Signature Field

Documentation Index

Fetch the complete documentation index at: https://docs.penbox.io/llms.txt

Use this file to discover all available pages before exploring further.

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When to Use

• Contract signatures
• Agreement and consent forms
• Document approvals
• Legal acknowledgments
• Financial authorizations
• Medical consent
• Terms and conditions acceptance (when signature required)
• Compliance acknowledgments
• Verification of identity
• Multi-party agreements

• Use Checkbox for simple agreement checkboxes (non-signature)
• Use File for uploading pre-signed documents
• Use document generation with signatures for template-based signing

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Configuration Options

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Authentication Methods

• Basic: Simple electronic signature (handwritten)
• Standard: Verified email/phone with OTP
• Advanced: Identity-verified signature (Itsme)
• Qualified: Highest legal level, equivalent to handwritten (Itsme, Swisscom)

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Examples

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Simple Contract Signature

{
  "key": "contract_signature",
  "type": "signature",
  "name": "Contract Signature",
  "description": "Sign below to accept the contract terms",
  "required": true,
  "signer_role": "main_contact",
  "authentication": "handwritten",
  "document": "{document.contract_generated}"
}

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SMS-Verified Signature

{
  "key": "authorization_signature",
  "type": "signature",
  "name": "Authorization Signature",
  "description": "Sign to authorize this transaction. You will receive a code via SMS.",
  "required": true,
  "signer_role": "main_contact",
  "authentication": "sms_otp",
  "signature_type": "advanced"
}

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Multi-Party Signing Sequence

{
  "key": "client_signature",
  "type": "signature",
  "name": "Client Signature",
  "description": "Client signature on agreement",
  "required": true,
  "signer_role": "main_contact",
  "authentication": "email_otp",
  "sequence": 1,
  "document": "{document.agreement}"
}

{
  "key": "manager_signature",
  "type": "signature",
  "name": "Manager Approval",
  "description": "Manager approval signature",
  "required": true,
  "signer_role": "case_manager",
  "authentication": "handwritten",
  "sequence": 2,
  "document": "{document.agreement}"
}

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Qualified Electronic Signature (Itsme)

{
  "key": "qualified_signature",
  "type": "signature",
  "name": "Qualified Electronic Signature",
  "description": "Sign using your Itsme account for legally binding signature",
  "required": true,
  "signer_role": "main_contact",
  "authentication": "itsme",
  "signature_type": "qualified",
  "document": "{document.legal_agreement}"
}

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Signer Roles

• Use sequence to control signing order
• Each signer must complete before next can sign
• Useful for approval chains and multi-party agreements

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Signature Workflow

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Signature Request Process

1. Request sent: Signer receives notification (email/SMS)
2. Authentication: Signer verifies identity (method depends on configuration)
3. Review: Signer reviews document (if attached)
4. Sign: Signer provides signature (draw, type, or authenticated)
5. Confirmation: Signature captured and stored
6. Complete: All parties notified, document finalized

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Signature Metadata Stored

• Signer name and contact information
• Timestamp (date and time signed)
• IP address (for audit trail)
• Authentication method used
• Device information
• Signature image (if handwritten)
• Certificate information (if qualified)

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Document Attachment

• Generated documents from templates
• Pre-uploaded documents
• Documents from other steps
• Multiple signatures on same document

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Validation

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Required Validation

• If required: true, signature must be completed
• Case cannot progress until signed
• Useful for mandatory agreements

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Authentication Validation

• OTP codes must match (email/SMS)
• Identity must be verified (Itsme, Swisscom)
• Prevents unauthorized signatures

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Sequence Validation

• Earlier sequence signatures must complete first
• Order enforced automatically
• Prevents out-of-order signing

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Compliance and Legal

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Audit Trail

• Who signed (name, email, phone)
• When signed (timestamp with timezone)
• Where signed (IP address, location)
• How authenticated (method used)
• What was signed (document version)

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Legal Validity

• Handwritten: Valid for low-risk agreements
• Email/SMS OTP: Valid for verified identity
• Itsme/Swisscom: Legally equivalent to handwritten signature in EU

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GDPR Compliance

• Stored securely and encrypted
• Retained according to legal requirements
• Included in data export requests
• Deleted when case deleted (with retention rules)

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eIDAS Regulation

• eIDAS Regulation (EU 910/2014)
• Legally binding across EU member states
• Equivalent to handwritten signatures
• Admissible as legal evidence

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Best Practices

• Handwritten: Simple agreements, internal documents
• Email OTP: Remote signing, email verification needed
• SMS OTP: Higher security, phone verification
• Itsme/Swisscom: Legal requirements, high-value agreements

• Only mark required if signature truly mandatory
• Consider fallback if authentication fails
• Provide clear instructions for signers

• Client signs first, then internal approval
• Primary signer before secondary signers
• Lower authority before higher authority

• Attach document being signed
• Ensure document is finalized before signing
• Use generated documents for consistency

• Explain what signer is agreeing to
• Mention authentication method required
• Indicate estimated time to complete

• Test OTP delivery (email/SMS)
• Verify Itsme/Swisscom integration
• Check user experience on mobile devices

• Mobile-friendly signature methods
• Clear error messages for failed authentication
• Allow signature retry on failure
• Send reminders for pending signatures

• Store audit trail for legal minimum period
• Document authentication methods used
• Regularly review signature processes
• Ensure GDPR compliance for signature data

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