ea6b25aba8
closes odoo/documentation#3599
Id: 3084552
X-original-commit: 817ad955af
Signed-off-by: Antoine Vandevenne (anv) <anv@odoo.com>
Signed-off-by: Pirlot Donatienne (dopi) <dopi@odoo.com>
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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, using electronic signatures.
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An **electronic signature** shows a person's agreement to the content of a document. Just like a
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handwritten signature, the electronic one represents a legal bounding by the terms of the signed
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document.
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With Sign, you can upload any PDF file and add fields to it. These fields are automatically filled
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in with the user's details present in your database.
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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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Validity of electronic signatures
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=================================
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Documents signed via the Sign app are valid electronic signatures in the European Union and the
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United States of America. They also meet the requirements for electronic signatures in most
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countries. The legal validity of electronic signatures generated by Odoo depends on your country's
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legislation. Companies doing business abroad should also consider other countries' electronic
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signature laws.
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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 the `27 member states of the European Union
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<https://europa.eu/european-union/about-eu/countries_en>`_. It distinguishes three types of
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electronic signatures:
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#. Simple 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, **simple electronic signatures**; these signatures are legally valid
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in the EU, as stated in the eIDAS regulation.
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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. While the Sign app provides a simple electronic
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signature, some supporting evidence is automatically collected during the signature process, such
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as:
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#. Email and SMS validation (if enabled)
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#. Strong identity proof through itsme® (available in Belgium and the Netherlands)
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#. Timestamped, IP and geographically traceable access logs to the documents and their associated
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signatures
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#. Document traceability and inalterability (any alteration made to a signed document is detected by
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Odoo with the use of cryptographic proofs)
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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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#. The signer must show a clear **intent to sign**. For example, using a mouse to draw a signature
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can show intent. The signer must also have the option to opt out of the electronic document.
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#. The 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,
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is added to the signature, which can be used as supporting evidence.
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#. **The signature must be associated with the signed document**, 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 stored** by all parties involved; for
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example, by providing the signer either a fully-executed copy or the possibility to download a
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copy.
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.. important::
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The above information has no legal value; it is only provided for general informational purposes.
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As laws governing electronic signatures rapidly evolve, we cannot guarantee that all information
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is up-to-date. We advise contacting a local attorney for legal advice regarding electronic
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signature compliance and validity.
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Roles
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=====
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Each field in a Sign document is related to a role that corresponds to a specific person. When a
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document is being signed, the person assigned to the role needs to fill in their assigned fields and
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sign it.
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Roles are available by going to :menuselection:`Sign --> Configuration --> Roles`.
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It is possible to update existing roles or to create new roles by clicking on :guilabel:`Create`.
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Choose a :guilabel:`Role Name`, add an :guilabel:`Extra Authentication Step` to confirm the
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identity of the signing person, and if the document can be reassigned to another contact, select
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:guilabel:`Change Authorized` for the role. A :guilabel:`Color` can also be chosen for the role.
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This color can help understand which roles are responsible for which field when configuring a
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template.
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Secured identification
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----------------------
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As the owner of a document, you may request an :guilabel:`Extra Authentication Step` through an SMS
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verification or via Itsme® (available in Belgium and the Netherlands). Both authentication options
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require :ref:`credits <iap/buying_credits>`. If you do not have any credits left, the authentication
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steps will be skipped.
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.. seealso::
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- :doc:`In-App Purchase (IAP) <../general/in_app_purchase>`
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- :doc:`SMS pricing and FAQ <../marketing/sms_marketing/pricing/pricing_and_faq>`
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SMS verification
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~~~~~~~~~~~~~~~~
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Go to :menuselection:`Sign --> Configuration --> Roles`. Click in the :guilabel:`Extra
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Authentication Step` column for the role, and select :guilabel:`Unique Code Via SMS`.
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.. image:: sign/sms-verification.png
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:align: center
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:alt: Add a hash to your document
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Go to the document to sign, add the field for which the SMS verification is required, for example
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the :guilabel:`Signature` field, and click :guilabel:`Send`. A page pops up, select the customer,
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and click :guilabel:`Send`.
