Introduction to Odoo Sign

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Introduction

Odoo Sign makes it simple to send, sign, and approve documents online with legally recognized electronic signatures. Just like a handwritten signature, an electronic one confirms a person’s agreement to a document’s content.

With Odoo Sign, you can:

Upload any PDF file.
Add signature and information fields.
Automatically fill in details from your Odoo database.

This saves time, speeds up approvals, and ensures secure, trackable transactions.

Step-by-Step Instructions

1. Sending a Document for Signature

From your dashboard, click Upload a PDF to sign.
Open the file and drag fields (signature, text, date, etc.) into the document.
Assign roles to each field (e.g., customer, manager).
Click Send, enter recipient details, and send the request.
Track the status anytime under Documents → All Documents.

2. Setting Validity Dates & Reminders

Add an expiry date for agreements with a limited timeframe.
Enable automatic reminders so recipients sign on time.
Configure reminders by setting the number of days between alerts.

3. Using Templates for Repeated Documents

From your dashboard, click Upload a PDF template.
Add the required fields and assign roles.
Customize template properties:
- Tags (to organize documents).
- Redirect links (after signing).
- Authorized users (restrict who can send).
Send directly from a template with one click.

4. Managing Roles

Go to Sign → Configuration → Roles.
Create or update roles such as Customer, Manager, or Employee.
Add extra authentication (SMS code or Itsme® in Belgium/Netherlands).
Assign colors to roles to quickly identify who signs where.

5. Ensuring Secure Identification

Enable SMS verification or Itsme® authentication for stronger identity checks.

Add these options when configuring roles.
Odoo tracks every action with IP logs, timestamps, and document hashes for legal proof.

6. Tracking Signing Order

Enable Specify Signing Order when multiple people need to sign.
Define the sequence (e.g., Customer signs first, then Manager).
Recipients only receive the request once the previous step is completed.

7. Customizing Field Types

Drag and drop fields into your document:
- Signature
- Initials
- Text or Multiline Text
- Checkbox (e.g., terms approval)
- Selection (choose from a list)
Fields can be auto-filled from contact data in Odoo.
Adjust field size, placeholders, and helpful tips to guide signers.

Tips

Save time with templates for frequently used contracts.
Use tags to organize signed agreements and find them quickly.
Add reminders to avoid delays in getting signatures.
Strengthen security with SMS or Itsme® authentication for sensitive contracts.
Ensure compliance: Odoo Sign collects supporting evidence like IP address, timestamps, and digital hashes.

Legal Validity of Odoo Sign

European Union: Complies with eIDAS regulation (Simple Electronic Signatures).
United States: Meets ESIGN Act and UETA
Other countries: Odoo Sign is widely recognized, but laws differ. Always check local regulations.

Important: This information is for general guidance only. Laws evolve quickly—consult a legal expert for compliance in your region.

Introduction to Odoo Sign

Introduction