Signatures on a document

A workflow step Send for signature sends a document to its signers. The document page shows what came of it: each signature request, its signers and their states, the signed version and its signature log. Only people who may read the document see this, and only the requester and people who can edit the document can send an invitation again.

The section Signatures

Open the document and the tab Metadata. Under the metadata, the section Signatures lists the document’s signature requests, newest first. A document that was never sent for signature has no such section.

Each request shows:

• its state:
  • Being prepared: Acriva places the signature fields;
  • Review signature fields: someone checks the fields before the request is sent;
  • In signature: the signers have been invited and not everyone has signed yet;
  • Signed: every signer signed, and Acriva added the signed version;
  • Declined: a signer declined;
  • Expired: the request ran out before everyone signed;
  • Cancelled: the workflow ended the request, for example because the workflow was cancelled;
  • Failed: the signed version could not be made;
• its level, such as Simple electronic signature (SES), and how it is signed, such as in Acriva with Acriva’s seal;
• the version it signs (Signs: Version 2), when it was requested and sent, and when it expires or ended;
• once signed, Show signed version with the version’s number, which opens the tab Versions, where that version carries the badge Signed, and Signature log to download Acriva’s record of the signing.

Below each request, Signers lists the signers by their position and label, as the workflow step names them (1 · Auftraggeber), with their name, whether they are a Member, the Requester or an External person, and their state: Waiting, Invited, Signed, Declined, Expired or Cancelled, with its date and time.

The section never shows a signer’s email address or why someone declined.

Send an invitation again

When an invited signer can’t find their invitation, the requester and people who can edit the document can send it again while the request is In signature:

1. Under the signer, select Send invitation again.
2. Read the question and select Send again.

An external person gets a new invitation by email. The link of the previous invitation then stops working, and they request a new confirmation code. A member gets the invitation once more. An invitation can be sent again up to five times per signer.

To stop a request, cancel its workflow on the tab Workflow with Cancel workflow. The request then ends as Cancelled, and its links stop working.

In the list and the versions

• From the moment a request starts until it ends (while it is being prepared, its signature fields are reviewed or it is In signature), the documents list shows the badge In signature in the column Status. During that time the document takes no new version, no check-out and no archiving: they wait until the request has ended.
• In the tab Versions, the signed version carries the badge Signed, and its Signature log downloads with the other copies. The version that was signed stays as it was.

Deletion and personal data

• When a deletion removes a document, it removes its signature requests’ signers, signature fields, links, confirmation codes and invitation emails too. The signed version and its signature log go with the document, as every version does, and the entries in the audit log lose their text, as for every deleted document. A legal hold keeps the document and its signatures.
• When a member’s personal data is anonymized, their name and email address are removed from the signers of every request too. The section then shows them as Former member. The signature log stays with the document as its evidence.