⚠ This article is new and still under construction so content can be changed at any time!
This article is written for administrators that want to support the users of the yuuvis® RAD client to sign their PDF documents via Docusign.
Prerequisites
Signing-Service
Beginning with yuuvis® RAD 9.4 the new Signing-Service will be part of the Service Infrastructure. This service can be requested for signing the PDF-formated file of a given document via the DocuSign platform.
This service is designed to add connectors for other signing platforms like Adobe Sign.
Update step
After the update of your system, you have to add the Signing-Service to the service infrastructure by adding this code to the servicewatcher-sw.yml file:
| Code Block |
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- name: signingservice
type: microservice
profiles: prod,cloud,red
instances: 1
memory: 256M
port: 7381
path: ${appBase}/signingservice/signingservice-app.jar |
Configuration
These are the parameters to control the behavior of the Signing-Service in the signing-prod.yml file:
| Code Block |
|---|
signingplatform: docusign
docusign-config:
apiBasicAuth: ZjBkZDk3NTgtZTZjNS00NGUzLThmMDAtZjJhODczY2Q1MzBlOjNjM2JiZmQyLWEyOGYtNDg3ZC1iNzQ2LWE3NDllYTZhZDdiNQ==
apiUsername: 611c7fa3-eda4-4173-8af5-2bde0bccb54f
pathToPrivateKey: /home/kolja/Projects/DocuSign/Grizzly/keys/private.key
usetemplates: false / tbd
templateid : "a572b25d-b4c4-4545-a5b3-9d4fd17d1cca" / tbd
templates:
- documenttype: "contract"
templateid: "a572b25d-b4c4-4545-a5b3-9d4fd17d1cca"
- documenttype: "workinstruction"
templateid: "a572b25d-b4c4-4545-a5b3-9d4fd17d1cca" |
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Parameter
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possible values
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Description
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signingplatform
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docusign
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This parameter controls which platform to use. Currently, only ‘docusign’ for the use of the DocuSign platform can be configured. In the future others will follow.
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docusign-config
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Section for the parameters that need to be configured or that can be configured for the DocuSign platform
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apiBasicAuth
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<string>
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Generated using the apiUsername and a secret key generated within your DocuSign account.
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apiUsername
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<string>
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To be taken from your DocuSign account.
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pathToPrivateKey
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<path>
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The path to your private key that is needed for a secure communication with the DocuSign platform.
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templates
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Section for templateIds that should be used for documents that are based on specific object types.
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documenttype
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<technical name of a document type>
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The Signing-Service uses this templateId that is configure for this document type when requesting signatures for a document that is based
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templateid
...
<string with a templateId>
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The templateId that is configured on the DocuSign platform in your account.
If no templateId is configured the DocuSign envelop will be created without a templateId.
Enabled Signing Capability
The Signing Capability has to be activated using the management studio.
Derive relevant object types from the signing abstract object type
Beginning with yuuvis® RAD 9.0 it is possible to derive an object type from more than one abstract object type. Following this concept, we are offering a specific abstract object type that can be added to existing object types so that specific new signing features can be used:
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The technical name of the abstract object type is 'yuvsigning'
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Technical field name
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Neutral label
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Description
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yuvsigsubject
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Subject
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The reason why the signing was requested . This subject is part of the email sent to a signer.
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yuvsigtype
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Signature type
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This is a catalog field with the values ‘simple’, ‘advanced’, and ‘qualified’. The values control which type of signature will be used on the signing platform.
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yuvsigrequester
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Signing requester
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The ID of the requesting user
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yuvsigreqdate
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Date of request
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The Date and time the request was activated
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yuvsigdate
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Date
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The date the signing process wass finished
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yuvsigstatus
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Status
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Status of the signing process. The shown values are those of the catalog ‘yuvsigstatus’ described below.
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yuvsigerror
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Error message
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Error message writte by the client or the Signing-Service in case of an error.
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yuvsigplatform
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Signing platform
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The technical name of the signing platform that is configured in the signing-prod.yml file and that was used for the signing process.
In the beginning only ‘docusign’ will be reported here.
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yuvsigplatformid
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ID of the signing platform
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The ID of the signing process on the external signing platform. In case of the signing platform ‘docusign’ this will be the envelopId. It is used by the Signing-Service to ask the signing platform for its status.
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yuvsigners
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Signers
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The table listing the signers data
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yuvsignerorder
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Signing order
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Signer 2 gets an email after signer 1 has signed and so forth.
