eSign in Odoo 18

When a person agrees to a document, they show it by using an electronic signature. A digital signature works like a handwritten one, it means the person agrees to the document.

Odoo Sign will help to send, sign, and approve documents online using electronic signatures. It has an easy platform to make contracts, ask people to sign, and check the status of documents. It allows uploading any PDF file to Odoo Sign and adding extra fields. The system fills these fields with information about the person from your database. You can send, sign, and approve documents all online. You just drag and drop fields and upload your PDF.

Using Odoo Sign helps save money because we don’t need to print, copy, fax, scan, or mail papers anymore. We can use any device to see your documents online and won’t lose them. It also saves time because you don’t have to wait for people to sign on paper. This makes finishing deals faster. It also helps avoid mistakes and risks by removing manual work and making documents better.

Workflow

Features

• Create, send, and manage digital contracts and documents with legally binding electronic signatures
• Design reusable document templates with predefined signature fields for faster document processing
• Allow multiple recipients to sign the same document in a specified order or simultaneously
• Maintain a detailed audit log of all signing activities for compliance and legal purposes
• Automated email notifications to remind signers about pending signatures
• Track the status of documents (draft, sent, signed, cancelled) in real time
• Seamlessly integrate with Sales, HR, Purchase and other apps for signature workflows on contracts, purchase orders, job offers, etc
• Sign documents securely from any device, including smart phones and tablets
• Store signed documents securely within Odoo, with easy retrieval and management
• Simple drag-and-drop signature placement and document editing
• Upload and sign PDF, Word and other popular document formats
• Signed contracts are stored securely within Odoo with easy access
• Localize signing processes and notifications in multiple languages

Key Benefits

• Faster Turnaround Time 
• Cost Savings 
• Improved Accuracy
• Better Visibility and Tracking
• Improved User Experience
• Environmental Benefits

Esign Master Management

• Fields Types
• Roles 
• Tag

Esign Process Management

• Sign document
• Digital Signature

Esign Report Management

• Green Savings

Esign Master Management 

Fields Types

Overview

This defines the list of Field types we can add to the documents during eSign workflow

In this part, we can see and make more fields or signature types. We can see the Field Name, Type and Auto-filled partner field.

Choose the Type from the list. The list has Text, Signature, Initial, Multiline text, Checkbox, and Selection. Auto-fill Partner Field helps fill the field automatically when signing the document. You can also add Default Width, Default Height, Tip and Placeholder when you make a new field.

Process Flow

Business Rule

• You can choose from many field types like Text, Signature, Initial, Multiline Text, Checkbox and Selection. Each type lets you add different kinds of information in the document
• You can easily create new fields by clicking the new button and filling in details like Field Name and Type
• This feature lets the system automatically fill some fields with partner information during signing. It saves time and makes signing faster
• You can set the size of the field width and height and add tips or placeholders to help users understand what to fill in
• The fields help to customize documents for signing, making the process smooth and professional

Screenshot

Field Type – List View

Field Type – Form View

Roles

Overview

To set up a new Signature Item Role, the system will show a new row in the same window. Here, you can type the Role Name and pick Extra Authentication. You can choose either a Unique Code sent by SMS or use the “me@” option. You can also pick a colour to help you recognize the new Role quickly.

The best tool for easy digital signing and asking for signatures is the Odoo Sign module. This module helps you keep track of each document’s status and makes your work easier.

You can see all the Signature Item Roles made before in the Signature Item Role window. A “Role” means the person who needs to sign the contract. You can create new roles based on what you need by clicking the NEW button.

You can set up signature roles to fit your business using the Roles menu under the Configuration tab in the Odoo Sign module. When you click the Roles menu, the Signature Item Role window will open, like in the picture below. 

