{"id":21420,"date":"2022-04-11T13:59:04","date_gmt":"2022-04-11T11:59:04","guid":{"rendered":"https:\/\/help.openbee.com\/open-bee-electronic-signature\/administrators-guide\/setting-up-an-automatic-send\/"},"modified":"2026-05-13T09:36:57","modified_gmt":"2026-05-13T07:36:57","slug":"setting-up-an-automatic-send","status":"publish","type":"page","link":"https:\/\/help.openbee.com\/en\/open-bee-electronic-signature\/administrators-guide\/setting-up-an-automatic-send\/","title":{"rendered":"Setting up an automatic send"},"content":{"rendered":"\n<p>Sending automatic signatures will allow you to send documents via a filing rule or by integrating them into a folder.<\/p>\n\n<h1 class=\"wp-block-heading\" id=\"Configurationd'unenvoiautomatique-Acc&#xE9;der&#xE0;laconfiguration\">Go to the configuration<\/h1>\n\n<p>To access the Auto-Signature Shipments creation page:<\/p>\n\n<p>From the &#8221; <strong>Administration <\/strong>&#8221; section, click on the &#8221; <strong>Electronic signature <\/strong>&#8221; tab.<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/273908216.jpg\" alt=\"\"\/><\/figure>\n\n<p>Click on the &#8221; <strong>Auto-Sign <\/strong>&#8221; tab<\/p>\n\n<h2 class=\"wp-block-heading\" id=\"Configurationd'unenvoiautomatique-Ajouterunenvoiautomatique\">Add an automatic shipment<\/h2>\n\n<p>To add an automatic send, click the <strong>&#8220;Create an automatic signature send&#8221; button.<\/strong><\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/276922659.png\" alt=\"\"\/><\/figure>\n\n<p>The &#8220;Create an automatic signature send&#8221; pop-up appears.<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/276922661.png\" alt=\"\"\/><\/figure>\n\n<p>In this window, there will be an option asking you to enter the name of the configuration.<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/276922671.png\" alt=\"\"\/><\/figure>\n\n<p>Next, the configuration is divided into 3 parts:<\/p>\n\n<p>The &#8220;<strong>Trigger&#8221;<\/strong> section allows you to choose the filing rule or folder that triggers the signature to be sent.<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/276922673.png\" alt=\"\"\/><\/figure>\n\n<p>By selecting a ranking rule, it is possible to filter more precisely on a metadata.<\/p>\n\n<p>It is possible to select multiple metadata filters, all conditions must be true to trigger the signature to be sent.<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/282460332.png\" alt=\"\"\/><\/figure>\n\n<p>The &#8221; <strong>Settings <\/strong>&#8221; section allows you to choose different parameters for the shipment.<\/p>\n\n<p>It is possible to choose:<\/p>\n\n<ul class=\"wp-block-list\">\n<li>The Signature Profile<\/li>\n\n\n\n<li>The Signature Supervisor<\/li>\n\n\n\n<li>The language of emails and text messages<\/li>\n<\/ul>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/276922674.png\" alt=\"\"\/><\/figure>\n\n<p>All signed profiles created are compatible with the auto-send feature.<\/p>\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>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.<\/p>\n<\/blockquote>\n\n<p>The supervisor to be selected between:<\/p>\n\n<ul class=\"wp-block-list\">\n<li>The user who adds the document<\/li>\n\n\n\n<li>A dynamic user that will be determined from a user\/group metadata or alias<\/li>\n\n\n\n<li>Or by choosing a fixed user of Open Bee\u2122 Portal<\/li>\n<\/ul>\n\n<p>The choice of language for emails and text messages can be:<\/p>\n\n<ul class=\"wp-block-list\">\n<li>A language dynamically determined each time a shipment is made by metadata<\/li>\n\n\n\n<li>Always the same for all automatic shipments.<\/li>\n<\/ul>\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>Be careful if you choose a dynamic language, the value entered in the metadata must correspond to the ISO 639-1 code<\/p>\n<\/blockquote>\n\n<p>The &#8220;<strong>Signatory<\/strong>&#8221; section allows you to define the different ones who will sign the document:<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/276922675.png\" alt=\"\"\/><\/figure>\n\n<p>In this section, there is the possibility to add multiple blocks of signatories who will have to sign the document.<\/p>\n\n<p>In the signer block, it is possible to choose between 2 types of signatories:<\/p>\n\n<ul class=\"wp-block-list\">\n<li>Open Bee\u2122 Portal User<\/li>\n\n\n\n<li>Outside user<\/li>\n<\/ul>\n\n<p>If you choose an Open Bee\u2122 Portal user, it can be a fixed or dynamic user.<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/282460331.png\" alt=\"\"\/><\/figure>\n\n<p>If the user is dynamic, it will be necessary to define a metadata to make this association.<\/p>\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>Dynamic users use the alias system  <\/p>\n<\/blockquote>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/282460330.png\" alt=\"\"\/><\/figure>\n\n<p>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<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/276922676.png\" alt=\"\"\/><\/figure>\n\n<p><strong>Position of Signature Fields<\/strong><\/p>\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"945\" height=\"288\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/09\/image-33.png\" alt=\"\" class=\"wp-image-15851\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/09\/image-33.png 945w, https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/09\/image-33-300x91.png 300w, https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/09\/image-33-768x234.png 768w\" sizes=\"auto, (max-width: 945px) 100vw, 945px\" \/><\/figure>\n\n<p>If the selected signature profile requires the placement of signature fields, new options are available:<\/p>\n\n<ul class=\"wp-block-list\">\n<li>Define Signature Field Positions<\/li>\n<\/ul>\n\n<p>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.<\/p>\n\n<p><em>Note: This option is limited to placing a maximum of 5 signature fields.<\/em><\/p>\n\n<div style=\"height:14px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n<ul class=\"wp-block-list\">\n<li>Add a sign-in sheet<\/li>\n<\/ul>\n\n<p>A blank sheet of paper will be added to the document with all the signatories.<\/p>\n\n<p><em>Note: This option is to be used in particular in cases where the number of signatories may be greater than 5.<\/em><\/p>\n","protected":false},"excerpt":{"rendered":"<p>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 &#8221; Administration &#8221; section, click on the &#8221; Electronic signature &#8221; tab. Click on the &#8221; Auto-Sign &#8221; tab Add an automatic [&hellip;]<\/p>\n","protected":false},"author":2,"featured_media":0,"parent":21401,"menu_order":3,"comment_status":"closed","ping_status":"closed","template":"templates\/ob-help-products.php","meta":{"footnotes":""},"class_list":["post-21420","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/21420","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/comments?post=21420"}],"version-history":[{"count":1,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/21420\/revisions"}],"predecessor-version":[{"id":21424,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/21420\/revisions\/21424"}],"up":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/21401"}],"wp:attachment":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/media?parent=21420"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}