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yuvsignername
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Name
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The name of the signer as offered on the Docusign platform
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yuvsigneremail
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Email address
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Email address of a signer that is used by Docusign for sending the email.
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yuvsignerphone
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Phone number
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This number can be used for two-factor authentication
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yuvsignextern
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external
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The boolean shows whether the signer is not a user of the yuuvis® RAD based system.
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yuvsignerdate
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Date
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The date and time the signer has signed or revised
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yuvsignerstatus
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Status
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The status of the single signing step. This status is set by the Signing-Service. The status ‘inprocess’ is the indicator for the signing service to ask the signing platfrom for the status.
The shown values are those of the catalog ‘yuvsigstatus’ described below.
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yuvsigcomment
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Comment
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This field is used to show the comment that the signers has given on the signing platform
The catalog ‘yuvsigstatus’ offers the processing status values:
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Technical value name
...
Neutral label
...
Description
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signed
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signed
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Set by the Signing-Service after successful transfer to the external signing platform
An audit entry is written to the object history.
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revised
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revised
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Set by the Signing-Service if one of the signers has revised the signing on the external signing plaform
An audit entry is written to the object history.
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expired
...
expired
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Set by the Signing-Service if the signing process was timed out on the external signing platform.
An audit entry is written to the object history
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cancelled
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cancelled
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Set when a users had cancelled the signing process.
An audit entry is written to the object history
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error
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Error
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Set by the Signing-Service in any case of error.
An audit entry is written to the object history.
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inprocess
...
inprocess
...
Set by the Signing-Service if the transfer to the signing platform was positiv.
The catalog ‘yuvsigtype’ offers the list of signature types. The values are:
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Technical value name
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Neutral label
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Description
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simple
...
simple
...
This signature is not based on a certificate
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advanced
...
advanced
...
This signature is based on a selfsigned certificate
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qualified
...
qualified
...
This signature is based on a certified certificate
The use case
A user is offered the object action ‘Request signature’ ('Signatur anfordern') if
the signing capability is activated
the relevant object type is derived from the signing abstract object type
they own the edit permission for the relevant document
the document is editable (e.g. not finalized, no signing was requested before)
Activating this action the user is asked to enter the names of one or more signers as well as its email addresses and a subject that describes the reason for signing.
After finishing the signing request the Signing-Service is fetching the document file and transfers it to the Docusign platform. The status information is written back to the object as new attributes. An audit entry is written to the object history. A symbol in the object headers is indicating this status.
The signing progress
Once the signing process was started by the Signing-Service the service is polling the Docusign platform every 15 minutes or more as configured. Docusign is sending an email to the next signer. After a signing the status information of the object is updated. After the last signer has finished the process is closed and a symbol in the object details header is indicating this status.
Canceling the request
During this process, users with edit permission can cancel the process.
Signing information
As long as the client does not support the planned new object details aspect ‘Signing’ for documents of an object type that is derived from the abstract object type ‘yuvsigning’ administrators can configure the form for that object type that includes the properties of the abstract object type as shown below:
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Searching for signed documents
The abstract object type ‘yuvsigning’ with the neutral label 'Signing’ is configured with a form as shown below. Users can search for documents that are signed or in the signing process by setting the specific values to find the expected documents.
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This article is written for users who want to use a feature that has been available since yuuvis® RAD version 9.6. It is about how to request other persons to sign a specific PDF document file with the support of an external signing platform like DocuSign.
Prerequisite: To use this feature it is necessary to use your own accounts of the DocuSign eSignature or Adobe Sign platform.
The signing capability has to be enabled by an administrator. How to do this is described here:
General Configurations for Signing
Content
| Table of Contents |
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User documentation (English)
The following describes how to request signatures, how to check the signing progress, and how to audit the signing process.
About the use case
To reduce the effort to sign documents via paperware more and more companies are using the technique of digital signatures. This makes the process much easier. The documents have not to be printed and sent via white mail and sent back the same way, and scanned and saved to the dossier (folder, file, etc.).
Responsible users want to be able to request signatures for the finalized PDF document in the form that after determining the signers the document is sent to a service that controls the signing process and if completed saves it as a new version.
The complete process should be protocolled for audit purposes but also to see the progress.
