Overview
The Documents module is integrated with the Dokobit platform, which allows you to sign documents with a qualified electronic signature. This means documents have the same legal validity as those signed by hand.
Note: E-signing is a paid service — each signing action is charged separately. You can find the exact pricing in your plan or by contacting your account manager.
Signing Session Components
Signer list — who needs to sign the document.
Signing purpose — the purpose for which the document is being signed.
Status tracking — real-time information about each signer's status.
Note: The documents:signing permission is required to send documents for signing.
How to Send a Document for Signing
You can send a document for signing in two ways:
From the document detail page — open the document and click Send for Signing.
Immediately after generation — if the template has the Require Signing setting enabled, the system will prompt you to send right away.
Adding Signers
Employees
Search for an employee by name — the system will automatically fill in the email address from their profile.
External Signers
If the document needs to be signed by someone outside the organization (e.g., a client or contractor), enter:
Full name
Email address (the signing invitation will be sent to this address)
Note: The system prevents adding the same signer twice (checked by email address).
Signing Purposes
Before starting a session, select the signing purpose. It is indicated in the signed document and has legal significance.
Purpose | Description | When to Use |
Signature | Standard signature | Contracts, agreements, general documents |
Approval | Confirmation of document content | Minutes, acts, reports |
Visa | Confirmation before final signing | Documents requiring manager's visa |
Reconciliation | Reconciliation between parties | Dispute resolution documents |
Registration | Document registration | Documents being registered |
Incoming Document Registration | Recording of incoming documents | Documents received from third parties |
Acknowledgement | Confirmation of having read the content | Internal rules, instructions, notices |
Notarial Certification | Notarial certification | Notarially certified documents |
Copy Certification | Certification of copy authenticity | Certifying document copies |
Starting a Session
Add all signers.
Select the signing purpose.
Review the list of signers.
Click Send.
After clicking, the document status changes to Sent for Signing, and each signer receives an invitation via email.
Session Statuses
Session Status | Description |
Pending | The session has been created but not yet started. |
Active | The session is in progress — waiting for signers' signatures. |
Completed | All signers have signed. |
Cancelled | The session was cancelled by an administrator. |
Expired | The session expired before all signers signed. |
Per-Signer Statuses
Status | Description |
Pending | The signer has not yet signed. |
Signed | The signer has successfully signed the document. |
Monitoring & Synchronization
Automatic synchronization — the system checks the signing status every 30 seconds.
Manual synchronization — click the Sync button to refresh the status immediately.
Downloading the Signed PDF
Once the session status becomes Completed, you can download the signed PDF file. This file contains cryptographic signatures and is legally valid.
Cancelling a Session
If you need to cancel a signing session:
Open the document detail page.
Click Cancel Signing.
Confirm the action.
After cancellation:
All signers receive a notification about the cancellation.
The document status returns to Generated.
The cancellation is recorded in the activity history.
A cancelled session cannot be reactivated — you need to start a new one.
Warning: Session cancellation is irreversible. If you want to sign the document again, you will need to create a new signing session.