What it is for: sending a PDF to one or more people to sign from their phone, and knowing at any moment who has signed and who is missing.
Where to find it: menu Material («Material») → Online signing («Firma online»).
Who sees it: anyone who has this module. If you do not have it, the entry shows a padlock: see Expand your AI («Amplía tu IA») or ask our support team.
How it works, in short
You upload a PDF, say who has to sign it and send them the link. The person opens it on their phone, identifies themselves with a code and signs. It is saved with the date, the time and a time stamp from an independent authority, which is what makes it possible to show that the document has not been touched since. The screen tells you, signer by signer, whether their signature carries that stamp or not.
This guide only explains how to use the screen. If you need to know what legal value a particular signature has for your case, check with your adviser.
Step by step
Upload a document to sign
- Under Send a document to sign («Mandar un documento a firmar»), type the Title. The person signing will see it ("Management mandate", "Service contract"…). At least 3 letters are needed.
- Choose the file. PDF only: what is signed has to look the same on every computer.
- Click Upload («Subir»).
- The document appears in the list and its signers section opens.
Add the people who have to sign
- On the document's row, click Signers («Firmantes») if it is not already open.
- Fill in Full name and Email. Mobile is optional.
- Click Add («Añadir»). Repeat for each person.
The email is really needed: that is where the 6-digit code they identify themselves with is sent. Adding someone does not send them anything yet.
Place where each signature goes
- On the document's row, click Place signatures («Colocar firmas»). It is only there while someone still has to sign.
- Under «Coloco la…» ("I place the…"), choose Signature («Firma»), Initials («Rúbrica», the small name, to mark each page) or Date («Fecha»), and for which signer.
- Click on the page where it goes. You can add several places, on several pages.
- To remove a place, click on it (Remove this place).
- Click Close document («Cerrar documento») when you are done.
This is only how the signature LOOKS on the document. What backs it up (the code, the document fingerprint and the time stamp) always goes on the record page at the end.
Send the document to be signed
- When all the signers are in, click Send to sign («Enviar para firmar»), the red button on the row. It only appears if there is someone who has not been sent the link yet.
- Each signer receives the link by email. On the row you will see «enviado» ("sent") in green, or «SIN ENVIAR» ("NOT SENT") in amber if someone is missing.
See how it is going and resend a link
- Click Signers. Each person shows their status: not sent yet, link sent on…, identified, still to sign or signed on…
- For anyone who has not signed, the link is always shown. You can Copy link («Copiar enlace»), Send again («Volver a mandar», by email) or open WhatsApp (if you entered their mobile) with the message ready. If you resend, always use the same link: do not create a new signer.
- For anyone who has signed you will see the name they signed with, and whether the signature is «sellada por» ("stamped by") an authority or carries the warning «sin sello de tiempo» ("no time stamp").
If something does not go as expected
| What happens | Why | What to do |
|---|---|---|
| It will not let me upload a Word file | Only PDF is accepted | Export it to PDF and upload that |
| The Upload button is greyed out | The title (3 letters) or the file is missing | Fill them in |
| It says «SIN ENVIAR» | You added signers but have not clicked Send to sign | Click Send to sign |
| I cannot place signatures | Everyone has already signed | The places cannot be changed afterwards |
| A signature shows «sin sello de tiempo» | That signature does not carry the stamp | It is weaker as proof; check with your adviser |
| I see a padlock | The module is not active on your account | See Expand your AI or ask our support team |
Related
- Questionnaires and consents: the data protection text with proof of acceptance.
- Quotes and invoices: documents you may want to send for signing.
- Documents and project: where you keep your documents.