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Introduction #
Kafinea includes an electronic signature service that allows documents to be signed directly from the application, without printing or postal delivery. Documents are sent to signatories by email and signed online with legal validity. This feature is available from the records of the relevant documents (quotes, contracts, etc.).
1. Send a document for signature #
From the record of an entry that has a PDF document template (quote, purchase order, contract, etc.):
- Generate the PDF document using the Export PDF button
- Use the Electronic signature action to initiate the process
- Enter the signatories (name, email) and the signature locations on the document
- Send the signature request
The signatory receives an email with a secure link to view and sign the document online.
2. Signature tracking #
From Kafinea, you can track the status of each signature request:
- Pending: the document has been sent and is awaiting signature
- Signed: all signatories have signed the document
- Declined: a signatory refused to sign
- Expired: the signature deadline has passed
Once signed, the final document with signatures is automatically archived in Kafinea.
3. Legal validity #
The electronic signature offered by Kafinea has legal validity recognized by the European eIDAS regulation. The signed document is time-stamped and a signature certificate is generated, ensuring the integrity of the document and the identity of the signatories.
Important: The electronic signature has the same legal validity as a handwritten signature for most commercial documents (quotes, contracts, purchase orders). Certain specific documents may require a qualified signature.
4. Automatic signature via workflows #
The electronic signature can be triggered automatically by a workflow, without manual intervention. This is notably the case for employment contracts: when a person is assigned to a project, Kafinea can automatically generate the contract, lock it, then send the signature request to the signatory.
This automated process is detailed on the Employment contract templates page.
Good to know: Automating signatures via workflow is particularly well suited to organizations that manage a high volume of documents to be signed (short-term contracts, temporary assignments, etc.).
5. Frequently asked questions #
Does the signatory need a Kafinea account?
No, the signatory receives a link by email and can sign directly from their browser, without creating an account.
Can I send a document to multiple signatories?
Yes, you can define multiple signatories with a signing order if necessary.
Is the signed document editable?
No, once signed, the document is sealed and can no longer be modified. Any attempt to modify it would invalidate the signature.