusted, and flag any change made to the file afterwards — without anyone contacting you.

<Path steps={['Settings', 'Document Seal']} />

## What a trusted seal is

A **trusted seal** is a digital signature made with a certificate issued to your organisation by a certificate authority on the Adobe Approved Trust List. Before it issues the certificate, the certificate authority checks that your organisation exists and is registered under the name you give. That check is what lets a reader's PDF software say "signed by" your practice rather than "signer unknown".

It is your organisation's seal on the whole finished file. It is not the personal signature of anyone who signed, and the certificate of completion is still the record of who signed, when and how.

## Who it is for

Practices whose signed documents are opened by others — insurers, courts, employers, other providers — who expect to see a trusted signature in their PDF reader rather than a link to check.

## What this tab controls

| Control                                                                                                            | What it does                                                                                                                                               |
| ------------------------------------------------------------------------------------------------------------------ | ---------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Set up the document seal**                                                                                       | Opens the form for your organisation's legal details. Owner or manager only.                                                                               |
| **Registered legal name**                                                                                          | The name the certificate authority validates, and the name readers see as the signer. Enter it exactly as registered, up to 64 characters.                 |
| **Country of registration**, **State or region**, **City or town**, **Postal code**, **Registered street address** | Where your organisation is registered.                                                                                                                     |
| **Registration number**                                                                                            | Optional. Your company or practice registration number, if you have one.                                                                                   |
| **Organisation phone**                                                                                             | A number listed for your organisation that the certificate authority can call to confirm it.                                                               |
| **Who the certificate authority should contact**                                                                   | The person they contact while validating: **Full name**, **Job title**, **Email** and **Phone**.                                                           |
| **Ordering has not opened yet**                                                                                    | Shown instead of the payment choice while certificates cannot be ordered. Nothing is charged, your details are kept, and payment opens when ordering does. |
| **How would you like to pay?**                                                                                     | **Monthly** or **Yearly**, once ordering has opened. Not shown on Enterprise, which includes one certificate.                                              |
| **Continue to payment**                                                                                            | Opens the payment page. The order is sent once payment is confirmed.                                                                                       |
| **Withdraw request**                                                                                               | Removes a request that has not been paid for yet.                                                                                                          |
| **End document seal**                                                                                              | Stops the seal at the end of the period you have paid for.                                                                                                 |
| **History**                                                                                                        | Every step your certificate has been through, with the date.                                                                                               |

## Price and plans

| Plan            | Document seal                                                                                            |
| --------------- | -------------------------------------------------------------------------------------------------------- |
| Free            | Not available — the tab shows **Available on Essential, Team and Enterprise** and a **See plans** button |
| Essential, Team | **$149 a month** or **$1,490 a year** per certificate, charged in US dollars                             |
| Enterprise      | One certificate included at no extra charge                                                              |

## Set it up

<Steps>
  <Step title="Open the tab">
    Go to **Settings**, then **Document Seal**, and select **Set up the document seal**.
  </Step>

  <Step title="Enter your legal details">
    Fill in your organisation's registered details and the person the certificate authority should contact, then select **Save and continue**.
  </Step>

  <Step title="Choose how to pay">
    Choose **Monthly** or **Yearly** and select **Continue to payment**. On Enterprise there is nothing to pay, and this step is skipped. While ordering has not opened, the tab shows **Ordering has not opened yet** instead: there is nothing to pay, the badge stays at **Details received**, your details are kept, and nothing more is needed from you.
  </Step>

  <Step title="Wait for validation">
    Once the order has gone, the badge shows **Being validated** — this usually takes a few business days, and the certificate authority may contact the person you named or ask for documents.
  </Step>

  <Step title="Sealing starts on its own">
    Once your certificate is issued, the badge shows **Sealing documents**. Nothing else needs doing.
  </Step>
</Steps>

## What changes once it is on

* **Every document completed from then on** carries a digital signature in your legal name. Documents completed earlier are not re-sealed.
* **The certificate of completion** shows **Digital signature: Sealed with** your organisation's **document-signing certificate** and who issued it.
* **The verification page** for each document says the same under **Digital signature**.

**What is not affected:** how patients sign, what they see while signing, the documents' fingerprints, and the verification page's check of a copy all work exactly as before.

## Without the seal, and when it ends

Without the seal, a completed document keeps the standard proof: its fingerprint, its certificate of completion, and its verification page. The file itself carries no signature a PDF reader can show.

When the seal ends — you end it, a payment does not go through, your plan changes to one that does not include it, or the certificate expires — **new** documents go back to the standard proof straight away, or at the end of the period you have paid for when you end it yourself. The certificate is then revoked. **Documents already sealed keep their valid signature.**

## Check it worked

Complete a test document, download the finished copy and open it in Adobe Acrobat. The signature panel shows it as signed by your organisation, and the certificate of completion lists the **Digital signature** row.

## If something goes wrong

<AccordionGroup>
  <Accordion title="I can't see the Document Seal tab, or it says only the owner or a manager can view it">
    Only the clinic owner or a manager can manage the document seal. Ask one of them to open **Settings → Document Seal**.
  </Accordion>

  <Accordion title="It says the seal is available on Essential, Team and Enterprise">
    Your plan does not include it. Select **See plans** to upgrade. If your paid plan has a payment overdue, it counts as Free until the payment goes through.
  </Accordion>

  <Accordion title="It says ordering has not opened yet">
    Certificates cannot be ordered yet, so the tab does not take a payment. Nothing has been charged. Your details are saved, and the payment choice appears on the tab when ordering opens. You can withdraw the request at any time.
  </Accordion>

  <Accordion title="The certificate authority asked for documents">
    The tab shows **Action may be needed**. Watch for their email to the contact you named and reply to it. Validation continues once they have what they need.
  </Accordion>

  <Accordion title="It says the certificate authority could not validate these details">
    The legal name or address did not match your registration. Correct the details on the tab and select **Save details** — the order is sent again.
  </Accordion>

  <Accordion title="New documents are not being sealed right now">
    This usually means a payment for the seal has not gone through. New documents keep the standard proof until it does; update your payment details and sealing resumes.
  </Accordion>
</AccordionGroup>

## FAQ

<AccordionGroup>
  <Accordion title="Can I change my legal name after the order is sent?">
    Not on the same certificate — the certificate authority has validated that name. End the seal and set it up again with the new name.
  </Accordion>

  <Accordion title="Do my patients pay anything or do anything differently?">
    No. The seal is added after everyone has signed.
  </Accordion>

  <Accordion title="What happens to documents I sealed if I stop paying?">
    They keep their valid signature. Only documents completed afterwards go back to the standard proof.
  </Accordion>

  <Accordion title="Can we pay in naira?">
    Not yet. The document seal is billed in US dollars by card for every practice.
  </Accordion>
</AccordionGroup>

<StillStuck />