Reviewer, Signing Order, and Automatic Signature Flow Configuration

Objective

The following article is a technical guide to configure thereviewer (approver), thesigners’ orderand theautomatic signature flowfor the document managers of the platform.

Scope

Aimed atAdministratorsandDocument Managersof the Documents and Digital Signature module. It also includes technical definitions for integrations viaAPI.

Limitations

Currently, the signing order and automatic floware not supportedfor the following file types:

• Vacation certificates.
• Benefits certificates.

Glossary

• Reviewer/Approver:Employee responsible for approving or rejecting a document before the signing process begins.
• Signing order:Established sequence (1st, 2nd, 3rd) in which the actors must sign.
• Automatic flow:Notification system that is triggered to the next actor as soon as the previous one completes their action.
• Company Signer:Legal Representative (RRLL), Supervisor, or another user who signs on behalf of the organization.
• Signature variable:Markers such as{{firma.primer_firmante.nombre}}that dynamically extract the names of the configured actors.

Step by Step: Platform Configuration

1. Template Configuration

To set the rules, go toAdministration > Documents and Signature > Templates:

• Reviewer:When editing a template, check“This template requires a reviewer”. You can assign the employee’s supervisor or any active user on the platform.
• Signing Order:Check“This template requires a signature”and then“Set order for signatures”.
  • Tip:Drag the actors (Employee, RRLL, Supervisor, or Other) with the mouse to define who signs first. Up to3 signersare allowed.
• Dynamic Variables:Use{{firma.primer_firmante.nombre}}and{{firma.segundo_firmante.nombre}}in the body of the document so Buk automatically writes the names of the selected signers.

2. Mass Document Generation

FromAdministration > Documents and Signature > Documents > Tab: "All documents":

1. Click onGenerate documentsand select your template.
2. Important!:Check“I want the documents to be generated as visible”if you want the signature flow and notification start to be automatic.
   • Note:Documents will be visible to the employee only when the flow is completed.
3. Select the employees and finish the process by choosing the corresponding RRLL.

3. The Review and Signature Flow

Depending on your configuration, the system will act as follows:

• If there is a Reviewer:The first notification is sent to the reviewer’s email. Until they approve, no one can sign.
• If there is a Signing Order:Once approved by the reviewer,Signer 1is notified. Only when this person signs,Signer 2will be notified, and so on.
• No Order:All signers are notified simultaneously once the document is approved.

4. Reviewer Actions

The reviewer will receive an email with the button"Review here".

• They can also manage this from the platform in the“My pending reviews”tab.
• If the reviewerrejects, the flow is canceled and you will need to correct and regenerate the document.

API Specifications (Endpoints)

If you use integrations, consider the following parameters in thesignaturesobject:

• signature_type: Defines the type (employee_signature,legal_agent_signature,supervisor_signature, etc.).
• position: Value between 1 and 3 for the order.
• reviewer_id: ID of the employee assigned for prior approval.

General Information

• Required modules:Digital Signature and Document Management.

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🤖 This article was translated using artificial intelligence. View original article.