Process flow

Business Rule

• Roles help you define who needs to sign the document. Each role is linked to a specific signer
• You can add new roles easily by giving them a name and setting rules for how the signer should authenticate
• Roles can have extra security like a unique code sent by SMS or email, making signing safer
• You can choose colors for roles to quickly recognize different signers in a document
• All roles are listed in one place, so you can view, edit or delete them whenever you want
• Roles can be set up to fit your business needs and workflow for signing documents

Screenshot

Tags 

Overview

Tags in Odoo eSign are labels used to organize and group documents. They help you find documents quickly by filtering or searching. You can create custom tags to match your business needs. Multiple tags can be added to one document for better description. Using tags makes managing your signed documents easier and faster.

Process Flow

Business Rules

• Tags let you group documents by type, status, or any category you want
• You can quickly search and filter documents using tags, making it faster to find what you need
• You can create your own tags to fit your business needs and naming style
• You can add more than one tag to a document to describe it better
• Using tags helps keep your eSigning process organized and clear

Screenshot

Esign Process Management

Document Signature

Overview

Document Signature feature is managed through the eSign module (Odoo Sign). It allows you to send, sign, and manage digital documents securely.

Key Activities

• Upload a Document
• Add Signature Fields
• Send to Recipients
• Recipients send online 
• Stores the Signed Document

Process Flow

Business Rules

• Design templates by dragging and dropping editable fields (like text, signature, check box) onto PDFs for reusable signing workflows
• Automatically assign a default signing template to each activity type, streamlining template selection when initiating a signature process
• Generate a public URL for a template, ideal for sending to external users, enabling them to sign a predefined document easily
• Use tags to categorize templates, making it easy to locate and manage them within the dashboard
• Set a redirect URL to which signers are sent after completing the signing process
• Limit usage of a template to specified users or user groups for better control over sensitive documents
• Incorporate placeholders or auto-filled fields that retrieve data (e.g., partner info) to personalize each instance of the template
• Mark certain fields in a template as mandatory, ensuring that signers cannot submit without completing them
• Set the precise order in which different signers receive the document and sign it, useful for sequential approval processes.
• Offer diverse interactive field types within templates, signature, initials, text, multiline text, checkbox, and selection drop-downs.
• Add a visible frame around the signature area that displays part of the document’s cryptographic hash, enhancing visual integrity and authenticity
• Enhance template security by requiring extra authentication during signing, via SMS code or itsme® (for Belgium/Netherlands)
• Once completed, documents signed via a template are archived automatically in your Odoo instance, ensuring easy retrieval later
• Templates can trigger automatic reminders to signers and send update notifications when documents are signed or pending
• Templates are fully accessible on mobile devices, signers can use touch, draw their signature or upload, making the process flexible across platforms

Screenshot

Step 1: Upload a PDF & Sign

Step 2: Add Signature and Date fields in Appropriate Location (Drag and Drop)

Note: Single Click on fields added to change the name as Customer/User/Employee

Step3: Click Send to send the documents to recipients

Step4: Choose Recipients and Enable the signing in order and send documents to recipients

Esign Report Management

Green Savings

Overview

Odoo has a special place in the “Reports” menu of the Odoo Sign Module to show how using electronic signatures helps the environment.

The report shows how much paper, water, carbon, waste, wood, and energy has been saved by using electronic signatures. If you want to know how these numbers are calculated, you can click on the option “How are these results calculated?”.

Business Rules

• You can now request signatures directly from various modules such as CRM, Sales, and Contracts. This integration simplifies the signing process without the need to switch between different modules.
• The module offers multiple signing methods, including PIN code or one-time password signing for quick transactions, and stylus or drawing signing for users on mobile devices. 
• Create and manage document templates to automate the signing process for frequently used documents, saving time and ensuring consistency.
• Set up automatic reminders for clients, partners, or employees if document signing is delayed, helping to ensure timely completion of agreements.
• The Sign module is optimized for mobile devices, allowing users to sign documents from anywhere, at any time, enhancing flexibility and convenience.
• Track all actions related to documents through audit logs, and configure document access at various levels to ensure that only authorized individuals can view or sign important documents. 

Screenshots