Sending automatic signatures will allow you to send documents via a filing rule or by integrating them into a folder.

Go to the configuration

To access the Auto-Signature Shipments creation page:

From the ” Administration ” section, click on the ” Electronic signature ” tab.

Click on the ” Auto-Sign ” tab

Add an automatic shipment

To add an automatic send, click the “Create an automatic signature send” button.

The “Create an automatic signature send” pop-up appears.

In this window, there will be an option asking you to enter the name of the configuration.

Next, the configuration is divided into 3 parts:

The “Trigger” section allows you to choose the filing rule or folder that triggers the signature to be sent.

By selecting a ranking rule, it is possible to filter more precisely on a metadata.

It is possible to select multiple metadata filters, all conditions must be true to trigger the signature to be sent.

The ” Settings ” section allows you to choose different parameters for the shipment.

It is possible to choose:

• The Signature Profile
• The Signature Supervisor
• The language of emails and text messages

All signed profiles created are compatible with the auto-send feature.

Please note that if a signature profile requires the signature of the initiator or a signature field (visual signature), the automatic signature cannot be sent. This is because these options require manual action from the user.

The supervisor to be selected between:

• The user who adds the document
• A dynamic user that will be determined from a user/group metadata or alias
• Or by choosing a fixed user of Open Bee™ Portal

The choice of language for emails and text messages can be:

• A language dynamically determined each time a shipment is made by metadata
• Always the same for all automatic shipments.

Be careful if you choose a dynamic language, the value entered in the metadata must correspond to the ISO 639-1 code

The “Signatory” section allows you to define the different ones who will sign the document:

In this section, there is the possibility to add multiple blocks of signatories who will have to sign the document.

In the signer block, it is possible to choose between 2 types of signatories:

• Open Bee™ Portal User
• Outside user

If you choose an Open Bee™ Portal user, it can be a fixed or dynamic user.

If the user is dynamic, it will be necessary to define a metadata to make this association.

Dynamic users use the alias system

If you choose an external user, you will have to associate a metadata for each piece of information required to send a signature: surname, first name, email, telephone number

Position of Signature Fields

If the selected signature profile requires the placement of signature fields, new options are available:

• Define Signature Field Positions

If you choose this option, you will need to select a template document to place the signatures. The template document should correspond to the future documents that will be injected. If the last page is selected, a new option appears, allowing signatures to always be placed on the last page.

Note: This option is limited to placing a maximum of 5 signature fields.

• Add a sign-in sheet

A blank sheet of paper will be added to the document with all the signatories.

Note: This option is to be used in particular in cases where the number of signatories may be greater than 5.