Origami’s Digital Document Signing

A Seamless and Secure Way to Manage Contracts and Documents

In today’s fast-paced business environment, the ability to handle digital document signing efficiently is essential for ensuring smooth workflows and legal compliance. Origami’s Digital Document Signing feature provides a versatile and secure solution for managing contracts and documents within your organization. Whether it’s a standard document or a more complex contract, the system allows you to customize the signing process to fit your specific ne

Two Types of Documents: Standard and Contracts

With Origami’s Digital Document Signing, you can define two main types of documents:

  • Standard Documents:
    • These documents allow you to add a signature field either from the entity itself (if implemented) or a signature that appears only on the final PDF output at the end of the process.
  • Contracts:
    • Contracts require the definition of at least one “signature area.”
    • The signature area establishes the signing order and defines who signs the contract and in what sequence.
    • Each signer’s email must be specified to ensure they sign in the correct order.
    • A phone number can be associated with a signer to enable OTP (One-Time Password) verification for authentication before opening the document.

Creating a Document: A Simple and Flexible Process

To create a document, follow these simple steps:

  1. Provide a name for the document.
  2. Select the document type (standard or contract).
  3. Upload a PDF template, which will serve as the document background.
  4. From there, you can:
    • Drag and drop fields from the entity or add form-specific fields (not linked to Origami).
    • For each entity-linked field, specify whether it’s editable, whether it’s a mandatory field, and whether updates to it should be reflected back in Origami.

For contracts, you will need to configure the signature areas, defining the order in which signers will sign. Once the document is filled out, the signed PDF will be saved in the designated file field.

Managing Standard Documents

Once a standard document is saved:

  • A unique link is generated, containing the Instance ID, which can be shared and dynamically inserted into other records.
  • If the file field is locked, the document cannot be signed again.

This process enables easy tracking and access to the document.

For in-person signing situations (e.g., car rentals, medical procedures), you can configure a lightweight interface (lightbox) for on-site signing, improving the user experience.

Contract Handling: Efficient and Secure Workflow

For contracts, the only way to send them is through a defined workflow:

  1. Configure the email subject and content.
  2. Choose the contract from the available list.
  3. Select the file field to save the document.
  4. Define a text field to update the status of the contract based on the number of signers.

This setup allows you to use triggers based on specific values, such as when all signers have completed the process.

Once the signing process is complete:

  • The contract’s metadata is updated with details about who signed, when, and how.
  • An SMS notification can be configured, sending the contract content (without the subject), and OTP verification can be enabled if needed.

Managing Multiple Signers and Signature Areas

Origami allows you to manage multiple “signature areas” within a single contract:

  • Each signature area can be assigned to an existing signer or a new signer.
  • This is particularly useful for scenarios where different individuals (e.g., managers and employees) need to sign the same contract.

The signing order must be followed, and no signer can sign again once they’ve completed their part.

OTP Authentication and Document Versions

  • OTP authentication is only supported via SMS, ensuring signers are verified before signing the document.
  • Once a contract is signed, the document is updated. However, you can configure version history for the file field, enabling you to track previous versions of the document, ensuring full transparency and traceability.

In Summary

Origami’s Digital Document Signing feature simplifies the process of creating, signing, and managing documents and contracts. With flexible signature fields, configurable workflows, and seamless integration with your entity data, this feature ensures your business handles document signing in a modern, secure, and compliant way.