Why do I need Doxit?
Exchanging physical paper documents is slow and cumbersome. Email is insecure with no independent proof of delivery. Doxit offers fast and efficient delivery of formal documents to authenticated subscribers, while providing independent proof of delivery. Doxit does not replace email (which is still best for informal and social communication). Doxit can replace physical paper document delivery and in those situations where paper documents are still required, Doxit can be used in parallel to establish a much earlier delivery date.
Why can I trust Doxit?
Doxit uses best practice to comply with the “Electronic Communications and Transactions Act, 2002” and to ensure the safe handling of your sensitive information according to the “Protection of Personal Information Act, 2013”.
How do I register for the Doxit Service?
To ensure positive identification of both sender and receiver, subscribers to the Doxit service are registered using a formal face-to-face process. Have your ID book, proof of residence (less than 3 months old) and mobile phone ready. Contact Doxit to arrange for your registration. Alternatively, if you want to use the service in your capacity as a member of an organization (e.g. an employee of a company), Doxit may already have appointed a Doxit Administrator in this organization who can take care of your registration. You will be given a unique identity, password and activation code to log into the Doxit service using a web browser on your computer.
Do I have a Doxit Address Similar to an Email Address?
No, you do not have a Doxit address that you have to share with others so that they can send documents to you. Instead, Doxit uses a directory (list of names) from which the recipient’s name is selected when sending a document. A search option makes it easy to quickly find the right name.
Is the Doxit Directory Public or Private?
Doxit has both options. You can choose to have your name appear in the public directory. Every other user of the Doxit service can send documents to a user whose name appears in the public directory. Should you choose not to have your name appear in the public directory, no-one will be able to send documents to you, unless you have invited or accepted invitations from other users. Your name will only appear in the directories of users from whom you explicitly want to receive documents. You are free to remove your name from another user’s directory if you do not wish to receive documents from that user anymore.
How do I Invite a User whose Name does not appear in the Public Directory?
If you want to send a document to a user whose name does not appear in the public directory, select the “Invite” option (under the “Directory” menu item at the top right of the web page) and enter the person’s name, email address and mobile phone number. Doxit will use this information to identify the correct user and notify him that you would like to communicate with him. He must then log in and either accept or reject the invitation. If he accepts the invitation, his name will appear when you search the directory of user names and you will be able to send documents to him. Your name will also appear when he searches the directory so that he can respond to documents that you send to him.
Can I Invite Someone Who is not a User of Doxit?
Yes you can. If Doxit cannot identify the person you invited, as an existing user, Doxit will use the information you provided about the person to send an email on your behalf to invite the person to register as a Doxit user. If the person accepts the invitation (by following the instructions in the email) he will immediately be registered as an UNVETTED user of the Doxit service. Doxit will set up a face-to-face meeting to vet this new user so that everyone using the Doxit service can trust that this is indeed the real identity if this person. However, since you invited the new user and he accepted the invitation, you obviously trust each other and therefore Doxit will allow the two of you to exchange documents from the moment the new user accepts the invitation.
What is an Unvetted Doxit User?
An unvetted Doxit user is someone who has been registered on the Doxit system (typically through an invitation by another Doxit user), but whose identity has not yet been confirmed through a face-to-face meeting.
Are there Limitations to what an Unvetted Doxit User can do?
Unvetted users will never be visible in the Public Directory. Users that are not yet vetted can thus only send and receive documents from users who invited them or are invited by them.
What type of Documents can I send with Doxit?
Documents uploaded as images, Word, Excel and Powerpoint files (amongst others) will be converted to PDF. Uploaded files that cannot be converted to PDF (e.g. binary and/or archive files such as ZIP) can still be sent by Doxit, but Doxit will only be able to include the delivered document in the signed delivery receipt if it is in PDF format.
How do I use Doxit to send a Document?
Use a web browser on a computer to open the Doxit login page at app.doxit.co.za. After logging in, you will be able to upload a document, select a list of receivers and send the document to the receivers. Each receiver will be notified by email or SMS that a served document is waiting for their acceptance. You can download a receipt of the full delivery history for the document. You can optionally receive email or SMS notification when a receiver accepts receipt of a document.
How do I confirm the Validity of the Receipt?
The delivery receipt is an electronically signed PDF document . The signature can be confirmed with a recent Acrobat Reader.
For how long are Documents available on Doxit?
When you send a document, it is available on-line for download and/or viewing for 30 days, after which it is archived. The same applies for receiving a document. The History Record of the sent and received documents can be accessed and searched on-line for 5 years after being sent, after which it is archived. Documents can during the 5-year period (at an extra fee) be retrieved from the archive and kept on-line for another 30 days (or multiples thereof).
What is a 'Role'?
When you register on Doxit, you act by default in your private capacity when logging in. You pay for the delivery of the documents you send, and you have access rights to all the documents you send and receive. However, you may want to act in a Role as a member of an Organization (e.g. a financial director of a company) when you send and receive documents. The organization can define Roles and appoint Doxit subscribers to act in these Roles. Important to note that the Organization owns the access rights to documents sent and received when someone acts in a Role, and the Organization pays for the sending of the documents. Apart from your private Role (which is always present), you can act in multiple parallel Roles.
What is an 'Assistant'?
Although care has been taken to ensure that the Doxit service is easy and intuitive to use, you may not want to do all the administration work associated with sending and receiving formal documents. If this is the case, you can appoint an Assistant (another user of the Service) who would be able to log in and act on your behalf.