Send for signature

A PDF from the record goes out for electronic signature in three steps. Signing goes through Arcane eSign (Firma.dev technical process), included in your plan; the signed PDF and its certificate come back to the record on their own.

Depending on your plan, within the monthly sending quota A record › Files › Send for signature Every member, for the PDFs they can see

Start sending

On a PDF’s row, click Send for signature (or pick it in the … menu). The window shows the real PDF on the right, as the signers will see it.

The button only shows on an added PDF that has never been sent; otherwise the row shows its signature status. In the … menu, the item is greyed out, with the reason on hover, for a file that is not a PDF, a signed PDF or an audit trail, a document already out for signature, or a colleague’s private document.

1. Signers

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1. 1The three steps
2. 2Add a contact, a colleague or an address
3. 3Add yourself as a signer
4. 4Sign in order
5. 5The PDF, as the signers will see it
6. 6This month's sends

Hover a number to find the area. Click the screenshot to enlarge it.

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• The record’s contact is already added when they have an email address.
• Search for a contact or a colleague, or type a full address. Add me puts you in the list. Ten recipients at most.
• Each person is a Signer or In copy: a person in copy does not have to sign. At least one signer is needed.
• Sign in order (checked by default) sends the document to the next signer only once the previous one has signed. The arrows change the order.
• If you are a signer, you can sign in the app right after sending.

2. Placement

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• Automatic: one signature per person at the bottom of the last page.
• I place the fields: choose the type (signature, initials, date, text or checkbox) and the signer, click Add, then drag the field onto the page. Each signer needs at least one Signature field.
• Tags in the PDF: the PDF already contains tags such as {{s1|signature|161|70}}, which the service replaces with fields.

3. Review and send

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• Level:
  • Simple (SES): everyday commercial contracts.
  • Advanced (AES): each signer enters a verification code received by email.
  • Qualified (QES): only if the organization has connected a Youtrust account that enables it; each signer checks their identity at Youtrust.
• Expires on: in 30 days by default, between tomorrow and 90 days.
• Message to signers: optional, added to the invitation.

Click Send. The invitation and reminders are sent by Arcane, at most one reminder a day.

Draft and failed sends

Save draft keeps the request for later; only you see it. If sending fails, nothing reaches the signers and the request is kept as a draft with the reason, to resume from the Signatures page.

The sending quota

Each Arcane eSign send counts toward your organization’s monthly quota, shown at the bottom of the window and on the Signatures page. Once it is reached, sending is refused, unless the organization owner has allowed overage in Settings › Templates and signature › E-signature: further sends are then billed, up to the monthly cap they set.

Use the organization’s Youtrust account

An administrator can connect the organization’s Youtrust account with its API key in Settings › Templates and signature › E-signature. The CRM checks the key and creates the webhook itself.

• The Qualified level then goes through that account.
• For an Advanced signature, the Use the organisation’s Youtrust account box sends through Youtrust instead of Arcane eSign.
• With Youtrust, signatures are placed automatically or with tags.
• Youtrust sends count toward your Youtrust account’s quota, not Arcane eSign’s.