Docuo electronic signature (eSignature) is a feature that allows you to remotely sign documents electronically with full legal validity, in accordance with the European eIDAS regulation, at any time during a workflow.
This functionality is available in the Business and Enterprise versions of R2 Docuo.
- If you are not yet a Docuo customer, try the free version now.
- If you are a Professional customer, contact us and upgrade to the Business version.
- And if you are already a Business or Enterprise customer, follow these steps to set up an eSignature process:
Configuring an eSignature signature process
To perform the configuration you must be an R2 Docuo administrator and start from a category with:
- Main file where the document you need to sign is stored:
- Process to define the steps involved in the signature. In this step we will need at least three states, for example:
- “In creation”, where the document you need to be signed by a third party is created.
- “Pending signature”, where you wait for the document to be signed.
- “Signed”, where you will have the document signed with the eSignature.
- “Signature”, it is a field of type “handwritten signature” where it is indicated if the document is signed or not.
- “Email”, of the signer of the document. It is necessary in order to send them a web link where they can review and sign the document.
- “Mobile phone”, of the document signer. It is only necessary if you want to activate the validation by SMS text message in the signing process.
- Template of the document that needs to be signed. With Docuo you can sign Microsoft Word and PDF documents. We recommend you always start the process with a Word docx file to be able to add replacement tags. Also in word dox templates you can add a signature box. If a document does not have such a box, when the user sign, he will be able to sign anywhere in the document. Find below steps to create a signature box inside a Word Docuo template:
The signature box must be created in Microsoft Word with a text box from the “Insert” menu:
Then, in the “Text Box” action you will select “Draw Text Box” in the bottom part of the menú:
This way you can draw a rectangle anywhere in the document and specify where you want the user to sign. Once the box has been created, you must indicate the signature field you want to use. To do this, you must write inside it the replacement tag of the signature field. In our example:
IMPORTANT: The replacement tags of the signature fields, unlike the ordinary ones, are inserted between square brackets. This tells Docuo that this is a field into which the user will enter information, not the other way around:
- Electronic signature web form that allows the signer to view the document and sign it with eSignature. This form can be created in the “Forms” step of the R2 Docuo category wizard. Being a web form, it allows the signature to be made from any device. In this form we must setup the next points:
- In “Signatures”, add the signature field to be signed with the “+ Add” button.
- In “Available in”, indicate the states in which you want the form to be available. In our example it would be “Pending signature”.
- In “Forward by”, indicate the transition through which the process will advance when the signature is completed. In our example it would be “Sign (From Pending Signature to Signed)”:
It is convenient to review the access permissions to the form. By default they are only enabled for Docuo’s own users, but you can also define access for collaborators or, the most frequent case, for external Docuo users through anonymous access. Docuo users and collaborators will need their credentials to access the form. For anonymous users, you will have different security options to suit your requirements:
- Email, so that you can inform a third party to sign the document and provide them with the access data to our form. In our process, this email will be sent in the “Send” transition to the recipient in the “Signature data – Email” field. The signature form link is one more replacement tag that can be added in the email content. You can easily find it on the “Link” button in the “Input Form” section:
How it works
- In Docuo:
- Create a new document in the category and enter the signer’s email address.
- “Generate from template” to prepare the document you need to be signed.
- Advance to “Pending Signature” and wait for the user to access the form and sign.
- The recipient receives an email with the link to the form.
- When they enter, their browser will open and they will access the form. Depending on the permissions of the form, an authentication process will be necessary or not. When created you will see the document with the signature box ready to complete:
3. Once signed you will click the send button and the document will automatically advance in status to “Signed”.