Send documents for signing through Kivra

Some documents need more ceremony than an in-app click: employment-adjacent policies, consultant confidentiality agreements, board-level approvals. The Kivra integration delivers them through the digital mailbox most Swedes already check, signed with BankID, with the signature record landing in OptiTech's evidence log like any other acknowledgment.

When to use Kivra versus in-app signing

• In-app acknowledgment (default): routine policy sign-offs for employees who work in OptiTech-connected systems daily. Lowest friction.
• BankID in-app signing: high-assurance documents for workspace users.
• Kivra delivery: signers who aren't daily platform users: all-staff annual policy rounds in organizations with frontline personnel, external consultants signing NDAs, and board members approving the risk framework NIS2 expects them to own.

Prerequisites

• An OptiTech workspace with the Admin role, on the Professional plan or above.
• A Kivra business agreement (tenant) for sending; OptiTech guides you through linking it at connection time.

Connect the integration

1. In the OptiTech Console, go to Integrations and select Kivra.
2. Enter your Kivra tenant credentials and verify your sender identity.
3. Map recipients: employees match on personal identity number sourced from your HR integration, collected with consent noted in your records of processing.
4. Send a test document to yourself and complete the signing flow.

Send a document for signing

1. On a published policy or uploaded document, choose Request signatures > Via Kivra.
2. Select recipients (individuals, teams, or everyone) and a signing deadline.
3. Recipients get the document in Kivra and sign with BankID.
4. Signature status tracks in OptiTech: signed, pending, and overdue, with reminders at your configured cadence, and each completed signature lands timestamped in the evidence log with the document version.

Unsigned-past-deadline becomes a finding on the policy's acknowledgment control, so the follow-up chases itself.

Verify the connection

1. Confirm Status: Connected on the integration page.
2. Send the test document and check the signature record appears in the evidence log with your name, timestamp, and document version.

Troubleshooting

• Recipient not reachable: the person doesn't have a Kivra account or hasn't accepted business mail; the status view flags them so you can fall back to in-app signing.
• Identity mismatch: the personal identity number in your HR data doesn't match Kivra's records; correct it at the source.
• Consultants without Swedish identity numbers: use in-app signing with email verification instead; Kivra requires a Swedish identity.