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Configuring the digital signature of documents

 

Prerequisites

  • Active SoftExpert Document license.
  • Document category configured with digital signature.
  • Process flowchart modeled with a system activity.
  • Process and/or its activities properly configured according to the document type to be signed.
  • Requirement: if the document to be signed is a requirement in the instance, it is necessary, in some user activity prior to the system activity, that document association be enabled (on the activity data screen, in Configurations > Association) and that a requirement of the Document type be configured (on the activity data screen, in Configurations > Requirement).
  • Requirement: if the document to be signed is a file attached to the process, it is necessary, in some user activity prior to the system activity, that a requirement of the Attachment type be configured (on the activity data screen, in Configurations > Requirement).
  • Document that started the workflow: if the document to be signed is a document that started the workflow, the Enable workflow to be started option must be checked in the document category (on the category data screen, in Control > Workflow association).
  • Access to the Process (PM063) menu.
  • Previously configured digital signature.

 

Introduction

The digital signature feature allows, from a system activity, sending a document for signature through the DocuSign, Clicksign, SoftExpert, D4Sign, SignOn, BRy, OneSpan, or Lacuna signing tools.

It is possible to send for signature a document in the revision process via Workflow, a document that is the requirement of an activity, or a document that instantiated the workflow.

The signatories may be defined through attributes, form fields or fixed values. If the digital signature service is DocuSign, the signatories may also be inherited from a template.

See how to configure the signature:

 

Configuring a signature

1. Access the Process (PM063) menu, right-click on the process in which you wish to configure the signature, and select the Open flowchart option.

2. Double-click on the system activity to open its data screen.

3. In the General data tab, in the Integrations field, select the Electronic signature option.

4. Click on the Signature configuration button.

5. On the screen that will open, in the Sign field, select the option that will define the signature type:

  • Requirement: select this option to sign the document or the attachment defined as a requirement. It is necessary to specify the activity and the requirement that will contain the document or attachment to be signed. It is recommended that, in the activity's action execution, adding a requirement be configured as mandatory (in the Rule tab of the activity action data screen).
  • Document that started the workflow: select this option to sign the document that started the workflow. Starting workflows through documents is configured in the document category data.

6. Next, specify the digital signature configuration that will be used.

7. In the When failure occurs section, define what the system should do if a failure happens in document signature:

  • Ignore and continue the process: check this option for the system to continue the execution of the process. This option can be used, for example, when there is an activity in which the executor checks if the document has been signed.
  • Stop the execution of the process: check this option for the system to stop the execution of the process if a failure occurs with the document signature.
  • Add an error event: check this option for the system to execute a process error event. If this option is checked, it is necessary to fill in the Target field with the event that will be triggered.

8. In the E-mail data section, define the subject and content to be presented in the e-mail sent by the signing tool:

  • Subject: enter the subject/title of the e-mail that will be sent requesting that the document be signed.
  • Content of the email message: provide the message that will be displayed in the email to be sent.

9. Then, define the users who will digitally sign the documents. The available fields vary according to the platform that will be used for the signature:

Template

This field will only be enabled if the digital signature configuration uses the DocuSign signing tool.

Select the template that contains the signatories responsible for the digital signature. This field will display the templates of the DocuSign account configured in the General parameters of SoftExpert Document (DC035). When selecting a template, the name and e-mail fields will be filled out with the signatories of the template.
Signatory

Click on the Add icon. button, next to Items, to add more signatory options. To remove an option, click on the Delete icon. button next to the signatory to be removed. The Number field allows defining the sequence of signatories when there is more than one user.

  • Name: enter the signatory's name. Click on the button next to this field to define the signatory through a form field, process attribute, or fixed value.
  • E-mail: enter the signatory's e-mail. Click on the button next to this field to define the e-mail through a form field, process attribute, or fixed value.
  • Signature type: define the purpose of the document signature.
  • Does the signer have a Brazilian SSN?: check this field if it is necessary for the signatory to provide their SSN.
  • SSN: Enter the SSN of the signatory. Click on the button next to this field to define the e-mail through a form field, process attribute, or fixed value.
  • Birth date: enter the signatory's birth date. Click on the button next to this field to set the date through a form field, process attribute, or fixed value.

Value selection for the field (Name, E-mail, SSN, or Birth date)

  • Entity attribute: this tab will display the entity fields of the form associated with the process will be displayed. For the name/e-mail of the signatory to come from form fields, it is necessary to have an associated form, and the fields must be filled in a user activity prior to the system activity.
  • Process attribute: this tab displays the attributes associated with the process. For the name/e-mail of the signatory to come from process attributes, it is necessary to have associated attributes and to have them filled out in a user activity prior to the system activity. We recommend configuring a rule in the user activity execution making the completion of the attributes mandatory.
  • Fixed value: in this tab, it is possible to define a fixed value for the signatory's name/e-mail. 
Language Select one of the available languages (Portuguese or English).
Signature deadline Select how many days the signatories will have as the deadline to sign documents.

10. After configuring the fields, click on Save.

11. Back on the system activity data screen, click on Save and exit.

Possible failures that may interfere with the completion of the signature:

  • "Signatory" fields blank or invalid.
  • Being of the "Document that started the workflow" type when the workflow has not been started by a document.
  • The document not being converted to PDF.
  • Document category is not configured with a digital signature.
  • Digital signature of the document category is different from the process signature. For example: the process is configured with DocuSign and the associated document is configured with ClickSign.
  • Document rejected in the signing tool.
 

 

Conclusion

Thus, the digital signature has been successfully configured! 

Based on the performed configuration, the signing process will start when the activity is instantiated.

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Index

Prerequisites Introduction Configuring a signature Conclusion

First steps

Advanced resources

New features