Frequently Asked Questions
- Why do I need Doxit?
- Why can I trust Doxit?
- How do I Register for the Doxit Service?
- Do I have a Doxit address similar to an email address?
- Is the Doxit Directory public or private?
- How do I Invite a User whose Name does not appear in the Public Directory?
- Can I Invite Someone Who is not a User of Doxit?
- What is an Unvetted Doxit User?
- Are there Limitations to what an Unvetted Doxit User can do?
- What kind of Documents can I send with Doxit?
- How do I use Doxit to send a Document?
- How do I confirm the Validity of the Receipt?
- For how long are Documents available on Doxit?
- What is a “Role”?
- What is an “Assistant”?
- How do I Pay for the Doxit Service?
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. [back to top]
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”. [back to top]
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. [back to top]
No, you do not have a Doxit addresses 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. [back to top]
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. [back to top]
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. [back to top]
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. [back to top]
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. [back to top]
As an unvetted user, you will only be able to communicate with those from whom you have accepted invitations, and those who have accepted your invitations (both of whom therefore obviously already trust you). [back to top]
At the moment Doxit only accepts documents in PDF format. Soon we will add the capability to accept any file type. You will then be able to send any document type but Doxit will only be able to include the document in the signed delivery receipt if it is in PDF format. When uploading a PDF document, you can either generate the PDF document electronically, or you can scan an existing paper document to the PDF format. [back to top]
Use a web browser on a computer to open the Doxit login page at www.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. [back to top]
The delivery receipt is an electronically signed PDF document . The signature can be confirmed with a recent Acrobat Reader. [back to top]
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). [back to top]
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. [back to top]
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. [back to top]
Doxit is a prepaid, pay-as-you-go service in which the sender pays for the delivery of a document. During registration, Doxit opens a wallet account for you. You then pay funds into one of the Doxit bank accounts. These funds reflect as a balance in your Doxit Wallet. When sending a document in your private capacity, Doxit deducts the cost from your Wallet. A similar wallet is opened for every Organization registered on Doxit. When you act in a Role of an Organization (e.g. Managing Director of a Company), all costs are recovered from the wallet of that organization. Statements and invoices are available on-line.. [back to top]