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 can be applied at the end of the approval workflow.
PRO plan This feature is available in the PRO plan.
To apply the electronic signature in an approval workflow, it must be added as a step in the corresponding approval workflow; you must click the Signature stage button.
- Advantage: It guarantees the authenticity of signed documents, turning them into valid instruments before third parties, clients or authorities.
Step by Step:
- In the approval workflow, click Add stage and select Electronic signature.
- Select the signer from the contact book or use the Search/Add new button.
- When the stage is activated, the signer will receive an email.
- The signer must click View document.
- They can upload or draw their signature and confirm with Sign.
- After signing, the document is locked and marked as signed.
- Additionally, if you go to Document Validation to check whether the document has a completion certificate, it also displays relevant information about the document signing process.
When configuring a signature step you define the signer(s) and whether they can be modified (via the editable approvers/signers switch):
- Editable signers: when publishing the document you will be able to choose the people responsible for signing.
- Fixed signers: they are chosen directly from the workflow and are not modified when publishing.
In addition, as with the approval steps, the Approver/signer source can be specific users or resolved by folder (Approver of main folder / of subfolder).
To select the responsible people, that person must be in your contacts; if not, you can add them by clicking the magnifying glass and then Add.
After selecting the person, click Confirm and then Publish.
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.
