Objective:
The following article is intended as a guide to configure the reviewer, signing order, and electronic signature flow of documents for the document managers of the platform. Here we will describe the necessary steps to configure a collaborator who will be responsible for approving/rejecting the document (reviewer/approver), establish the signing order of the document, and finally activate the automatic signature flow.
Scope:
This article is aimed at the document manager (administrator) and collaborator of the digital signature and document management module, which will provide the necessary parameters to configure the signature process with the new available features. It also provides definitions of the parameters enabled in the API endpoints.
Limitations:
Currently, the following file types are not supported by the signing order and flow:
- Vacation certificate.
- Benefits certificates.
Glossary:
Platform
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Variable:A marker used to represent a value that can change or be provided when the template is used in document generation.
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Template:Generic file where the variables to be used for generating documents for each collaborator are added.
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Signing order:Establishes the sequence of signers for a document.
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Automatic signature flow:Will automatically notify the actors in the signature process (reviewer, company signers, collaborator) when they need to sign the generated document.
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Reviewer/approver:Collaborator who approves or rejects the documents generated for signature.
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Employee:Collaborator for whom the employment document to be signed is being generated.
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Company signer:Legal representative, supervisor, or others who sign employment documents generated for collaborators on behalf of the company.
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Notifications:Action to indicate to the reviewer and/or signers that they must take an action on the document (approve/reject, sign)
API
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Signatures: These are the signatures required on a document. A maximum of 3 signers per document is allowed, considering that one of the signers can be the employee of the document, and there can be a maximum of two company signers,it should be noted that they must be different people. Each signature includes the following:
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Signature_type: The type of signer, which can be one of the following types:
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Employee_signature: Signature of the collaborator.
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Legal_agent_signature: Signature of a Legal Representative.
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Second_legal_agent_signature: Signature of a Second Legal Representative. This type of signer is only accepted if a signer of type legal_agent_signature has previously been assigned.
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Supervisor_signature: Signature of the collaborator's supervisor. When a signature of this type is sent, the person's id will be calculated automatically by the platform, assigning the supervisor of the employee to whom the document is uploaded as the signer.
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Other_signature: Signature of a specific user.
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Second_other_signature: Signature of a second specific user. This type of signer is only accepted if a signer of type other_signature has previously been assigned.
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Position: Used to set the order of the signatures. If a specific order for the signers is desired, this parameter must have a value between 1 and 3. If no order is desired, it can be left blank, sent as null, or simply not sent.
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Person_id: The id of the person who will be designated as a signer. If the signer type is supervisor or employee, then this field will not be considered, as in that case the signer is calculated on the Buk server.
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Reviewer_idThis parameter is used to assign a reviewer to the document, who can be any collaborator. This reviewer will be able to approve or reject the document in a specific tab for this purpose in the document index on the platform. This action will not make any changes to the content of the document, however, it will affect the signature process. That is, if a document requires a reviewer and it has not been reviewed or approved, then none of the people assigned to sign the document will be able to do so.
Legal Basis and Applications:
https://dt.gob.cl/legislacion/1624/w3-article-117808.html
Summary
We have included improvements in our digital signature and document management module. Now you will be able to generate documents by choosing a reviewer, establish an order among signers from the template, and finally start the signature flow automatically.
Below we describe the steps to configure these features on the platform.
Mass Platform Process:
Create/edit templates
From admin>documents and signature>templates>documents tab, you will be able to create or edit document templates.
Buk document templates index.
By clicking on the three dots and selecting edit in the signatures section, you can check the boxes,“This template requires a reviewer”which establishes that all documents generated from this template must be approved by a reviewer, who can be the collaborator's supervisor or any other collaborator enabled in the company's url (it can be a collaborator from another company) as long as they are created in the url.
By checking the box “This template requires a signature”, a second box is activated“Set signing order”, which, when checked, allows you to set an order for the required signers in the template by dragging themwith the mouse,establishing who will be the first to sign.
Allows up to three signers per document, including the employee, supervisor, legal representative, or others.
Buk document template editing.
In the variables section, two new variables have been included{{firma.primer_firmante.nombre}}and{{firma.segundo_firmante.nombre}}, which are used to display the name of the company signers selected in the template when configured with signing order.
As shown in the image“Buk document template editing”, with the configuration given in the template, the variable{{firma.primer_firmante.nombre}}will display the name of thelegal representativeselected during document generation, and similarly, the second variable will display the name of thesupervisorof the collaborator for whom the document was generated.
Go to admin>documents and signature>documents>“all documents” tab, you will be able to generate documents based on the templates, click on “Generate documents”:
Buk document index.
A modal will open to select the template with which we are going to generate the documents for the collaborator:
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Select template.
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Check the box “I want the documents to be generated as visible”. You should check this if you want to start the signature flow automatically.By checking this box, the documents will only be visible once they have been signed
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Select collaborators.
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Click on actions, Generate (n) documents. (indicates the number of collaborators for whom the documents are generated)
Buk mass document generation.
The following modal will show the template configuration and you will have the possibility to choose the legal representative (RRLL) for each company to which the collaborators belong.Finish by clicking finalize.
Selection of RRLL for the signature of the generated document Buk.
A confirmation message will be displayed when the documents have been generated for the selected collaborators.
Confirmation of generated document(s) Buk.
If you have checked the box to start the automatic signature process, notifications will be sent according to the order established in the template. However, it should be noted that if it is configured with a reviewer, the flow starts with that review, meaning the first notification goes to the reviewer. Once the document is approved, the signers will be notified:
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If there is a signing order, an email notification will be sent to signer 1 and then to signer 2. In the example case, the collaborator will be notified first and then the legal representative.
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Without an order established in the template, the signers will be notified simultaneously.
If the box to start the automatic flow has not been checked, notifications must be sent manually from the bell icon in the document index as is currently done. Keep in mind that when notifying the signers, the document must be approved by the supervisor.
Manual notification reviewer/approver of Buk document.
When notifying the supervisor from the document index>“All pending” tab, they will receive an email requesting the review of a document.
Notification email for reviewer/approver of Buk document.
By clicking the “Review here” button in the email, you will be prompted to access the Buk portal for collaborators, who must log in to the platform with their username and password.
It is also possible to approve the document from the document index in the“My pending reviews”tab by clicking the “approve/reject document” icon.
Manual notification for Buk document signers.
By accessing the platform or clicking the icon, a modal will open to review the document, in which by clicking the document link, a window will open with a preview of the document to read and then proceed to approve or reject it.
Manual notification reviewer/approver of Buk document.
Modal approve/reject Buk document.
Once the document is approved, a confirmation message will be displayed in the modal.
Buk document approved confirmation.
Note:If the document is rejected, the signature flow will be automatically canceled. It is necessary to correct the template and re-generate the document.
With the approval of the document, the manual notification actions for the document signers are enabled. Likewise, if the signature flow is configured to run automatically, notifications will be sent according to the order configured in the template.
Manual notification for Buk document signers.
Note:When the signature flow is set to automatic, a notification will be sent for each generated document to the legal representative's email.
The signature process does not change; we maintain the steps for the collaborator and legal representative signatures.
Once the signature flow is complete, it will be visible to the collaborator from the portal in the Documents tab of the profile. Likewise, the company signers—legal representative or supervisor—will be able to see the documents they have signed from the document index in theAll documentstab.
Buk full flow document index.
Buk signed document view.
Required Modules:
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Modules:Digital signature and document management.
Keywords:
Reviewer, approver, signing order, digital signature, signature notification
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