Use Electronic Signatures

Use Electronic Signatures

Request and process electronic signatures on documents.

Time: 5–10 minutes per request Module: E-Sign Integration Permissions: All users (for signing), E-Sign Manager (for requests)

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Prerequisites

• E-Sign service configured
• Document templates prepared
• Signers identified
• Access to Documents or E-Sign menu

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Overview

The E-Sign Integration enables:

• Electronic signature requests
• Multi-party signing
• Signature tracking
• Legal compliance
• Document management
• Audit trails
• Mobile signing support

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E-Sign Workflow

Create/Upload Document
         ↓
Define Signature Fields
         ↓
Add Signers
         ↓
Send for Signature
         ↓
Signers Receive Request
         ↓
Signatures Applied
         ↓
Document Completed

Status	Description
Draft	Request being prepared
Sent	Awaiting signatures
Partially Signed	Some signatures received
Completed	All signatures received
Refused	Signer declined
Expired	Request timed out

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Steps

1. Set Up User Signature

Each user creates their signature:

1. Navigate to User Preferences
2. Find Digital Signature section
3. Create signature:

Field	Action
Digital Signature	Draw or upload
Digital Initials	Create initials

4. Click Save

2. Create Signature Template

For reusable documents:

1. Navigate to E-Sign → Templates

2. Click New

3. Upload base document

4. Add signature fields:

   • Signature boxes
   • Initial boxes
   • Date fields
   • Text fields

5. Define signer roles

6. Save template

3. Create Signature Request

Send document for signing:

1. Navigate to E-Sign → Requests
2. Click New
3. Configure request:

Field	Action
Template	Select template
Document Name	Request name
Subject	Email subject
Message	Instructions to signers

4. Click Save

4. Add Signers

Define who needs to sign:

1. Open signature request
2. Navigate to Signers tab
3. Click Add a line
4. For each signer:

Field	Action
Contact	Select person
Role	Signing role
Email	Notification email

5. Set signing order if sequential

5. Send for Signature

Initiate the request:

1. Review document and signers
2. Click Send
3. Signers receive email with:
   • Document preview
   • Signing link
   • Instructions

6. Sign Document (Signer View)

When receiving a signature request:

1. Click link in email
2. Review document
3. Click signature fields
4. Apply signature/initials
5. Add date if required
6. Click Sign & Complete

7. Track Signing Progress

Monitor request status:

1. Open signature request

2. View Signers tab

3. Check status per signer:

   • Pending
   • Signed
   • Refused

4. View signing dates

8. Download Completed Document

After all signatures:

1. Open completed request
2. Click Download
3. Document includes:
   • All signatures
   • Audit certificate
   • Timestamps

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Field Reference

User Extension (res.users)

Field	Technical Name	Type	Description
Digital Signature	esign_signature	Binary	User signature
Digital Initials	esign_initials	Binary	User initials

Signature Request (e.sign.request)

Field	Technical Name	Type	Description
Template	template_id	Many2one	Base template
Subject	subject	Char	Email subject
Document Name	doc_name	Char	Document title
Favorites	favorited_ids	Many2many	Favorited by
Message	message	Html	Signer instructions
CC Message	message_cc	Html	CC recipients
URL	url	Char	Signing URL
Status URL	status_url	Char	Status page
Access Token	access_token	Char	Security token
Token Expired	access_token_expired	Boolean	Expiry status

Request Item (e.sign.request.item)

Field	Technical Name	Type	Description
Contact	partner_id	Many2one	Signer
Request	request_id	Many2one	Parent request
Access Token	access_token	Char	Signer token
State	state	Selection	Signing status
Signature	signature	Binary	Applied signature
Signing Date	signing_date	Date	When signed
Email	signer_email	Char	Signer email
Role	role_id	Many2one	Signing role
Values	item_value_ids	One2many	Field values
Mail Sent	is_mail_sent	Boolean	Email status

Item Value (e.sign.request.item.value)

Field	Technical Name	Type	Description
Request Item	request_item_id	Many2one	Parent item
Sign Item	item_id	Many2one	Field reference
Request	request_id	Many2one	Parent request
Value	value_data	Text	Entered value
Alignment	alignment	Char	Text alignment

Signature Log (e.sign.logs)

Field	Technical Name	Type	Required	Description
Log Date	log_date	Datetime	Yes	Event time
Request	sign_request_id	Many2one	Yes	Related request
Request Items	request_item_ids	Many2one	No	Related items
User	user_id	Many2one	No	Acting user
Partner	partner_id	Many2one	No	Contact
Latitude	latitude	Float	No	Location
Longitude	longitude	Float	No	Location
IP Address	ip	Char	No	Signer IP
Token	token	Char	No	Access token
Action	action	Selection	Yes	Action type

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Common Use Cases

Admission Agreement

Document: Admission Agreement
Signers:
1. Student
2. Parent/Guardian
3. Registrar

Fields:
- Student signature
- Parent signature
- Date fields
- Initial boxes for terms
- Registrar approval

Faculty Contract

Document: Employment Contract
Signers:
1. Faculty Member
2. Department Head
3. HR Director
4. Principal

Fields:
- Employee signature
- Department approval
- HR verification
- Final authorization

Parent Consent

Document: Field Trip Consent
Signers:
1. Parent/Guardian

Fields:
- Parent signature
- Emergency contact
- Date
- Medical consent checkbox

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Views Available

View	Features
List	All requests
Form	Request details
Kanban	Status cards

E-Sign Dashboard

Shows:

• Pending signatures
• Completed documents
• My requests
• Awaiting my signature

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Troubleshooting

Issue	Cause	Solution
Email not received	Spam filter	Check spam folder
Link expired	Time limit	Resend request
Cannot sign	Wrong device	Use desktop browser
Signature not saving	Browser issue	Clear cache
Document incomplete	Missing signer	Send reminder

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Best Practices

1. Clear instructions: Explain what needs signing
2. Reasonable deadlines: Allow adequate time
3. Mobile-friendly: Test on mobile devices
4. Reminders: Send follow-up reminders
5. Secure storage: Archive completed documents
6. Audit trail: Maintain signing records

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Security Notes

Role	Capabilities
E-Sign Manager	Create and manage requests
User	Sign assigned documents
Administrator	Full configuration

Legal Compliance

• Legally binding signatures
• Audit trail maintained
• IP and location logging
• Timestamp verification
• Document integrity

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Integration Features

Document Integration

• From DMS
• PDF support
• Template library

Email Integration

• Automatic notifications
• Reminder emails
• Completion alerts

Portal Integration

• Sign via portal
• View pending requests
• Download completed

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Related Tasks

• Manage Documents
• Process Admissions
• Configure Email