What it does

This Add-In lets a user sign the Document open in the viewer. When they click it, a signature box opens. The user signs, the signature is saved to a field on the Record, and the Add-In then draws that signature onto the Document at the place you choose. Use it for approvals, delivery receipts, or any form that needs a signature on the page itself.


Settings

  1. Create a new Add-In and name it something like Sign Document.
  2. Under General Settings, set Type to Actions Only.
  3. Under Where/When to Show, turn on the Record location, and use Record Types to limit it to the Record Types that hold Documents needing a signature. The signature prompt appears only when the Add-In is run from the Record screen or search results.
  4. Leave the option set to Add-In will have OPENED Document available to it, so the signature goes on the Document open in the viewer.
  5. Set the option to Add-In will refresh the Record/Viewer screen after running, so the signature appears as soon as the Add-In finishes.
  6. Under Request Signature, turn on Prompt for Signature when Add-In Used and fill in:
    • Save to Field: the Record field that will hold the signature, such as ApprovalSignature. The field stores the signature image itself.
    • Prompt Title and Prompt Instructions: what the user sees in the signature box, such as "Approve Invoice" and "Sign below to approve this invoice for payment."
    • Text to Append (optional): text printed on the signature image, such as [USERFULLNAME] [DATE], so the signature carries the signer's name and the date. Text Location, Text Color, Font Size, and Font Type/Name control how it looks.


The signature is saved to the field before any of the Add-In's actions run, so the actions can use it straight away.


Actions

Add an Apply Annotations to Document action under Record Actions.

  • Turn Active Document on.
  • Click Add Annotation and fill it in:
    • Page Number: the page that holds the signature line.
    • Annotation Type: Image / Stamp.
    • Stamp: Use Standard Image. This setting appears only if your system has stamps set up.
    • Image URL: the signature field's name in brackets, for example [ApprovalSignature]. The action reads the signature image from the field and draws it on the page.
    • Coordinates: Left and Top set where the upper-left corner of the signature goes, over the signature line. Always set Width and Height as well, for example 300 and 100, so the signature is drawn at a size that fits the line.


To find the right position, open a sample Document in the viewer, draw a rectangle over the signature line, and save it. In the action, click Import next to Add Annotation and enter that Document's ID. The rectangle comes in with its page, position, and size set. Open it, change Annotation Type to Image / Stamp, and fill in Image URL.


If the signature line is always on the last page but Documents vary in length, go to the Dynamic Coordinates tab and put [DOCUMENTPAGES] in Dynamic Page.


Using it

Open the Record, open the Document in the viewer, and click Sign Document. Sign in the box that opens and save. The signature appears on the Document when the Add-In finishes.


Notes

  • The signature is an annotation, drawn over the Document rather than into it, and users can still move or delete it in the viewer. Add a Burn Annotations into PDF action after the Apply Annotations to Document action to make the signature a permanent part of the PDF.
  • The field holds only the most recent signature. If the Add-In is used again on the same Record, the new signature replaces the old one in the field, but a signature already drawn on a Document stays where it is.
  • To keep a record of who signed and when, add an Add Record Note action with text such as "Signed by [USERFULLNAME] on [DATE]".
  • To sign more than one Document at once, switch the Add-In to Add-In will have CHECKED Documents available to it. The user signs once, and the signature is drawn on each checked Document.