Signing

Signing is a type of action in the document flow in which the signatories electronically sign a document - most often a contract or a purchase order.

For the document, you choose the function “Signing of documents”. You enter the name of the signatory and choose the signature:

• “My saved signature” - an image of your signature that you upload in the user settings in the field “Signature” (JPG or PNG, 500×200 to 1000×1000 px); this option is offered only if you have uploaded one
• “Write a new signature” - you draw the signature with the mouse or your finger

With the button “I sign” you sign the document. If you do not want to sign it, you choose “I refuse to sign” and write the reason in the note.

You can no longer withdraw a signature, just as on paper. You can only withdraw a refusal to sign.

ReFIS inserts the signature into the PDF of the document:

1. into the PDF that ReFIS itself generates for the given document type,
2. if there is none, into the PDF attachment of the document,
3. if the document has no PDF attachment either, into a PDF created from the document template (Word or Excel).

If the document has several PDF attachments, ReFIS chooses the one in which it finds signature markers; if none of them has markers, it takes the first one.

It saves the signed PDF to the document as a new attachment. Signing runs in the background, so the attachment is not created immediately; with each further signature the previous signed attachment is deleted and a new one is created, so the document always has one signed attachment. The document is signed when all signatories have signed it.

Where the signature is inserted in the PDF is determined by the markers {Signature1TopLeft} and {Signature1BottomRight} - they delimit the rectangle for the first signature. For the second signature they are {Signature2TopLeft} and {Signature2BottomRight}, and so on; the number corresponds to the order in which the signatories sign. You insert the markers into the attached file or into the document template. The PDF that ReFIS generates itself already contains them.

A person who has no access to ReFIS can also sign - for example, the other contracting party. You add them to the participants of the flow from the address book or just with an e-mail address. They receive a link by e-mail through which they open and sign the document.

If an external person signs on the spot, for example on a tablet at a meeting, you can record their signature yourself with the corresponding right.

• If the company also has voting enabled, with the link “Set up document flow” in the document you determine whether the signatory may choose “Does not apply to me”. For a contract that all contracting parties must sign, no; for an attendance sheet, yes.
• In the document flow settings, the company determines whether the date of signing is added under the signature and whether the signed document is sent, after the final signature, to the external participants who signed it.
• You set up e-mail notifications about signing in the menu Other → User → Notifications - for example, when it is your turn or when the document has been finally signed.

• Document flow
• Contracts
• Document templates