Adobe | Full Notarization Flow

Notarize with Proof offers fully remote, online notarizations for signers within Adobe Sign. Here's an overview of the process, from start to finish! 

There are 3 parts to the process:

1. Sending a document for notarization
2. The signer’s experience with a notary
3. Receiving the results - tracking and managing the completed documents

Sender Experience

Beginning with the notarization request process, click Start from library.

Choose a template from Recent Templates or click Workflow to create a new document > Click Start. Read Create Document Templates and Template Matching for more details about templates.

Invite signers by adding recipients’ email addresses. Click the 3 dots, then Requires notarization to require the signer to complete a fully online notarization of the document.

Notarize with Proof supports multiple signers in the notarization process. You can add another signer in the second Enter recipient email slot. Don’t forget to select the Requires notarization from the drop-down for any additional signers that need to participate.

Add any messages, files, or options, then click Next to proceed to Notarize with Proof settings for this invitation.

Specify Notary Service

Notarize with Proof offers a vast network of notaries available on-demand with no need for scheduling. If you have an active account for your own in-house notaries, you can choose to use your own notary.

• Select which notary service you will use:
  • Use notary provided by my organization: Designate a specific notary or leave that field blank:
    • If your notary personally knows the signer, you can select Yes, the notary will confirm to use "Personally Known to Notary". See Adobe | Personally Known to Notary for more information
  • Use the Notarize Network:
    • Indicate if the signer will pay for this transaction (if you select 'No', the business pays for this notarization)
      
• Check the box to confirm the documents to be notarized.
• Check the box next to any additional notary options (propose a meeting schedule or add instructions for the notary).
• Click Send to proceed to document preparation.

Pre-fill fields on your document before sending the document to the signer > Click to Send.

You have successfully sent a request for notarization from within Adobe Sign!

Signer Experience

The signer receives an email invitation. In this example, this document has fields that the signer may pre-fill before their session with a notary. The signer clicks Review and fill out to do so.

In Adobe Sign, the signer can complete their pre-filling of any relevant fields. However, their signature will be filled in later, during the meeting with a notary.

The signer receives an email from Notarize with Proof (proof.com email address) about their document for notarization:

• This email informs the signer about identity verification and needing a government-issued ID before they start the session.
• The signer clicks View Document 

Now the signer is in Notarize with Proof and ready to proceed with the online notarization. The signer clicks Get it Notarized.

The signer will be prompted to fill in their name as it appears on their ID. This will be used to generate their signature and initials.

The signer may review the document they’re about to get notarized to make sure it’s the right one and that the information they pre-filled in Adobe Sign is there. The signer Clicks Done Reviewing.

Before a signer connects to a Notary Public, Notarize with Proof leads them through an audio and video technology check. Now the signer confirms they've selected their webcam and microphone, makes sure their audio is working, and ensures that they have a strong connection. The signer clicks Continue.

Doing this check helps to ensure a high completion rate for our online notarizations.

Next, in accordance with the laws governing remote online notarization (RON), the signer verifies their identity and enters personal information, including the last 4 digits of their Social Security number.

Notarize with Proof uses a secure third party to perform the dynamic identity check known as knowledge-based authentication (KBA).

Dynamic knowledge-based authentication essentially consists of challenge questions based on your history that only you would know the answers to.

Signers click Get Started to begin. They will have 2 minutes to answer five challenge questions.

Signers get two attempts to complete the set of challenge questions. They will be locked out for 24 hours if they fail both attempts.

A window appears once the signer successfully passes the challenge questions. The signer clicks Continue.

Identity validation is the next step. This involves using an unexpired government-issued ID and is known as Credential Analysis.

The signer can take photos of their ID using their web browser or a mobile device. We recommend using a mobile device because they have better cameras. If a signer chooses the mobile device option they provide their mobile phone number they're directed to a web page to complete taking a photo of their ID. There is no app installation required. The signer clicks Continue.

The document itself can drive the identification requirements. Notarize with Proof supports many types of government-issued IDs. The signer clicks Take Photo.

The signer must hold the front of the ID up to the camera and align the front of it with the white corners. They can press any key to take a photo.

If the signer needs to retake the photo, they can click Retake Photo. Otherwise, they continue.

Next, the signer takes a photo of the back of their ID.

The signer should hold the back of the driver's license up to the camera and align the front of it with the white corners. The signer should press any key to take a photo.

If the signer needs to retake the photo, they can click Retake Photo. Otherwise, they click Confirm and Continue.

Here, the signer enters in their driver’s license number. Notarize with Proof uses this to cross-reference the information and ensure everything is valid. The signer clicks Continue.

Note: If the signer's ID is not validated, messaging appears to help the signer understand what went wrong and guides them to their next steps. Learn more about the signer's experience with KBA and Credential Analysis. 

The signer clicks Let's Get Started to proceed to the video call with a Notary.

When the signer gets into the video call, they see the Notary's video in the upper left corner and their video below it.

Tools are available for the signer to add any information or make changes if allowed.

The signer can click to proceed with signing this document by clicking Sign Now.

The signer can create a new signature based on their name or use an existing signature if they have used the platform before.

The signer must click on the I agree box indicating that the signature shown will be their electronic signature or initials and that when it is applied, it will be as legally binding as a pen and ink signature or initials.

Now we see the signature has been placed on the document and the upper right of the page indicates that the signer has completed all of the actions for this document.

Now it's the Notary's turn to complete their fields. The notary places their signature & stamp and can customize as needed.  

If you are using your In-House Notaries, see Adobe | In-House Notary Meeting Overview. 

Receiving the Results

You can access completed agreements in Adobe Sign. At this time, videos of the notary meeting are only available within Notarize with Proof. See Adobe | Download the Video of Your Completed Meeting.

From your Adobe Sign portal, click Manage. Here, you can view, share, protect and download your completed documents!

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