Documents: Signing Documents
Purpose
This document covers the configuration for receiving signatures in the Sign application of Odoo 14. Odoo allows you to upload a PDF, add custom fields, and send it to the signee. You can also link documents to the Documents application for easy storage.
Process
To get started, navigate to the Sign application.
Templates
When you open up the application, you will land on the dashboard which displays any existing templates. A template is any document you're uploading to this application to be signed.
You can create new templates by simply uploading a PDF file. You then will be able to send that template to the signee or to sign it now. Note: Uploaded documents are automatically "starred" as favorites.
To upload a template, click UPLOAD A PDF TEMPLATE.
Choose a file from your computer.
Click the document to open, and then click EDIT to see all options in the form view.
Name: Here you can choose a new title for the document with the enforced file type (.pdf).
Tags: Add as many descriptor tags as you'd like. Keep in mind that these tags serve as a method of organization within the Documents app.
Signed Document Workspace: Choose the workspace to which you will assign this document once it has been signed. For more information on the Documents app, see the Documents Overview.
Signed Document Tags: Assign tags to the signed document. These are based on the Workspace you have chosen.
Redirect Link: After the signature has been made, you can redirect the signee to a new page.
Who can Sign: Select if the document can only be signed on invitation or by all users.
Invited Users: Select the users you wish to invite to sign the document.
If you've made changes to these fields, click SAVE.
Editing Fields
You can create editable fields on the document for signatures, dates, and more. From the template, select the Edit Fields smart button in the top right corner.
This will open a field editor window as seen below. Drag and drop the desired items into place.
Once the field has been dropped in the correct spot, click on it. A window pops up giving you the option to change the Filled By role. You also have the option to make the field mandatory. To remove a field, click the bin icon in the right of the button.
Once you are satisfied with the appearance of your document, you can select the box again and in the pop-up window click VALIDATE.
Configuring Roles
In order to acquire signatures from specific sets of people, such as Customers, Employees, etc., you will need to create a variety of roles.
Navigate to CONFIGURATION > Roles.
You will land on the roles in a list view. To create a new record, click Create. You will be able to add a new line for the role at the bottom of the list. You can also select SMS Authentication, which allows document owners to require a text message verification before a signature can be recorded to verify the identity of the signee.
Sharing the Document
From the kanban view on the dashboard, it is possible to Send, sign now, or Share the document.
Send: This will open an email modal window where you can select the contact you'd like, as well as those who should receive a copy of the document. You can write a message and can retitle the document at the bottom. Click SEND to email the document to its recipients.
Important!
A document template cannot be used for two simultaneous signatures. We recommend having one template for each desired use case, for example W-4, and then when you send it to each recipient, you would simply rename the file to be specific to its recipient.
Navigating the Document
The section below demonstrates how the recipient will view the document.
Odoo presents documents in an easily navigable way, allowing the user to quickly click to the fields they must fill in. Begin by clicking SIGN DOCUMENT.
The CLICK TO START button on the left of the document brings the user directly to the fields that must be filled in. They can click NEXT until they reach the end of the document.
When it's time to add your signature, a modal will open displaying the following:
Full Name: Enter the name you will be signing with.
Draw: Use your mouse or touchscreen device to enter your signature.
Auto: This option will draw your signature using the font selected by clicking Style.
Load: If you have an image you have taken of your signature, you can upload it here.
When you reach the end of the document, they will be able to click the VALIDATE & SEND COMPLETED DOCUMENT button to complete the signature process.
The following window will appear. Click Validate & Send.
Another window will appear. It will either say Open Link to redirect you to a preconfigured page, or VIEW DOCUMENT to review your submission.
Signed Documents
If you'd like to see the status of signatures for any signed document, start from the Sign application dashboard. Click the settings menu on a document card, then click Signed Documents.
On this page, you will see a kanban view of the sign requests, with information on who submitted them and when they were submitted.