Request signatures
A user is offered the action ‘Request signatures’ in the menu when
the document file is of type PDF
the document type was intended for signing
the document is editable (e.g. the user has edit permission, the object is not finalized, and the signing status is no signatures were requested yet)
When activating this action, the user is prompted to enter the following data:
An email subject is to be used in the email to signers to briefly state the reason for signing. At least 5 characters must be entered. Up to 100 characters are possible.
If no subject is entered, a standard text stored in the system is used.An email message that appears in the body of the e-mail detailing the reason for the signature. At least 5 characters must be entered. Up to 100 characters are possible.
If no message is entered, a standard text stored in the system is used.The list of signers with their names and email address. To make typing easier and avoid typing errors, both fields offer suggestions after typing two characters.
The order number that controls the signing. If the signers should get the emails in parallel ‘1' for each can be entered. If the signers should get the emails if the processor has signed the the number ‘1’, ’2’, and '3' should be set.
After completing by pushing ‘Request’, the document file is transferred to the configured signing platform.
History/Audit
The request for signatures and the creation of a new version with the signed file can be seen in the history with a corresponding note in English on the change to the object.
Cancel signing
Users with edit permission are offered the action ‘Cancel signing’ if the signing status is ‘in process’. If the user pushes this action he asked for a reason. After pushing again ‘Cancel signing’ the signing status is set to ‘canceled’, and the action ‘Request signatures’ is offered again. All other signature properties keep unchanged.
Signing information
You can get an idea of the signature process in the additional object aspect 'Signatures'. This is then available as soon as signatures for the document file have been requested.
It is checked regularly whether anything has changed in the signature process on the signing platform. In the event of a change, the new status information is visible on the object.
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The following statuses are possible:
Value | Description | Color of the signing symbol in the object header |
|---|---|---|
signed | A signer has signed the document file. If all signers have signed the document files is completely signed and the file is fetched from the signing service and added as new version to the document. | Green |
revised | A signer has revised the signing and gave a reason. | Red |
expired | The current signer did not sign within the time that is configured on the signing platform. | Red |
cancelled | A user had cancelled the signing process | Red |
Error | In the case of an error during the signing process, the reason is documented here. | Red |
in process | The document file was handed over to the signing platform and the specified signers have to sign. | Gray |
Search for documents to be signed and signed documents
Depending on the configuration of the system, signed PDF documents can be in one or more document types. The search can be carried out cross-context-wise. To do this, click on the object type 'Signature' in the 'Cross-context' area of the search dialog. A search form opens. If you want to find documents that are still in the signing process, select the status 'in process' and run the search. You can find signed documents with ‘signed’.
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Benutzerdokumentation (Deutsch)
Im Folgenden wird beschrieben, wie Sie Signaturen anfordern, den Signierfortschritt überprüfen und den Signiervorgang überwachen.
Über den Anwendungsfall
Um den Aufwand für das Unterschreiben von Dokumenten per Papier zu reduzieren, nutzen immer mehr Unternehmen die Technik der digitalen Signatur. Dies erleichtert den Vorgang erheblich. Die Dokumente müssen nicht ausgedruckt und per Post verschickt und auf dem gleichen Weg zurückgesendet, gescannt und in der Akte (Ordner, Dossier usw.) gespeichert werden.
Verantwortliche Benutzer möchten elektronische Signaturen für das finalisierte PDF-Dokument in der Form anfordern können, dass das Dokument nach der Festlegung der Unterzeichner an einen Dienst gesendet wird, der den Signiervorgang steuert und es nach Abschluss als neue Version speichert.
Der gesamte Prozess wird zu Prüfzwecken, aber auch zur Fortschrittskontrolle protokolliert.
Signaturen anfordern
Einem Benutzer wird die Aktion „Signaturen anfordern“ im Menü angeboten, wenn
die Dokumentdatei vom Typ PDF ist
der Dokumenttyp zum Signieren vorgesehen wurde
das Dokument bearbeitbar ist (der Benutzer hat das Bearbeitenrecht, das Objekt ist nicht finalisiert, und es wurden noch keine Signaturen angefordert)
Beim Aktivieren dieser Aktion wird der Benutzer aufgefordert, folgende Daten einzugeben:
Einen E-Mail-Betreff, der in der Email an die Signierer verwendet wird, um in Kürze auf den Grund für die Unterzeichnung hinzuweise. Es müssen mindestens 5 Zeichen eingegeben werden. Es sind bis zu 100 Zeichen möglich.
