Sign Approval Process
Purpose
The Sign Approval Process allows designated approvers to electronically sign transactions instead of using a standard approval action. This feature provides digital confirmation and authorization for purchasing transactions.
The signing workflow can be applied to:
-
Purchase Requests
-
Quotations
-
Purchase Orders
-
Purchase Invoices
-
Payment Requests
Configure Sign Approval
Step 1
Navigate to:
Purchase → Settings
Step 2
Select Approval Settings.
Step 3
Click New Approval Setting.
Step 4
Complete the approval configuration.
Related
Select the transaction type:
-
Purchase Request
-
Quotation
-
Purchase Order
-
Purchase Invoice
-
Payment Request
Approver
Select the required signer(s).
Action
Select:
Sign
instead of Approve.
Step 5
Click Save.
The signing workflow is now available for the selected transaction type.
Submit Transaction for Signing
Step 1
Create a transaction.
Example:
Purchase → Purchase Orders → New Purchase Order
Step 2
Save the transaction.
Step 3
Open the transaction details.
Step 4
Click Send Approval Request.
Result
The assigned signer receives:
-
Web Notification
-
Email Notification
requesting a signature.
Sign Transaction
Step 1
Log in using the signer account.
Step 2
Open the approval request from:
-
Approval Menu
-
Notification Center
Step 3
Review the transaction details.
Step 4
Click Sign.
Signing Methods
There are two available signing methods:
Method 1: Manual Signature
Step 1
Select Sign.
Step 2
Draw the signature in the signature area.
Step 3
Click Sign.
Result
The signature is attached to the transaction and the signing process is completed.
Method 2: Upload Signature
Step 1
Select Upload.
Step 2
Choose a signature image file.
Supported Formats
-
PNG (.png)
-
JPG (.jpg)
Step 3
Click Sign.
Result
The uploaded signature image is attached to the transaction and the signing process is completed.
Signature Status
After successful signing:
-
The transaction status is updated according to the approval workflow.
-
Signature information is recorded in the transaction history.
-
The signature becomes part of the approval record.
Workflow Rules
Notifications
When a signing request is submitted:
-
Signers receive web notifications.
-
Signers receive email notifications.
Multiple Signers
If multiple signers are configured:
-
The signing workflow follows the approval configuration.
-
Signature completion depends on the configured approval sequence.
Signature Storage
All signatures are stored as part of the transaction approval record for auditing and verification purposes.
Supported Transactions
The Sign action can be configured for:
| Transaction Type | Supported |
|---|---|
| Purchase Request | Yes |
| Quotation | Yes |
| Purchase Order | Yes |
| Purchase Invoice | Yes |
| Payment Request | Yes |
Synchronization
Signature records are synchronized with:
-
Purchase Requests
-
Quotations
-
Purchase Orders
-
Purchase Invoices
-
Payment Requests
-
Approval Workflows
-
Notifications
-
Audit Logs
Permissions
| Permission | Description |
|---|---|
| View Approval Requests | Allows users to access approval requests. |
| Sign Transactions | Allows users to electronically sign transactions. |
| Upload Signature | Allows users to upload signature images. |
| View Signed Records | Allows users to view signed transactions. |
Important Notes
-
The approval workflow must be configured with Action = Sign before signing can be used.
-
Transactions must be submitted using Send Approval Request before signers can access them.
-
Signatures can be provided by drawing directly on screen or by uploading an image.
-
Only PNG and JPG image formats are supported for uploaded signatures.
-
Signed transactions maintain a permanent signature record for auditing purposes.
-
Signature notifications are delivered through both email and web notifications.