Electronic Signature ▶ Watch video
DocuKlaud incorporates a simple and advanced electronic signature feature that allows you to formally validate the documents generated within the system. This signature is applied when the document reaches a signature step within its approval workflow.
PRO plan This feature is available in the PRO plan.
- Advantage: It guarantees the authenticity of signed documents, turning them into valid instruments before third parties, clients or authorities.
This page explains the signing process, from when the signer receives the request email until the document is signed. The configuration of the signature step (signature type, internal and external signers, and whether they can be modified when publishing) is part of building the workflow and is explained in Approval Workflows.
The signature request email
After the document review process is complete, as the final step of the workflow, the signer will receive an email informing them that the document is ready to sign. That email includes two links to sign, depending on who the signer is:
- From the DocuKlaud site in SharePoint: intended for internal users of the organization, who sign within the SharePoint site itself (see "Sign from the SharePoint inbox" below).
- From the external portal app.docuklaud.com: intended for signing outside SharePoint (for example, external signers), through the DocuKlaud web portal.
Sign from the external portal (app.docuklaud.com)
If you open the external portal link, the signature is carried out on app.docuklaud.com, outside SharePoint. The steps shown below correspond to that portal.
Once in the document view, you will click the Sign button and create the signature, or upload one you already have, where you can place it anywhere on the document where your signature is required.
You will click confirm, and then you will receive an email notification informing you that the document is signed, along with a PDF of the already signed document.
Sign from the SharePoint inbox (DocuKlaud Signature)
If you are an internal user and you sign from the DocuKlaud site in SharePoint, the process takes place within the application itself. When a document reaches a signature step of type DocuKlaud Signature (the platform's native signature) and you are the signer, the document appears in the Documents to sign inbox of the side menu, under the DocuKlaud Signature tab.
Step by Step:
- From the side menu, go to Documents to sign and select the DocuKlaud Signature tab.
- Click on the document you want to sign to open the viewer. You will see the document preview and the Sign and Set up Signature buttons.
- Set up the signature (first time): click Set up Signature. A canvas will open where you can draw your signature with the mouse or finger (or upload a signature image with Upload Signature). When you are satisfied, click Confirm.
- Important: the signature you configure is saved to be reused in future signing processes, so you do not need to draw it each time. This signature setup (drawing it/saving it) applies only to the DocuKlaud Signature; it does not intervene in signing via DocuSign.
- Sign: click the Sign button. Your signature will be placed in the signature area of the document (for example, the "Signature of Approval" box), where your name and role are also shown. If you need to redo it, use Remove signature.
- Finally, click Confirm to complete the signature. The document is marked as signed and leaves the Documents to sign inbox.
Validate a signed document
Regardless of where it was signed, once the signature is completed the document is locked and marked as signed. If you need to verify its validity, go to Document Validation: there you can check whether the document has its completion certificate, which also shows the relevant information about the signing process.