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The person signing the document fills in the :guilabel:`Signature` field and clicks
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:guilabel:`Validate & Send Completed Document`. A :guilabel:`Final Validation` page pops up where to
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add their phone number. One-time codes are sent by SMS.
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.. image:: sign/final-validation.png
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:align: center
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:alt: fill in your phone number for final validation
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.. note::
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- This feature is enabled by default.
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- As soon as the :guilabel:`Extra Authentication Step` applies to a role, this validation step is
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requested for any field assigned to this role.
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Itsme®
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~~~~~~
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Go to :menuselection:`Sign --> Configuration --> Settings` and enable :guilabel:`Identify with
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itsme®`.
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Then, go to :menuselection:`Sign --> Configuration --> Roles`. Click in the :guilabel:`Extra
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Authentication Step` column for the role, and select :guilabel:`Via itsme®`.
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Go to the document that needs to be signed and add the :guilabel:`Signature` field. Switch the role
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to :guilabel:`customer (identified with itsme®)`, and click :guilabel:`Validate`, and
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:guilabel:`Send`.
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.. image:: sign/itsme-identification.png
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:align: center
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:alt: select customer identified with itsme®
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The person signing the document fills in the :guilabel:`Signature` field and clicks
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:guilabel:`Validate & Send Completed Document`. A :guilabel:`Final Validation` page pops up, and the
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person must authenticate with itsme®.
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.. note::
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This feature is only available in Belgium and the Netherlands.
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.. _sign/field-types:
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Field Types
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===========
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Various field types can be used to sign documents (placeholder, autocompletion, ...). By configuring
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your own field types, also known as signature item types, the signing process can be even faster for
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your customers, partners, and employees.
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To create and edit field types, go to :menuselection:`Sign --> Configuration --> Settings -->
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Edit field types`.
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You can select an existing field by clicking on it or you can :guilabel:`Create` a new one. First,
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edit the :guilabel:`Field Name`. Then, select a :guilabel:`Field Type`:
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- :guilabel:`Signature`: users are asked to enter their signature either by drawing it, generating
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an automatic one based on their name, or uploading a local file (usually an image).
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Each subsequent :guilabel:`Signature` field type then reuses the data entered in the first field.
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- :guilabel:`Initial`: users are asked to enter their initials, in a similar way to the
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:guilabel:`Signature` field.
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- :guilabel:`Text`: users enter text on a single line.
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- :guilabel:`Multiline Text`: users enter text on multiple lines.
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- :guilabel:`Checkbox`: users can tick a box (e.g., to mark their approval or consent).
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- :guilabel:`Selection`: users choose a single option from a variety of options.
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The :guilabel:`Auto-fill Partner Field` setting is used to automatically fill in a field during the
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signature process. It uses the value of one of the fields on the contact (`res.partner`) model of
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the person signing the document. To do so, enter the contact model field's technical name.
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.. tip::
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To know the technical name of a field, enable developer mode and hover your mouse on the question
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mark next to the field.
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.. note::
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Auto-completed values are suggestions and can be modified as required by the person signing the
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document.
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The size of the fields can also be changed by editing the :guilabel:`Default Width` and
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:guilabel:`Default Height`. Both sizes are defined as a percentage of the full-page expressed as a
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decimal, with 1 equalling the full-page's width or height. By default, the width of new fields you
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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
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full-page's height.
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Next, write a :guilabel:`Tip`. Tips are displayed inside arrows on the left-hand side of the user's
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screen during the signing process to help them understand what the step entails (e.g., "Sign here"
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or “Fill in your birthdate”). You can also use a :guilabel:`Placeholder` text to be displayed inside
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the field 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
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Signatory hash
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==============
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A :guilabel:`hash` can be added to a document that is shared (attached to an email or printed, for
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example) to indicate that the signature is electronic and that there is some traceability behind
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it. The :guilabel:`hash` corresponds to a unique ID number related to the signed document.
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If you are an :doc:`internal user <../general/users/manage_users>`,
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you can choose to tick or untick the frame option when signing the document. Tick the box to have
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the frame and hash visible.
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.. image:: sign/sign-hash.png
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:align: center
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:alt: Add a hash to your document
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.. note::
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The :guilabel:`hash` is only applicable to the signature field.
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