[MOV] documentation structure reorganization
This commit aims to improve the documentation's navigability by redefining some categories' purposes and titles. There is a redirection rule for each documentation page moved. This ensures that users won't have a 404 error message. task-3217827 closes odoo/documentation#8061 Signed-off-by: Jonathan Castillo (jcs) <jcs@odoo.com>
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Jonathan Castillo (jcs)
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====
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Sign
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====
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**Odoo Sign** allows you to send, sign, and approve documents online, using electronic signatures.
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An **electronic signature** shows a person's agreement to the content of a document. Just like a
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handwritten signature, the electronic one represents a legal bounding by the terms of the signed
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document.
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With Sign, you can upload any PDF file and add fields to it. These fields can be automatically
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filled in with the user's details present in your database.
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.. seealso::
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- `Odoo Sign: product page <https://www.odoo.com/app/sign>`_
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- `Odoo Tutorials: Sign [video] <https://www.odoo.com/slides/sign-61>`_
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Validity of electronic signatures
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=================================
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Documents signed via the Sign app are valid electronic signatures in the European Union and the
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United States of America. They also meet the requirements for electronic signatures in most
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countries. The legal validity of electronic signatures generated by Odoo depends on your country's
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legislation. Companies doing business abroad should also consider other countries' electronic
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signature laws.
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European Union
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--------------
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The `eIDAS regulation <http://data.europa.eu/eli/reg/2014/910/oj>`_ establishes the framework for
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electronic signatures in the `27 member states of the European Union
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<https://europa.eu/european-union/about-eu/countries_en>`_. It distinguishes three types of
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electronic signatures:
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#. Simple electronic signatures
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#. Advanced electronic signatures
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#. Qualified electronic signatures
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Odoo generates the first type, **simple electronic signatures**; these signatures are legally valid
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in the EU, as stated in the eIDAS regulation.
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Electronic signatures may not be automatically recognized as valid. You may need to bring
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supporting evidence of a signature's validity. While the Sign app provides a simple electronic
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signature, some supporting evidence is automatically collected during the signature process, such
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as:
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#. Email and SMS validation (if enabled)
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#. Strong identity proof through itsme® (available in Belgium and the Netherlands)
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#. Timestamped, IP and geographically traceable access logs to the documents and their associated
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signatures
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#. Document traceability and inalterability (any alteration made to a signed document is detected by
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Odoo with the use of cryptographic proofs)
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United States of America
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------------------------
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The `ESIGN Act (Electronic Signatures in Global and National Commerce Act)
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<https://www.fdic.gov/regulations/compliance/manual/10/X-3.1.pdf>`_, at the interstate and
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international levels, and the `UETA (Uniform Electronic Transactions Act)
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<https://www.uniformlaws.org/committees/community-home/librarydocuments?communitykey=2c04b76c-2b7d-4399-977e-d5876ba7e034&tab=librarydocuments>`_,
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at the state level, provide the legal framework for electronic signatures. Note that `Illinois
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<https://www.ilga.gov/legislation/ilcs/ilcs5.asp?ActID=89&>`_ and `New York
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<https://its.ny.gov/electronic-signatures-and-records-act-esra>`_ have not adopted the UETA, but
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similar acts instead.
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Overall, to be recognized as valid, electronic signatures have to meet five criteria:
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#. The signer must show a clear **intent to sign**. For example, using a mouse to draw a signature
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can show intent. The signer must also have the option to opt out of the electronic document.
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#. The signer must first express or imply their **consent to conduct business electronically**.
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#. **The signature must be clearly attributed**. In Odoo, metadata, such as the signer's IP address,
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is added to the signature, which can be used as supporting evidence.
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#. **The signature must be associated with the signed document**, for example, by keeping a record
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detailing how the signature was captured.
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#. Electronically signed documents need to be **retained and stored** by all parties involved; for
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example, by providing the signer either a fully-executed copy or the possibility to download a
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copy.
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.. important::
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The above information has no legal value; it is only provided for general informational purposes.
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As laws governing electronic signatures rapidly evolve, we cannot guarantee that all information
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is up-to-date. We advise contacting a local attorney for legal advice regarding electronic
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signature compliance and validity.
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Send a document to sign
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=======================
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One-time signature
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------------------
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You can click :guilabel:`Upload a PDF to sign` from your dashboard for a one-time signature. Select
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your document, open it, and drag and drop the required :ref:`fields <sign/fields>` in your document.
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You can modify the :ref:`role <sign/role>` assigned to a field by clicking on it and selecting the
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one you want.
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When ready, click :guilabel:`Send`, and fill in the required fields. Once sent, your document
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remains available. Go to :menuselection:`Documents --> All Documents` to see your document
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and the status of the signatures.
