You will find the steps to set up a document to sign via this documentation 🚀
⚠️ Prerequisite: Access to document signing tracking requires administrative rights.
👀 Access tracking from the Administrative tab
Go to the Administrative section of the journey. Forms and documents are grouped together in a unified view. You can sort them by resource type or by due date according to your needs.
For each document to be signed, you can directly see:
- Its status (see below)
- Its signatories
- The completion date when hovering over the row (signature, download, etc.)
🔵 Understanding the statuses of a document to be signed
| Status | What it means |
|---|---|
| Upcoming | The document is not yet available for signing (due date in the future) |
| Blocked |
Signatories are missing ➤ Add the signatories directly from this interface. Variables are missing ➤ Some variables from forms have not yet been completed by the employee or the stakeholders in charge. Hover over the message to identify which ones. |
| In progress | The document is awaiting signature |
| To validate | Awaiting the document to be sent for signature by a manager (when the document is configured with "manual sending" in the resource settings). |
| Signed | All signatories have signed |
🔄 Regenerate a signature
It is possible to regenerate an in-progress document to be signed, for example if there has been a change of signatory or a change in a form response.
💡Please note:
- This action is irreversible; if a signatory has already signed, their signature will be lost.
- This will consume a new electronic signature credit.
📥 Download the signed document
From the Administrative tab, click the 📥 icon next to the relevant document. You can also access it from Tracking > View their journey.
👮 For security reasons, built-in preview interfaces do not display signatures.
Once the document is signed, two downloads are available:
- 📄 The signed document by all signatories
- 🗂️ The evidence file (zip file legally certifying the signature)
✉️ Signature notifications
| 🙋 Employee signatory (going through the journey) | 🧑💻 Stakeholder signatory of the document | 👥 Other employees or stakeholders who are not signatories |
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| 📥 An email notification is sent when the document is signed, containing a download link for the file | ✉️ An email notification is sent when the document is signed, but without a download link for the file |
⚙️ It is possible to notify non-signatory employees (but without a download link for the file). This can be configured: 1- From the template |
It is possible to notify non-signatory employees. This can be configured:
- From the template
- From the journey (Edit > Details tab)
📈 Track my signature usage
Check your usage from the Advanced > Usage tab.
💡 Please note:
- 1 signature used = 1 signature requested Ex: a document requiring 2 signatures will consume 2 credits.
- Regenerating a signature will consume new credits.
- Signatures on test journeys are not counted.