⚠ This article is new and still under construction so content can be changed at any time!
This article is written for users that want to request other users to sign a specific PDF document file by the support of an external signing platform like DocuSign.
The signing capability has to be enabled by an administrator. How to do this is described here:
General configurations of the Signing-Service
Content
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 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 signature
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:
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.
