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Operating instructions for the service My Documents

The service My Documents allows to securely send, receive, store, manage, upload, download and share documents (i.e. electronic application forms, messages, replies to received documents, etc.) with government institutions, their information systems and with other service users, and to sign them.

Login is required for the use of the service.

Concluding and terminating a subscription contract

In order to use the service My documents, you need to forward your @eesti.ee e-mail address to your personal e-mail address. To do so, please click on My Data in the menu bar and select My @eesti.ee forward under My documents from the left-hand menu.

You can also change and delete earlier forwards on that same page. If you have the right of representation of an enterprise, then data of the enterprise is also displayed under the My documents submenu on the left-hand side. More information on the use of the service is available under Terms of notification service of eesti.ee

Notification subscriptions

To subscribe for notifications, select the view My personal inbox from the menu My documents. The notification sheet opens as you click on the text My documents settings.

All notification types can be activated and deactivated.

Document view

To view documents or create a new one, please select the view My personal inbox from the menu My documents. The sent/shared documents are displayed to the user.

The document list can be sorted according to document name, sender/recipient and date of creation by clicking on the column heading. Icons in front of the documents indicate, whether it is a saved document, sent document, received document, or a document that has been replied to or signed.

If the number of documents exceeds the number indicated in the Results per page field, then page numbers are displayed at the end of the list.

Creating a new document

To create a new document, open the view My personal inbox from the menu My documents and click Compile new.

When creating a document, the subject of the document and at least one file must be inserted. If you wish to forward the document, then please insert the recipient.

The list of files attached to the document is displayed in alphabetical order in the document view. The file type (i.e. .doc, .xls, .pdf, etc.), and the name and size of the document are displayed. A button to add files is displayed at the end of the file list. A document that has not been shared or sent can be removed by clicking Delete at the end of the row.

After you have added the subject, file and recipient, if necessary, please click the button Save. If no errors occur during saving, you can perform further actions with the e-mail, such as sending or sharing. You can sign the files after you have saved them, if you wish.

Changing the name of a document

The recipients, subject, and content files of a saved e-mail can be changed. A saved e-mail can be opened by selecting My personal inbox and then clicking on the saved e-mails tab.

Adding files to a document

The list of files attached to a document is displayed in alphabetical order in the document view. The file type (i.e. .doc, .xls, .pdf, etc.), and the name and size of the file are displayed. If a document has not been shared or sent, then files can be removed by clicking Delete at the end of the row. There is a button for adding files at the end of the file list. It is displayed differently in different browsers, i.e. Chrome displays Choose file, Internet Explorer Browse, etc.

Added files can be removed as long as the document has not been sent to or shared with anyone. Upon removing a file, the user is asked for confirmation and when the action is confirmed, the file is deleted from the document.

You can download the file or all files displayed in the detailed view of a document by clicking on Save all as zip. Forward allows forwarding the document and files.

You can download the digitally signed file or all files displayed in the detailed view of a document by clicking on Save signed files.

Clicking on the file name in the detailed view of an e-mail initiates download.

Sending a document

Before sending a document, make sure you have inserted the recipients.

  • If at least one recipient who has subscribed to the My documents service has been inserted and the document has not been previously shared or sent, then the send button is displayed.
  • If all recipients have subscribed to the My documents service, then the document is sent and the recipients are added to the contacts list of the sender.
  • If any of the recipients has not subscribed to the My documents service (personal identification code / registry code is incorrect, an enterprise with such registry code does not exist, etc.), a corresponding notice is displayed to the sender, which includes the users to whom an invitation to join the mailbox must be sent.

If you wish to collect signatures to a file included in an e-mail, then click the button Share after saving, which allows you to send the document to other persons for signing. It is important that you save the document first and then click the Share button; otherwise, an error message may be displayed. When you tick the box Ask signature from all recipients, an e-mail is sent to all recipients. The detailed view of the document displays the persons who have already signed it and also allows downloading the signed document by selecting Save signed files.

Adding and removing recipients of a document

To send a document, you need to add recipients of the document. As you insert at least three characters to the recipient field, the computer offers a list of persons or enterprises-establishments whose name or registry code / personal identification code contains this text. The beginning of the list displays legal and natural persons, to whom the sender has sent documents previously or with whom the sender has shared documents; the second part of the list displays the names and registry codes of legal persons in alphabetical order. At least one correct personal identification code / registry code must be inserted. A personal identification code / registry code is considered as correct, if it complies with the personal identification code / registry code validating rules and, additionally, contains the two-letter prefix of the (natural or legal ) person’s country of location (i.e. EE, LV, etc.).

A recipient can be removed by clicking on the cross after the recipient’s name. Recipients can be removed only from an unsent document.

Forwarding a document

You can forward a received document. When clicking the Forward button, a new document view is displayed on screen with the prefix Fwd: in front of the document name. The new document includes the document files to be forwarded as attachments. All other data fields of the new document are blank.

Replying to a document

You can reply to a received document by clicking the reply button in the document view. Recipients can be added and removed. All other data fields of the new document are blank. The reply to a document includes the files that were attached to the received e-mail.

Sharing and signing a document

A document can be shared with other persons; it is also possible to sign your own documents as well as those sent by others. When sharing a document, the document has one version that is displayed to everyone it has been shared with. The document view displays the persons with whom the document has been shared or shared for signing. If a document has been shared for signing and the person has signed the document, then the time of signing is displayed after the recipient’s name.

 The person who shared the document, i.e. the document’s owner, is also displayed. The list of persons is displayed in alphabetical order. A plus/minus mark in front of a row opens/closes the comments written to a specific person when sharing a document and any possible additional information to the signature. The Open additional information/close additional information options either open or close any additional comments or information included with the signature.

A button Cancel signing that terminates both sharing and signing the document is displayed to the sender of an e-mail at the end of each recipient’s row.

A document can be signed either with mobile ID or ID card.

Deleting a document

To delete a document, click the Delete button in the e-mail view. A document can also be deleted in the document list view by ticking the e-mails you wish to delete.

Last modified 22. February 2016

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