Digital signature of documents

The digital signature feature allows sending a document to be signed with DocuSign or ClickSign through a system activity. It is possible to send for signature a document in the revision process via Workflow, a document that is the requirement of an activity, or a document that instantiated the workflow.

First, it is necessary for the document category to be configured with digital signature in DocuSign or ClickSign and for the flowchart to be designed with a system activity. The process and/or its activities must be duly configured according to the type of document to be signed.

▪Requirement: If the document to be signed is a requirement in the instance, enable the document association in a user activity prior to the system activity (Activity data > Configurations > Association) and configure a requirement of the "Document" type (Activity data > Configurations > Requirement). Note: We recommend configuring the completion of the requirement to be mandatory in the activity execution action (Rule tab of the activity action data screen).

▪Revision document: For this document type, the document must be configured with document revision automation (Process data > General data > Automation). The respective process must be defined in the revision control of the category whose documents will be revised and signed via workflow.

▪Document that started the workflow: If the document to be signed is a document that started the workflow, the "Enable workflow to be started" option must be checked in the document category (Category data > Control > Workflow association).

The signatories may be defined through attributes, form fields or fixed values. If the digital signature service is DocuSign, the signatories may also be inherited from a template.

In the system activity, check the "Electronic signature" option and click on the "Digital signature configuration" button to configure the digital signature.

In the signature configuration screen, it will be necessary to define the type of document to be signed, as well as to configure the digital signature service.

▪Requirement: Select this option to sign the document defined as a requirement. It is necessary to enter the "Activity" and the "Requirement" that will have the document to be signed. Note: We recommend configuring the completion of the requirement to be mandatory in the activity execution action (Rule tab of the activity action data screen).

▪Revision document: Select this option to sign the revision document. Note: This option must only be selected if the process automation is for document revision.

▪Document that started the workflow: Select this option to sign the document that started the workflow. Note: Starting workflows through documents is configured in the document category data (Category data > Control > Workflow association).

When failure occurs: Define what the system should do if a failure happens in document signature, selecting one of the following options:

▪Ignore and continue the process: Check this option for the system to continue executing the process. This option can be used, for example, when there is an activity in which the executor checks if the document has been signed.

▪Stop the execution of the process: Check this option to have the system stop executing the process if an error occurs in the document signature. See below some failures that may occur:

Possible failures:

•"Signatory" fields blank or invalid.

•Being of the "Document that started the workflow" type when the workflow has not been started by a document.

•The document not being converted to PDF.

•The document category is not configured with digital signature (DocuSign or ClickSign).

•Digital signature of the document category is different from the process signature (For example: the process is configured with DocuSign and the associated document is configured with ClickSign)

•Document rejected in ClickSign or DocuSign.

E-mail data: Define the subject and the content to be displayed in the e-mail sent through DocuSign or ClickSign.

▪Subject: Enter the subject/title of the e-mail that will be sent requesting the document to be signed.

▪Content of the email message: Enter the message to be displayed in the e-mail that will be sent.

Use this section to define the users who will digitally sign documents using DocuSign:

Template: Select the template that has the signatories responsible for the digital signature. This field will display the templates of the DocuSign account configured in the General parameters of SE Document (DC035). When selecting a template, the name and e-mail fields will be filled out with the signatories of the template.

Signatory: Click on the

button next to "Items" to add more signatory "nodes". To delete a "node", click on the

button next to the signatory to be deleted. The Number field allows sorting the signatory sequence when there is more than one user.

▪Name: Enter the signatory name. Click on the button next to this field to define the signatory through a form field, process attribute, or fixed value.

▪E-mail: Enter the e-mail of the signatory. Click on the button next to this field to define the e-mail through a form field, process attribute, or fixed value.

Value selection for the field (Name or E-mail):

•Entity attribute: This tab will display the fields of the entity of the form associated with the process. For the name/e-mail of the signatory to come from fields of the form, it is necessary to have an associated form and to have the fields filled out in a user activity prior to the system activity.

•Process attribute: This tab will display the attributes associated with the process. For the name/e-mail of the signatory to come from process attributes, it is necessary to have associated attributes and to have them filled out in a user activity prior to the system activity. We recommend configuring a rule in the user activity execution making the completion of the attributes mandatory.

•Fixed value: In this tab, it is possible to define a fixed value for the signatory name/e-mail.

Use this section to define the users who will digitally sign documents using ClickSign:

Signature deadline: Select the number of days the signatories will have as a deadline to sign the documents.

Signatory: Click on the

button next to "Items" to add more signatory "nodes". To delete a "node", click on the

button next to the signatory to be deleted. The Number field allows sorting the signatory sequence when there is more than one user.

▪Name: Enter the signatory name. Click on the button next to this field to define the signatory through a form field, process attribute, or fixed value.

▪E-mail: Enter the e-mail of the signatory. Click on the button next to this field to define the e-mail through a form field, process attribute, or fixed value.

▪Signature type: Define the purpose of the document signature: Sign, Sign to approve, Sign as a party, Sign as a witness, Sign as a stakeholder, Sign to notify of the receiving, Sign as an endorser, Sign as an endorsee, Sign as an administrator, Sign as a guarantor, Sign as a transferor, Sign as a transferee, Sign as a hired party, Sign as a hiring party, Sign as a joint debtor, Sign as an issuer, Sign as a manager, Sign as a buyer, Sign as a seller, Sign as a prosecutor, Sign as a legal representative, Sign as a jointly liable party, Sign as a validator and Sign to release.

▪Does the signer have a Brazilian SSN?: Check this field if it is necessary for the signatory to enter their Brazilian SSN.

▪SSN: Enter the SSN of the signatory. Click on the button next to this field to define the e-mail through a form field, process attribute, or fixed value.

▪Birth date: Enter the birth date of the signatory. Click on the button next to this field to define the date through a form field, process attribute, or fixed value.

Value selection for the field (Name, E-mail, SSN or Birth date):

•Fixed value: In this tab, it is possible to define a fixed value for the signatory name/e-mail.