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.. image:: sign/signature-status.png
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:alt: Signature status
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Validity dates and reminders
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~~~~~~~~~~~~~~~~~~~~~~~~~~~~
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You can set **validity dates** on limited-duration agreement documents or send **automatic email
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reminders** to obtain signatures on time. From your dashboard, click :guilabel:`Send` on your
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document. On the new page, go to the :guilabel:`Options` section and fill in the :guilabel:`Valid
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Until` and :guilabel:`Reminder` fields.
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Templates
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---------
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You can create document templates when you have to send the same document several times. From your
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dashboard, click :guilabel:`Upload a PDF template`. Select the document and add the required
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:ref:`fields <sign/fields>`. You can modify the :ref:`role <sign/role>` of a field by clicking on it
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and selecting the one you want.
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Click :guilabel:`Template Properties` to add :guilabel:`Tags` to your template, define a
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:guilabel:`Signed Document Workspace`, add :guilabel:`Signed Document Tags`, set a
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:guilabel:`Redirect Link` that will be available in the signature confirmation message received
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after the signature, or define :guilabel:`Authorized Users` if you want to restrict the use of your
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template to specific authorized users or groups.
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Your templates are visible by default on your dashboard. You can click :guilabel:`Send` to quickly
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send a document template to a signer or :guilabel:`Sign Now` if you are ready to sign your document
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immediately.
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.. tip::
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You can **create a template from a document that was previously sent**. To do so, go to
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:menuselection:`Documents --> All Documents`. On the document you want to retrieve, click on the
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the vertical ellipsis (:guilabel:`⋮`), then :guilabel:`Template`. Click on the vertical ellipsis
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(:guilabel:`⋮`) again, then :guilabel:`Restore`. Your document now appears on your dashboard next
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to your other templates.
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.. _sign/role:
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Roles
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=====
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Each field in a Sign document is related to a role corresponding to a specific person. When a
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document is being signed, the person assigned to the role must fill in their assigned fields and
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sign it.
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Roles are available by going to :menuselection:`Sign --> Configuration --> Roles`.
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It is possible to update existing roles or to create new roles by clicking on :guilabel:`New`.
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Choose a :guilabel:`Role Name`, add an :guilabel:`Extra Authentication Step` to confirm the
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identity of the signing person, and if the document can be reassigned to another contact, select
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:guilabel:`Change Authorized` for the role. A :guilabel:`Color` can also be chosen for the role.
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This color can help understand which roles are responsible for which field when configuring a
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template.
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Secured identification
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----------------------
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As the owner of a document, you may request an :guilabel:`Extra Authentication Step` through
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:ref:`SMS verification <sign/sms>` or via :ref:`Itsme® <sign/itsme>` (available in Belgium and the
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Netherlands). Both authentication options require :ref:`credits <iap/buying_credits>`. If you do not
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have any credits left, the authentication steps will be skipped.
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.. seealso::
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- :doc:`In-App Purchase (IAP) <../essentials/in_app_purchase>`
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- :doc:`SMS pricing and FAQ <../marketing/sms_marketing/pricing/pricing_and_faq>`
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.. _sign/sms:
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SMS verification
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~~~~~~~~~~~~~~~~
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Go to :menuselection:`Sign --> Configuration --> Roles`. Click in the :guilabel:`Extra
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Authentication Step` column for the role, and select :guilabel:`Unique Code Via SMS`.
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.. note::
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Before being able to send SMS Text Messages, you need to register your phone number. To do so, go
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to :menuselection:`Sign --> Configuration --> Settings` and click :guilabel:`Buy credits` under
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:guilabel:`Authenticate by SMS`.
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Go to the document to sign, add the field for which the SMS verification is required, for example,
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the :guilabel:`Signature` field, and click :guilabel:`Send`. On the new page, select the
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:guilabel:`customer` and click :guilabel:`Send`.
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The person signing the document fills in the :guilabel:`Signature` field, then :guilabel:`Sign`, and
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clicks :guilabel:`Validate & Send Completed Document`. A :guilabel:`Final Validation` page pops up
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where to add their phone number. One-time codes are sent by SMS.
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.. image:: sign/sms-verification.png
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:alt: Add a hash to your document
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.. note::
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- This feature is enabled by default.
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- As soon as the :guilabel:`Extra Authentication Step` applies to a role, this validation step is
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requested for any field assigned to this role.
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.. _sign/itsme:
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Itsme®
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~~~~~~
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Itsme® authentication can be used to allow signatories to provide their identity using itsme®. This
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feature is only available in **Belgium** and the **Netherlands**.
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The feature can be enabled in :guilabel:`Sign Settings` and applies automatically to the
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:guilabel:`Customer (identified with itsme®)` role. To enable it for other roles, go to
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:menuselection:`Sign --> Configuration --> Roles`. Click in the :guilabel:`Extra Authentication
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Step` column for the role, and select :guilabel:`Via itsme®`.
