diff --git a/content/applications/finance/sign.rst b/content/applications/finance/sign.rst index 8bd5e580d..7d5793996 100644 --- a/content/applications/finance/sign.rst +++ b/content/applications/finance/sign.rst @@ -2,18 +2,18 @@ Sign ==== -**Odoo Sign** allows you to send, sign and approve documents online, using electronic signatures. +**Odoo Sign** allows you to send, sign, and approve documents online, using electronic signatures. 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. +With Sign, you can upload any PDF file and add fields to it. These fields can be automatically +filled in with the user's details present in your database. .. seealso:: - `Odoo Sign: product page `_ - - `Odoo Tutorials: Sign `_ + - `Odoo Tutorials: Sign [video] `_ Validity of electronic signatures ================================= @@ -82,16 +82,60 @@ Overall, to be recognized as valid, electronic signatures have to meet five crit is up-to-date. We advise contacting a local attorney for legal advice regarding electronic signature compliance and validity. +Send a document to sign +======================= + +One-time signature +------------------ + +You can click :guilabel:`Upload a PDF to sign` from your dashboard for a one-time signature. Select +your document, open it, and drag and drop the required :ref:`fields ` in your document. +You can modify the :ref:`role ` assigned to a field by clicking on it and selecting the +one you want. + +When ready, click :guilabel:`Send`, and fill in the required fields. Once sent, your document +remains available. Go to :menuselection:`Documents --> All Documents` to see your document +and the status of the signatures. + +.. image:: sign/signature-status.png + :alt: Signature status + +Templates +--------- + +You can create document templates when you have to send the same document several times. From your +dashboard, click :guilabel:`Upload a PDF template`. Select the document and add the required +:ref:`fields `. You can modify the :ref:`role ` of a field by clicking on it +and selecting the one you want. + +Click :guilabel:`Template Properties` to add :guilabel:`Tags` to your template, define a +:guilabel:`Signed Document Workspace`, add :guilabel:`Signed Document Tags`, set a +:guilabel:`Redirect Link` that will be available in the signature confirmation message received +after the signature, or define :guilabel:`Authorized Users` if you want to restrict the use of your +template to specific authorized users or groups. + +Your templates are visible by default on your dashboard. You can click :guilabel:`Send` to quickly +send a document template to a signer or :guilabel:`Sign Now` if you are ready to sign your document +immediately. + +.. tip:: + You can **create a template from a document that was previously sent**. To do so, go to + :menuselection:`Documents --> All Documents`. On the document you want to retrieve, click on + ⋮, then :guilabel:`Template`. Click on ⋮ again, then :guilabel:`Restore`. Your document now + appears on your dashboard next to your other templates. + +.. _sign/role: + 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 +Each field in a Sign document is related to a role corresponding to a specific person. When a +document is being signed, the person assigned to the role must 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`. +It is possible to update existing roles or to create new roles by clicking on :guilabel:`New`. Choose a :guilabel:`Role Name`, add an :guilabel:`Extra Authentication Step` to confirm the identity of the signing person, and if the document can be reassigned to another contact, select :guilabel:`Change Authorized` for the role. A :guilabel:`Color` can also be chosen for the role. @@ -101,79 +145,133 @@ template. Secured identification ---------------------- -As the owner of a document, you may request an :guilabel:`Extra Authentication Step` through an SMS -verification or via Itsme® (available in Belgium and the Netherlands). Both authentication options -require :ref:`credits `. If you do not have any credits left, the authentication -steps will be skipped. +As the owner of a document, you may request an :guilabel:`Extra Authentication Step` through +:ref:`SMS verification ` or via :ref:`Itsme® ` (available in Belgium and the +Netherlands). Both authentication options require :ref:`credits `. If you do not +have any credits left, the authentication steps will be skipped. .. seealso:: - :doc:`In-App Purchase (IAP) <../general/in_app_purchase>` - :doc:`SMS pricing and FAQ <../marketing/sms_marketing/pricing/pricing_and_faq>` +.. _sign/sms: + SMS verification ~~~~~~~~~~~~~~~~ Go to :menuselection:`Sign --> Configuration --> Roles`. Click in the :guilabel:`Extra Authentication Step` column for the role, and select :guilabel:`Unique Code Via SMS`. +.. note:: + Before being able to send SMS Text Messages, you need to register your phone number. To do so, go + to :menuselection:`Sign --> Configuration --> Settings` and click :guilabel:`Buy credits` under + :guilabel:`Authenticate by SMS`. + +Go to the document to sign, add the field for which the SMS verification is required, for example, +the :guilabel:`Signature` field, and click :guilabel:`Send`. On the new page, select the +:guilabel:`customer` and click :guilabel:`Send`. + +The person signing the document fills in the :guilabel:`Signature` field, then :guilabel:`Sign`, and +clicks :guilabel:`Validate & Send Completed Document`. A :guilabel:`Final Validation` page pops up +where to add their phone number. One-time codes are sent by SMS. + .. image:: sign/sms-verification.png - :align: center :alt: Add a hash to your document -Go to the document to sign, add the field for which the SMS verification is required, for example -the :guilabel:`Signature` field, and click :guilabel:`Send`. A page pops up, select the customer, -and click :guilabel:`Send`. - -The person signing the document fills in the :guilabel:`Signature` field and clicks -:guilabel:`Validate & Send Completed Document`. A :guilabel:`Final Validation` page pops up where to -add their phone number. One-time codes are sent by SMS. - -.. image:: sign/final-validation.png - :align: center - :alt: fill in your phone number for final validation - .. note:: - This feature is enabled by default. - As soon as the :guilabel:`Extra Authentication Step` applies to a role, this validation step is requested for any field assigned to this role. +.. _sign/itsme: + Itsme® ~~~~~~ -Go to :menuselection:`Sign --> Configuration --> Settings` and enable :guilabel:`Identify with -itsme®`. +Itsme® authentication can be used to allow signatories to provide their identity using itsme®. This +feature is only available in **Belgium** and the **Netherlands**. -Then, go to :menuselection:`Sign --> Configuration --> Roles`. Click in the :guilabel:`Extra -Authentication Step` column for the role, and select :guilabel:`Via itsme®`. +The feature can be enabled in :guilabel:`Sign Settings` and applies automatically to the +:guilabel:`Customer (identified with itsme®)` role. To enable it for other roles, go to +:menuselection:`Sign --> Configuration --> Roles`. Click in the :guilabel:`Extra Authentication +Step` column for the role, and select :guilabel:`Via itsme®`. -Go to the document that needs to be signed and add the :guilabel:`Signature` field. Switch the role -to :guilabel:`customer (identified with itsme®)`, and click :guilabel:`Validate`, and -:guilabel:`Send`. +Go to the document that needs to be signed and add the :guilabel:`Signature` field. Switch to any +role configured to use the feature, and click :guilabel:`Validate` and :guilabel:`Send`. .. image:: sign/itsme-identification.png - :align: center :alt: select customer identified with itsme® -The person signing the document fills in the :guilabel:`Signature` field and clicks -:guilabel:`Validate & Send Completed Document`. A :guilabel:`Final Validation` page pops up, and the -person must authenticate with itsme®. +Upon signing the document, the signer completes the :guilabel:`Signature` field and proceeds by +clicking on :guilabel:`Validate & Send Completed Document`, triggering a +:guilabel:`Final verification` page where authentication via itsme® is required. -.. note:: - This feature is only available in Belgium and the Netherlands. +Signatory hash +============== + +Each time someone signs a document, a **hash** - a unique digital signature of the operation - is +generated to ensure traceability, integrity, and inalterability. This process guarantees that any +changes made after a signature is affixed can be easily detected, maintaining the document's +authenticity and security throughout its lifecycle. + +A visual security frame displaying the beginning of the hash is added to the signatures. Internal +users can hide or show it by turning the :guilabel:`Frame` option on or off when signing the +document. + +.. image:: sign/sign-hash.png + :alt: Adding the visual security frame to a