Online notarial file management: signature and electronic tracking
Centralize the signature and tracking of private deeds for each client file in your practice — succession, sale, rental management, undivided ownership — in a single workspace. Each file groups its signatories, its signed deeds, its audit trail and its deadlines, instead of being scattered across email inboxes and paper files. Compliant with notary status (ordinance no. 45-2590) and the eIDAS regulation — advanced signature recommended, history preserved by file.
- Legal framework
- Notary status · file tracking
- Signature level
- AES eIDAS recommended
- Legal archiving
- 10 years included
Why centralize the tracking of your client files?
A notarial practice handles dozens of files in parallel at all times — successions, sales, undivided ownerships, management mandates — each involving several private deeds and multiple signatories (heirs, co-owners, mandators). Without a dedicated tool, tracking relies on scattered email exchanges and paper files, with a real risk of losing track of a deed awaiting signature or an upcoming deadline. Centralizing electronic signature by file makes it possible to find in one click all signed deeds, their audit trail and the identity of each signatory, and to monitor the progress of each matter without manually reconstructing the history.
Why sign electronically?
One workspace per client file
Each matter (succession, sale, undivided ownership, management mandate) groups its private deeds, its signatories and its audit trail in the same place, instead of being scattered across email inboxes and paper files.
Track progress at a glance
Status of each deed visible immediately: awaiting signature, signed, followed up. No more manual follow-up emails to find out where an heir or co-owner stands.
Multiple signatories per file
Succession, undivided ownership, partition: each co-client receives their personal link with SMS OTP. Sequential or parallel signature depending on the file, without re-entry between each deed.
History and audit trail preserved by matter
Each deed in the file is archived with its proof PDF (identity verified by SMS OTP, timestamp, SHA-256 hash). Exportable in one click for a successor colleague or in case of dispute.
4-step procedure
From preparation to legal archiving, in less than 5 minutes.
1. Create the client file
Name the file (client name, type of matter) and prepare the first private deed to be signed (fee agreement, mandate, agreement between clients).
2. Add the signatories to the file
Notary + clients involved in the matter. For a succession or co-ownership, add all co-clients; each receives their own personal secure link.
3. Track the progress of deeds
Each deed in the file displays its status (pending, signed, reminded). Find the complete history of the matter in one click, without having to reconstruct email exchanges.
4. Archive and export the file
Signed deeds and their audit trail remain attached to the file for the entire legal archiving period. Export is possible for transmission to a successor colleague.
Frequently asked questions
- Can multiple deeds be grouped under the same client file?
- Yes. Each file (succession, sale, co-ownership, management mandate) centralizes all its private deeds, its signatories and their audit trail in one place, rather than handling each deed separately.
- How do you track the progress of a file with multiple heirs?
- The signature status of each heir or co-owner is visible at a glance (pending, signed, reminded). Each receives a personal secure link with SMS OTP on their own number.
- Does file tracking replace notarial practice management software?
- No — Certyneo centralizes electronic signature and tracking of private deeds for the practice; it does not replace comprehensive notarial management software or the drafting of authentic deeds, which remain outside its scope.
- Can you remind a signatory who has not yet signed their deed?
- Yes, a reminder can be sent directly from the file, without having to review the history of email exchanges.
- Is the history of a file retained after all deeds are signed?
- Yes, each deed remains attached to its file with its audit trail (identity verified by SMS OTP, timestamp, SHA-256 hash) for the entire legal archiving period, accessible at any time.
- How do you transmit a file to a successor colleague?
- Signed deeds and their audit trail are exportable from the file, for transmission to a colleague in case of practice takeover or client transfer.
- What level of signature is required for deeds in a notarial file?
- Advanced Signature (AES) recommended for private deeds of the notary office — admissible in court (art. 1367 Civil Code), with a proof file associated with each deed.
- What does file tracking cost for a notary office?
- A permanent free plan allows testing across multiple files with a monthly quota of envelopes. Paid plans adapt to the volume of files processed by the office.
Also read
- Electronic signature for notaries and notarial offices
- Glossary — advanced signature (AES)
- Glossary — eIDAS regulation
- Certyneo pricing
- eIDAS electronic signature solution
- Electronic signature for notaries and notarial firms
- Authentic deed vs private agreement for notaries
- Archive your notarial deeds and monitor their deadlines
- Le Plan Métier Notariat : gestion de dossiers pour étude notariale
Centralize tracking of your client files
Permanent free plan (5 envelopes for 14 days, then 2/month), no credit card required. Compliant with notary status and eIDAS. History and audit trail retained per file.