[IMP] sign: update the documentation related to sign app

closes odoo/documentation#3119

X-original-commit: 64e952bbe1
Signed-off-by: Antoine Vandevenne (anv) <anv@odoo.com>
Signed-off-by: Castillo Jonathan (jcs) <jcs@odoo.com>

content/applications/finance/sign.rst

@@ -2,47 +2,57 @@
 Sign
 ====
 
-**Odoo Sign** allows you to send, sign and approve documents online.
+**Odoo Sign** allows you to send, sign and approve documents online, using electronic signatures.
 
-You can upload any PDF file and add drag-and-dropping fields on it. These fields are automatically
-filled out with the user's detail if they are logged in.
+An **electronic signature** shows a person's agreement to the content of a document. Just like a
+handwritten signature, the electronic one represents a legal bounding by the terms of the signed
+document.
+
+With Sign, you can upload any PDF file and add fields to it. These fields are automatically filled
+in with the user's details present in your database.
 
 .. seealso::
    - `Odoo Sign: product page <https://www.odoo.com/app/sign>`_
    - `Odoo Tutorials: Sign <https://www.odoo.com/slides/sign-61>`_
 
-.. _sign/validity:
-
 Validity of electronic signatures
 =================================
 
-The legal validity of electronic signatures generated by Odoo depends on the legislation of your
-country. Companies doing business abroad should consider electronic signature laws of other
-countries as well.
+Documents signed via the Sign app are valid electronic signatures in the European Union and the
+United States of America. They also meet the requirements for electronic signatures in most
+countries. The legal validity of electronic signatures generated by Odoo depends on your country's
+legislation. Companies doing business abroad should also consider other countries' electronic
+signature laws.
 
-In the European Union
----------------------
+European Union
+--------------
 
 The `eIDAS regulation <http://data.europa.eu/eli/reg/2014/910/oj>`_ establishes the framework for
-electronic signatures in all `27 member states of the European Union
-<https://europa.eu/european-union/about-eu/countries_en>`_.
+electronic signatures in the `27 member states of the European Union
+<https://europa.eu/european-union/about-eu/countries_en>`_. It distinguishes three types of
+electronic signatures:
 
-It distinguishes three types of electronic signatures:
-
-#. Electronic signatures
+#. Simple electronic signatures
 #. Advanced electronic signatures
 #. Qualified electronic signatures
 
-Odoo generates the first type, regular electronic signatures, and these signatures can produce legal
-effects in the EU, as the regulation states that “an electronic signature shall not be denied legal
-effect and admissibility as evidence in legal proceedings solely on the grounds that it is in an
-electronic form or that it does not meet the requirements for qualified electronic signatures.”
+Odoo generates the first type, **simple electronic signatures**; these signatures are legally valid
+in the EU, as stated in the eIDAS regulation.
 
-Note that electronic signatures may not be automatically recognized as valid. You may need to bring
-supporting evidence of a signature’s validity.
+Electronic signatures may not be automatically recognized as valid. You may need to bring
+supporting evidence of a signature's validity. While the Sign app provides a simple electronic
+signature, some supporting evidence is automatically collected during the signature process, such
+as:
 
-In the United States of America
--------------------------------
+#. Email and SMS validation (if enabled)
+#. Strong identity proof through itsme® (available in Belgium and the Netherlands)
+#. Timestamped, IP and geographically traceable access logs to the documents and their associated
+   signatures
+#. Document traceability and inalterability (any alteration made to a signed document is detected by
+   Odoo with the use of cryptographic proofs)
+
+United States of America
+------------------------
 
 The `ESIGN Act (Electronic Signatures in Global and National Commerce Act)
 <https://www.fdic.gov/regulations/compliance/manual/10/X-3.1.pdf>`_, at the interstate and
@@ -55,67 +65,105 @@ similar acts instead.
 
 Overall, to be recognized as valid, electronic signatures have to meet five criteria:
 
-#. A signer must show a clear intent to sign. For example, using a mouse to draw a signature can
-   show intent. The signer must also have the option to opt-out of electronically signing a
-   document.
-#. A signer must first express or imply their consent to conduct business electronically.
-#. The signature must be clearly attributed. In Odoo, metadata, such as the signer’s IP address, is
-   added to the signature, which can be used as supporting evidence.
-#. The signature must be associated with the document being signed, for example, by keeping a record
+#. The signer must show a clear **intent to sign**. For example, using a mouse to draw a signature
+   can show intent. The signer must also have the option to opt out of the electronic document.
+#. The signer must first express or imply their **consent to conduct business electronically**.
+#. **The signature must be clearly attributed**. In Odoo, metadata, such as the signer's IP address,
+   is added to the signature, which can be used as supporting evidence.
+#. **The signature must be associated with the signed document**, for example, by keeping a record
    detailing how the signature was captured.
-#. Electronically signed documents need to be retained and available for later reference by all
-   parties involved, for example, by providing the signer either a fully-executed copy or the option
-   to download a copy.
+#. Electronically signed documents need to be **retained and stored** by all parties involved; for
+   example, by providing the signer either a fully-executed copy or the possibility to download a
+   copy.
 