signature. .. _sign/field-types: -Field Types +Tags +==== + +Tags can be used to categorize and organize documents, allowing users to search for and filter +documents based on specific criteria quickly. + +You can manage tags by going to :menuselection:`Configuration --> Tags`. To create a tag, click +:guilabel:`New`. On the new line, add the :guilabel:`Tag Name` and select a :guilabel:`Color Index` +for your tag. + +To apply a tag to a document, use the dropdown list available in your document. + +Sign order +========== + +When a document needs to be signed by different parties, the signing order lets you control the +order in which your recipients receive it for signature. + +By going to :menuselection:`Configuration --> Settings`, you can :guilabel:`Enable Signing Order`. +Each recipient receives the signature request notification only once the previous recipient has +completed their action. + +Add at least two :guilabel:`Signature` fields with different roles to your document. Click +:guilabel:`Send`, go to the :guilabel:`Options` tab, and tick the :guilabel:`Specify signing order` +box. + +Add the signer's :guilabel:`Name or email` information. You can decide on the :guilabel:`Sign Order` +by typing :guilabel:`1` or :guilabel:`2` in the :guilabel:`Sign Order` column. + +.. seealso:: + `Odoo Quick Tips: Sign order [video] `_ + +.. _sign/fields: + +Field types =========== -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. +Fields are used in a document to indicate what information must be completed by the signers. You can +add fields to your document simply by dragging and dropping them for the left column into your +document. + +Various field types can be used to sign documents (placeholder, autocompletion, etc.). 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 edit field types, go to :menuselection:`Sign --> Configuration --> Settings --> Edit field types`. -You can select an existing field by clicking on it or you can :guilabel:`Create` a new one. First, +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`: - :guilabel:`Signature`: users are asked to enter their signature either by drawing it, generating @@ -199,10 +297,10 @@ the person signing the document. To do so, enter the contact model field's techn document. 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. +: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. 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" @@ -210,23 +308,4 @@ or “Fill in your birthdate”). You can also use a :guilabel:`Placeholder` tex 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 index 90babe68a..965a9bf9c 100644 Binary files a/content/applications/finance/sign/edit-field-types.png and b/content/applications/finance/sign/edit-field-types.png differ diff --git a/content/applications/finance/sign/final-validation.png b/content/applications/finance/sign/final-validation.png index 9aab7f276..f6e6eb26c 100644 Binary files a/content/applications/finance/sign/final-validation.png and b/content/applications/finance/sign/final-validation.png differ diff --git a/content/applications/finance/sign/itsme-identification.png b/content/applications/finance/sign/itsme-identification.png index d1437bfd6..97dd7e6b3 100644 Binary files a/content/applications/finance/sign/itsme-identification.png and b/content/applications/finance/sign/itsme-identification.png differ diff --git a/content/applications/finance/sign/sign-hash.png b/content/applications/finance/sign/sign-hash.png index 4a9dc3b08..74d276915 100644 Binary files a/content/applications/finance/sign/sign-hash.png and b/content/applications/finance/sign/sign-hash.png differ diff --git a/content/applications/finance/sign/signature-status.png b/content/applications/finance/sign/signature-status.png new file mode 100644 index 000000000..e301b7c78 Binary files /dev/null and b/content/applications/finance/sign/signature-status.png differ diff --git a/content/applications/finance/sign/sms-verification.png b/content/applications/finance/sign/sms-verification.png index 542f92c60..aeca67515 100644 Binary files a/content/applications/finance/sign/sms-verification.png and b/content/applications/finance/sign/sms-verification.png differ diff --git a/content/applications/finance/sign/tip-placeholder.png b/content/applications/finance/sign/tip-placeholder.png index a9a618479..d9093d1b9 100644 Binary files a/content/applications/finance/sign/tip-placeholder.png and b/content/applications/finance/sign/tip-placeholder.png differ