Wird kein Betreff eingegeben, so wird ein im System hinterlegter Standardtext verwendet.Eine E-mail-Nachricht, der im Nachrichtenteil der Email angezeigt wird, in dem ausführlicher auf den Grund für die Signierung eingegangen wird. Es müssen mindestens 5 Zeichen eingegeben werden. Es sind bis zu 100 Zeichen möglich.
Wird keine Nachricht eingegeben, so wird ein im System hinterlegter Standardtext verwendet.Die Liste der Signierer mit ihrem Namen und ihrer E-Mail-Adresse.
Zur Eingabeerleichterung und zur Vermeidung von Eingabefehlern bieten beide Felder Vorschläge nach dem Tippen von zwei Zeichen.Die Signierfolge, die die Signatur steuert. Wenn die Signierer die E-Mails parallel erhalten sollen, kann für jeden „1“ eingegeben werden. Wenn die Signierer die E-Mails erhalten sollen, wenn der vorherige sie signiert hat, sollten die Nummern „1“, „2“ und „3“ vergeben werden.
Nach Abschluss der Signaturanfrage wird die Dokumentdatei an die konfigurierte Signier-Plattform übergeben.
Ab yuuvis® RAD Version 9.6 werden im Dialog die vorhandenen Daten der vorherigen Anfrage angeboten.
Informationen über die Signaturen
Sie können sich ein Bild über den Signaturprozess im zusätzlichen Objektaspekt ‘Signaturen’ machen. Dieser steht dann zur Verfügung, sobald Signaturen zur Dokumentdatei angefordert wurden.
Es wird regelmäßig geprüft, ob sich im Signaturprozess auf der Signier-Plattform etwas geändert hat. Im Änderungsfall wird die neue Statusinformationen am Objekt sichtbar.
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Die folgenden Status sind möglich:
Wert | Beschreibung | Farbe des Signiersymbols im Objekttitel |
|---|---|---|
signiert | Ein Signierer hat die Dokumentdatei signiert. Wenn alle Signierer unterzeichnet haben, ist die Dokumentdatei vollständig signiert, wurde vom Signaturdienst abgerufen und als neue Version dem Dokument hinzugefügt. | Green |
abgewiesen | Ein Signierer hat die Signatur überarbeitet und einen Grund angegeben. | Red |
abgelaufen | Der aktuelle Signierer hat nicht innerhalb der auf der Signaturplattform konfigurierten Zeit signiert. | Red |
abgebrochen | Ein Benutzer hatte den Signiervorgang abgebrochen, | Red |
Fehler | Sollte beim Signieren ein Fehler auftreten, wird der Grund hier dokumentiert. | Red |
in Bearbeitung | Die Dokumentendatei wurde an die Signierplattform übergeben und die angegebenen Signierer müssen signieren. | Grau |
Historie/Audit
In der Historie ist das Anfordern der Signaturen sowie das Anlegen einer neuen Version mit der fertig signierten Datei mit einem entsprechenden Hinweis zur Änderung des Objekts zu erkennen.
Signieren abbrechen
Ab yuuvis® RAD Version 9.6 wird Benutzern mit Bearbeitungsrecht die Aktion „Signieren abbrechen“ angeboten, wenn der Signierstatus ‘in Bearbeitung’ ist. Wenn der Benutzer diese Aktion auslöst, wird er nach einem Grund gefragt. Nach erneutem Drücken von „Signieren abbrechen“ wird der Signaturstatus auf „abgebrochen“ gesetzt. In einer der nächsten Versionen wird die Aktion „Signaturen anfordern“ erneut angeboten. Der Status für die Signieren, die schon eine E-Mail erhalten haben aber noch nicht signiert haben, wird von ‘In Bearbeitung’ in ‘abgebrochen’ geändert inklusive Angabe des Datums und Grund.
Suchen nach zu signierenden und signierten Dokumenten
Je nach Konfiguration des Systems können sich signierte PDF-Dokumente in einem oder mehreren Dokumenttypen befinden. Die Suche kann über Objekttyp-übergreiden durchgeführt werden. Dazu klicken Sie im Suchdialog im Bereich ‘Übergreifend’ den Objekttyp ‘Signierung’ and. Es öffnet sich ein Suchformular. Wenn sie Dokumente finden wollen, die sich noch im Signierprozess befinden, so wählen sie für den Status ‘in Bearbeitung’ aus und führen die Suche aus. Signierte Doklumente finden Sie mit ‘signiert’.
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