-.. note::
-   The information provided here does not constitute legal advice; it is provided for general
-   informational purposes only. As laws governing electronic signatures rapidly evolve, we cannot
-   guarantee whether all information is up to date or not. We advise contacting a local attorney for
-   legal advice regarding electronic signature compliance and validity.
+.. important::
+   The above information has no legal value; it is only provided for general informational purposes.
+   As laws governing electronic signatures rapidly evolve, we cannot guarantee that all information
+   is up-to-date. We advise contacting a local attorney for legal advice regarding electronic
+   signature compliance and validity.
+
+Roles
+=====
+
+Each field in a Sign document is related to a role that corresponds to a specific person. When a
+document is being signed, the person assigned to the role needs to fill in their assigned fields and
+sign it.
+
+Roles are available by going to :menuselection:`Sign --> Configuration --> Roles`.
+
+It is possible to update existing roles or to create new roles by clicking on :guilabel:`Create`.
+Choose a :guilabel:`Role Name`, add an :guilabel:`Extra Authentification Step` to confirm the
+identity of the person, and if the document can be reassigned to another contact then you can select
+:guilabel:`Change Authorized` for the role. A :guilabel:`Color` can also be chosen for the role.
+This color can help understand which roles are responsible for which field when configuring a
+template.
 
 .. _sign/field-types:
 
 Field Types
 ===========
 
-By configuring your own *Field Types*, also known as *Signature Item Types*, you can make the
-signing process even faster for your customers, partners, and employees.
+Various field types can be used to sign documents (placeholder, autocompletion, ...). By configuring
+your own field types, also known as signature item types, the signing process can be even faster for
+your customers, partners, and employees.
 
-To create and customize fields, activate the :ref:`developer mode <developer-mode>`. Then head to
-:menuselection:`Documents --> Configuration --> Field Types` and click on *Create*.
+To create and edit field types, go to :menuselection:`Sign --> Configuration --> Settings -->
+Edit field types`.
 
-After giving your new field a name, select one of the six *Types* available:
+You can select an existing field by clicking on it or you can :guilabel:`Create` a new one. First,
+edit the :guilabel:`Field Name`. Then, select a :guilabel:`Field Type`:
 
-- **Signature**: users are prompted to enter their signature either by drawing it, automatically
-  generating one based on their name, or uploading a local file (usually an image). Each subsequent
-  *Signature* field then reuses the data entered in the first field.
-- **Initial**: users are prompted to enter their initials, in a similar way to the *Signature*
-  field.
-- **Text**: users enter text on a single line.
-- **Multiline Text**: users enter text on multiple lines.
-- **Checkbox**: users can tick a box (e.g.,to mark their approval or consent).
-- **Selection**: users choose a single option from a variety of options.
+- :guilabel:`Signature`: users are asked to enter their signature either by drawing it, generating
+  an automatic one based on their name, or uploading a local file (usually an image).
+  Each subsequent :guilabel:`Signature` field type then reuses the data entered in the first field.
+- :guilabel:`Initial`: users are asked to enter their initials, in a similar way to the
+  :guilabel:`Signature` field.
+- :guilabel:`Text`: users enter text on a single line.
+- :guilabel:`Multiline Text`: users enter text on multiple lines.
+- :guilabel:`Checkbox`: users can tick a box (e.g., to mark their approval or consent).
+- :guilabel:`Selection`: users choose a single option from a variety of options.
 
-Next, you have the option to auto-complete fields for users based on their Odoo profile information
-by using *Automatic Partner Field*. To this end, the *Name*, *Email*, *Phone*, and *Company* fields
-are preconfigured in your database.
+The :guilabel:`Auto-fill Partner Field` setting is used to automatically fill in a field during the
+signature process. It uses the value of one of the fields on the contact (`res.partner`) model of
+the person signing the document. To do so, enter the contact model field's technical name.
+
+.. tip::
+   To know the technical name of a field, enable developer mode and hover your mouse on the question
+   mark next to the field.
 
 .. note::
-   Users can freely edit auto-completed fields.
+   Auto-completed values are suggestions and can be modified as required by the person signing the
+   document.
 
-.. image:: sign/field-example.png
-   :align: center
-   :alt: Company field example in Odoo Sign
+The size of the fields can also be changed by editing the :guilabel:`Default Width` and
+:guilabel:`Default Height`. Both sizes are defined as a percentage of the full-page expressed as a
+decimal, with 1 equalling the full-page's width or height. By default, the width of new fields you
+create is set to 15% (0.150) of a full-page's width, while their height is set to 1.5% (0.015) of a
+full-page's height.
 
-You can then change the size of the field by editing the *Default Width* and *Default Height*. Both
-sizes are defined as a percentage of the full-page expressed as a decimal, with 1 equalling the
-full-page's width or height. By default, the width of new fields you create is set to 15% (0.150)
-of a full-page's width, while their height is set to 1.5% (0.015) of a full-page's height.
-
-Next, write a *Tip*. Tips are displayed inside arrows on the left-hand side of the user's screen
-during the signing process. You can also use a *Placeholder* text to be displayed inside the field
-before it is completed.
+Next, write a :guilabel:`Tip`. Tips are displayed inside arrows on the left-hand side of the user's
+screen during the signing process to help them understand what the step entails (e.g., "Sign here"
+or “Fill in your birthdate”). You can also use a :guilabel:`Placeholder` text to be displayed inside
+the field before it is completed.
 
 .. image:: sign/tip-placeholder.png
    :align: center
    :alt: Tip and placeholder example in Odoo Sign
+
+Signatory hash
+==============
+
+A :guilabel:`hash` can be added to a document that is shared (attached to an email or printed, for
+example) to indicate that the signature is electronic and that there is some traceability behind
+it. The :guilabel:`hash` corresponds to a unique ID number related to the signed document.
+
+If you are an :doc:`internal user <../general/users/manage_users>`,
+you can choose to tick or untick the frame option when signing the document. Tick the box to have
+the frame and hash visible.
+
+.. image:: sign/sign-hash.png
+   :align: center
+   :alt: Add a hash to your document
+
+.. note::
+   The :guilabel:`hash` is only applicable to the signature field.