diff --git a/content/applications/finance/sign.rst b/content/applications/finance/sign.rst index c2b4d43a8..32a365493 100644 --- a/content/applications/finance/sign.rst +++ b/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 `_ - `Odoo Tutorials: Sign `_ -.. _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 `_ establishes the framework for -electronic signatures in all `27 member states of the European Union -`_. +electronic signatures in the `27 member states of the European Union +`_. 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) `_, 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 `. 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. diff --git a/content/applications/finance/sign/edit-field-types.png b/content/applications/finance/sign/edit-field-types.png new file mode 100644 index 000000000..99fc12597 Binary files /dev/null and b/content/applications/finance/sign/edit-field-types.png differ diff --git a/content/applications/finance/sign/field-example.png b/content/applications/finance/sign/field-example.png deleted file mode 100644 index cde0ed6a2..000000000 Binary files a/content/applications/finance/sign/field-example.png and /dev/null differ diff --git a/content/applications/finance/sign/sign-hash.png b/content/applications/finance/sign/sign-hash.png new file mode 100644 index 000000000..07066598a Binary files /dev/null and b/content/applications/finance/sign/sign-hash.png differ diff --git a/content/applications/finance/sign/tip-placeholder.png b/content/applications/finance/sign/tip-placeholder.png index d2e88de37..a9a618479 100644 Binary files a/content/applications/finance/sign/tip-placeholder.png and b/content/applications/finance/sign/tip-placeholder.png differ