43cea7a2d2
Task #: 2585411
closes odoo/documentation#1511
X-original-commit: 7ca24b13ef
Signed-off-by: Antoine Vandevenne (anv) <anv@odoo.com>
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121 lines
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====
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Sign
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====
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**Odoo Sign** allows you to send, sign and approve documents online.
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You can upload any PDF file and add drag-and-dropping fields on it. These fields are automatically
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filled out with the user's detail if they are logged in.
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.. seealso::
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- `Odoo Sign: product page <https://www.odoo.com/app/sign>`_
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- `Odoo Tutorials: Sign <https://www.odoo.com/slides/sign-61>`_
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.. _sign/validity:
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Validity of electronic signatures
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=================================
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The legal validity of electronic signatures generated by Odoo depends on the legislation of your
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country. Companies doing business abroad should consider electronic signature laws of other
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countries as well.
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In the European Union
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---------------------
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The `eIDAS regulation <http://data.europa.eu/eli/reg/2014/910/oj>`_ establishes the framework for
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electronic signatures in all `27 member states of the European Union
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<https://europa.eu/european-union/about-eu/countries_en>`_.
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It distinguishes three types of electronic signatures:
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#. Electronic signatures
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#. Advanced electronic signatures
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#. Qualified electronic signatures
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Odoo generates the first type, regular electronic signatures, and these signatures can produce legal
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effects in the EU, as the regulation states that “an electronic signature shall not be denied legal
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effect and admissibility as evidence in legal proceedings solely on the grounds that it is in an
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electronic form or that it does not meet the requirements for qualified electronic signatures.”
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Note that electronic signatures may not be automatically recognized as valid. You may need to bring
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supporting evidence of a signature’s validity.
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In the United States of America
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-------------------------------
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The `ESIGN Act (Electronic Signatures in Global and National Commerce Act)
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<https://www.fdic.gov/regulations/compliance/manual/10/X-3.1.pdf>`_, at the interstate and
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international levels, and the `UETA (Uniform Electronic Transactions Act)
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<https://www.uniformlaws.org/committees/community-home/librarydocuments?communitykey=2c04b76c-2b7d-4399-977e-d5876ba7e034&tab=librarydocuments>`_,
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at the state level, provide the legal framework for electronic signatures. Note that `Illinois
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<https://www.ilga.gov/legislation/ilcs/ilcs5.asp?ActID=89&>`_ and `New York
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<https://its.ny.gov/electronic-signatures-and-records-act-esra>`_ have not adopted the UETA, but
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similar acts instead.
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Overall, to be recognized as valid, electronic signatures have to meet five criteria:
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#. A signer must show a clear intent to sign. For example, using a mouse to draw a signature can
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show intent. The signer must also have the option to opt-out of electronically signing a
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document.
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#. A signer must first express or imply their consent to conduct business electronically.
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#. The signature must be clearly attributed. In Odoo, metadata, such as the signer’s IP address, is
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added to the signature, which can be used as supporting evidence.
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#. The signature must be associated with the document being signed, for example, by keeping a record
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detailing how the signature was captured.
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#. Electronically signed documents need to be retained and available for later reference by all
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parties involved, for example, by providing the signer either a fully-executed copy or the option
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to download a copy.
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.. note::
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The information provided here does not constitute legal advice; it is provided for general
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informational purposes only. As laws governing electronic signatures rapidly evolve, we cannot
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guarantee whether all information is up to date or not. We advise contacting a local attorney for
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legal advice regarding electronic signature compliance and validity.
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.. _sign/field-types:
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Field Types
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===========
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By configuring your own *Field Types*, also known as *Signature Item Types*, you can make the
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signing process even faster for your customers, partners, and employees.
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To create and customize fields, activate the :ref:`developer mode <developer-mode>`. Then head to
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:menuselection:`Documents --> Configuration --> Field Types` and click on *Create*.
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After giving your new field a name, select one of the six *Types* available:
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- **Signature**: users are prompted to enter their signature either by drawing it, automatically
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generating one based on their name, or uploading a local file (usually an image). Each subsequent
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*Signature* field then reuses the data entered in the first field.
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- **Initial**: users are prompted to enter their initials, in a similar way to the *Signature*
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field.
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- **Text**: users enter text on a single line.
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- **Multiline Text**: users enter text on multiple lines.
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- **Checkbox**: users can tick a box (e.g.,to mark their approval or consent).
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- **Selection**: users choose a single option from a variety of options.
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Next, you have the option to auto-complete fields for users based on their Odoo profile information
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by using *Automatic Partner Field*. To this end, the *Name*, *Email*, *Phone*, and *Company* fields
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are preconfigured in your database.
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.. note::
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Users can freely edit auto-completed fields.
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.. image:: sign/field-example.png
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:align: center
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:alt: Company field example in Odoo Sign
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You can then change the size of the field by editing the *Default Width* and *Default Height*. Both
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sizes are defined as a percentage of the full-page expressed as a decimal, with 1 equalling the
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full-page's width or height. By default, the width of new fields you create is set to 15% (0.150)
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of a full-page's width, while their height is set to 1.5% (0.015) of a full-page's height.
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Next, write a *Tip*. Tips are displayed inside arrows on the left-hand side of the user's screen
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during the signing process. You can also use a *Placeholder* text to be displayed inside the field
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before it is completed.
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.. image:: sign/tip-placeholder.png
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:align: center
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:alt: Tip and placeholder example in Odoo Sign |