Create a document to sign digitally 📐

Discover this feature via the overview documentation 🚀

⚠️ Prerequisite: Access to resource configuration requires the "Access to resources" permission.

Table of contents

✏️ Create a document to sign :

• 🧑‍🔬 Directly in Workelo
• 📄 From a Word file
  - Required conditions
  - How variables work
  - Adding conditions

🔎 Managing document signatures

🧑‍🔬 Create a document to sign directly in Workelo

Preconfiguration

1. Click on “Create a resource” > “Document” > “To sign”

1. Fill in the required information

• Document name
• Decide if you want to start:
  • from a .docx document that you can then edit in our editor
    💡In that case, the file must be in Times news roman in order to be converted correctly. 
  • from a blank page and create it directly in the editor
• Then decide if you want to restrict the document to a specific environment; by default, it will be created in the “shared” one
• Then click Next

Editor configuration

This editor allows you to:

• Edit the document (text, images, fonts, header, footer, line breaks, etc.)
• ＠ Add variables, meaning elements that will be replaced when generating the document
  💡 Simply copy and paste them into the text.
• ↪ Add conditional logic to the document, meaning display parts of the document based on the following criteria:
•  
  • If a piece of fields has been filled in
  • If fields equals XXX
  • If fields is different from XXX

• 🖋️ Add signers and variables related to them (💡copy and paste in the text):
  • Where the signature will be expected
  • The time and date
  • Items to complete/validate (checkbox)
  • ...

• ⚙️ Update document settings
  • Document name
  • Description
  • Technical identifier
  • Environment
  • Key moment

💡 Always test a document to sign via a test journey before including it in templates and journeys.

📄 Create a document to sign using a Word file

You can import a .docx file.

🙋 A sample/inspiration file is available for download at the end of the article.

🤝 Introduction: Required conditions

The document must be as “clean” as possible:

• The file format must be a “Word” document in .docx format
• Ideally, use a common font (e.g. Arial or Times)
• Do not place variables inside tables
• Anchor images within the text instead of leaving them floating
• Do not use Word’s “Table of Contents” feature, as it is not supported by Yousign
• Each signer can only have one signature per document — if the same signer needs to sign twice, two separate documents must be created
• Variables placed in columns work correctly (note: “column”, not “table”)
• Do not place a “signer” variable at the end of a line; Yousign will not be able to insert the signature field and the file will not work

👾 How variables work

A variable will automatically be replaced by the actual information.

Example: if my recruit’s name is “Léa”, the tag {{employee_first_name}} will be replaced by “Léa” in the document.

There are two types of variables:

1️⃣ From identification information (default variables, required to create a journey): name, first name, etc.

Category	Label	Variable	Tag
Employee	First name and Last name	full_name	{{full_name}}
Employee	First name	first_name	{{first_name}}
Employee	Last name	last_name	{{last_name}}
Employee	Email	email	{{email}}
Employee	Job title	job_position	{{job_position}}
Employee	Organization	unit_organization	{{unit_organization}}
Employee	Environment	environment	{{environment}}
Employee	Start date	start_date	{{start_date}}
Employee	End of probation date	end_date	{{end_date}}
Signer	Signature x	signature_x	{{signature_x}}
Signer	Custom mention when signer x signs	mention_Text to be added_x	{{mention_Text to be added_x}}
Signer	Date when signer x signs	mention_%date%_x	{{mention_%date%_x}}
Signer	Date and time when signer x signs	mention_%datetime%_x	{{mention_%datetime%_x}}
Signer	Checkbox signer x must check to sign	checkbox_x	{{checkbox_x}}

💡 Replace “x” in the variable with the number of the relevant signer (“1” for the first signer, “2” for the second, etc.)
🙋 At minimum, variable {{signature_1}} must exist in the file for it to work.

By implication (replace “implication” by “hr”, “manager”, “second_hr”, “second_manager” or “buddy”)

Category	Label	Variable	Tag
Implication	First name and Last name	implication_full_name	{{implication_full_name}}
Implication	First name	implication_first_name	{{implication_first_name}}
Implication	Last name	implication_last_name	{{implication_last_name}}
Implication	Email	implication_email	{{implication_email}}
Implication	Job title	implication_job_position	{{implication_job_position}}
Implication	Organization	implication_unit_organization	{{implication_unit_organization}}
Implication	Environment	implication_environment	{{implication_environment}}

👮 Respecting the exact format of the variable is essential for recognition (watch out for spaces, uppercase/lowercase, etc.).

⚙️ If there are multiple signatories, the signature variables must be placed in the order of the signatory number.
In other words, the variable {{signature_1}} must appear before the variable {{signature_2}} in the document.

2️⃣ From administrative information (data entered via forms, personalized)

Variables in these tags correspond to the technical ID of this information.

💡 If not all expected variables are filled in, the document will not be sent for signature.

Integrate conditions 👩🏼‍💻

👉 Case 1: You can display a paragraph based on a condition.

Expected format:

{{if variable=value}}Paragraph of text that should appear if the condition is met{{endif}}

👉 Case 2: You can display a paragraph if a variable exists.

Expected format:

{{if variable}}Paragraph of text that should appear if the variable exists{{endif}}

ℹ️ Points of attention:

* The text within the condition must be directly attached (no spaces) to the starting and ending variables
* It is not possible to display text based on multiple conditions
* It is not possible to nest conditions within another condition

🧑‍💻 The 3 ways to upload a document to sign in Workelo

• Create a generic document to sign, as a resource
  Follow the steps described in the Create a document to sign (directly in Workelo) section.
• Create a specific document to be uploaded later by a stakeholder
  Create a resource of type “Document” > “To sign” without selecting a template file.
  In the model settings, assign the stakeholder responsible for uploading the file. They will be notified via an action.
• Upload a document to sign directly within a journey

1. From the ‘Journeys’ tab, open the journey
2. In the ‘Administrative’ section ➤ ‘Document’
3. Click “Add your documents here”

🔎 To find out how to manage document signatures, read this article !