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Go to the document that needs to be signed and add the :guilabel:`Signature` field. Switch to any
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role configured to use the feature, and click :guilabel:`Validate` and :guilabel:`Send`.
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.. image:: sign/itsme-identification.png
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:alt: select customer identified with itsme®
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Upon signing the document, the signer completes the :guilabel:`Signature` field and proceeds by
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clicking on :guilabel:`Validate & Send Completed Document`, triggering a
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:guilabel:`Final verification` page where authentication via itsme® is required.
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Signatory hash
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==============
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Each time someone signs a document, a **hash** - a unique digital signature of the operation - is
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generated to ensure traceability, integrity, and inalterability. This process guarantees that any
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changes made after a signature is affixed can be easily detected, maintaining the document's
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authenticity and security throughout its lifecycle.
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A visual security frame displaying the beginning of the hash is added to the signatures. Internal
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users can hide or show it by turning the :guilabel:`Frame` option on or off when signing the
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document.
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.. image:: sign/sign-hash.png
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:alt: Adding the visual security frame to a signature.
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.. _sign/field-types:
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Tags
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====
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Tags can be used to categorize and organize documents, allowing users to quickly search for and
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filter documents based on specific criteria.
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You can manage tags by going to :menuselection:`Configuration --> Tags`. To create a tag, click
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:guilabel:`New`. On the new line, add the :guilabel:`Tag Name` and select a :guilabel:`Color Index`
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for your tag.
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To apply a tag to a document, use the dropdown list available in your document.
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.. note::
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You can modify the tags of a signed document by going to :menuselection:`Documents --> All
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Documents`, clicking the vertical ellipsis (:guilabel:`⋮`) on your document, then
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:guilabel:`Details`, and modifying your :guilabel:`Tags`.
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Sign order
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==========
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When a document needs to be signed by different parties, the signing order lets you control the
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order in which your recipients receive it for signature.
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After uploading a PDF with at least two signature fields with two different roles and clicking
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:guilabel:`Send`, toggle the :guilabel:`Specify Signing Order` button and search for the signer's
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name or email information to add them. You can decide on the signing order by typing **1** or **2**
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in the first column.
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Each recipient receives the signature request notification only once the previous recipient has
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completed their action.
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.. seealso::
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`Odoo Quick Tips: Sign order [video] <https://www.youtube.com/watch?v=2KUq7RPt1cU/>`_
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.. _sign/fields:
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Field types
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===========
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Fields are used in a document to indicate what information must be completed by the signers. You can
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add fields to your document simply by dragging and dropping them for the left column into your
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document.
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Various field types can be used to sign documents (placeholder, autocompletion, etc.). By
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configuring your own field types, also known as signature item types, the signing process can be
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even faster for your customers, partners, and employees.
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To create and edit field types, go to :menuselection:`Sign --> Configuration --> Settings -->
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Edit field types`.
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You can select an existing field by clicking on it, or you can :guilabel:`Create` a new one. First,
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edit the :guilabel:`Field Name`. Then, select a :guilabel:`Field Type`:
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- :guilabel:`Signature`: users are asked to enter their signature either by drawing it, generating
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an automatic one based on their name, or uploading a local file (usually an image).
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Each subsequent :guilabel:`Signature` field type then reuses the data entered in the first field.
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- :guilabel:`Initial`: users are asked to enter their initials, in a similar way to the
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:guilabel:`Signature` field.
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- :guilabel:`Text`: users enter text on a single line.
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- :guilabel:`Multiline Text`: users enter text on multiple lines.
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- :guilabel:`Checkbox`: users can tick a box (e.g., to mark their approval or consent).
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- :guilabel:`Selection`: users choose a single option from a variety of options.
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The :guilabel:`Auto-fill Partner Field` setting is used to automatically fill in a field during the
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signature process. It uses the value of one of the fields on the contact (`res.partner`) model of
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the person signing the document. To do so, enter the contact model field's technical name.
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.. tip::
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To know the technical name of a field, enable developer mode and hover your mouse on the question
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mark next to the field.
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.. note::
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Auto-completed values are suggestions and can be modified as required by the person signing the
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document.
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The size of the fields can also be changed by editing the :guilabel:`Default Width` and
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:guilabel:`Default Height`. Both sizes are defined as a percentage of the full page expressed as a
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decimal, with 1 equalling the full page's width or height. By default, the width of new fields you
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create is set to 15% (0.150) of a full page's width, while their height is set to 1.5% (0.015) of a
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full page's height.
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Next, write a :guilabel:`Tip`. Tips are displayed inside arrows on the left-hand side of the user's
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screen during the signing process to help them understand what the step entails (e.g., "Sign here"
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or “Fill in your birthdate”). You can also use a :guilabel:`Placeholder` text to be displayed inside
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the field before it is completed.
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.. image:: sign/tip-placeholder.png
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:alt: Tip and placeholder example in Odoo Sign
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