While Karbon does not currently offer Document Signature functionality either in-app or through integration. This article describes the options available when using alternative Document Signing apps.
Where you have a step in your workflow that is to obtain a signature on a document, for example, a VAT return, there are typically three approaches you can choose from.
1. Using a Client Request with a unique link for the document signature
This approach will work with Document Signature software which allows the generation of unique URLs related to the document that needs to be signed which can be copied and pasted into a client request.
For example, as shown below, the task within the request could read: Please sign your VAT return using this link [insert link from signature app] and mark this task as completed once done.
The benefits of using this approach are:
The client will be familiar with the Karbon Client Portal and therefore trusting of the origin of the message which will help to validate the authenticity of the signature request sent separately
The client will receive automatic reminders until the task is completed or 5 reminders have been sent.
Using the Karbon Client Requests is a secure way of communicating with clients.
The drawbacks are:
If they complete the signing but forget to mark the task they may continue to receive reminders until you tick it off internally or they do it themselves.
2. Using a Client Request without a unique link for the document signature
This approach would work for any Document Signature app being used.
For example, as shown below, the client request could read: Please sign your VAT return using the link sent via email from our digital signature app [insert signature app name] and mark this task as completed once done.
The benefits are:
The client will be familiar with the Karbon Client Portal and therefore trusting of the origin of the message which will help to validate the authenticity of the signature request sent separately
The client will receive automatic reminders until the task is completed or 5 reminders have been sent.
Using the Karbon Client Requests is a secure way of communicating with clients.
The drawbacks are:
If they complete the signing but forget to mark the task they may continue to receive reminders until you tick it off internally or they do it themselves.
The client would receive an additional email with this request alongside the email from the Document Signature app.
3. Not using a Client Request
You may choose to send the request for signature via the app being used or using a separate email (outside of Client Requests). In this case, we would recommend you include the following sections within your workflow:
The reason for splitting the tasks out into sections is so that automators can be used to update the status of Work automatically by using Tasklist Automators.
Using Tasklist Automators
Whichever approach you choose, consider adding this automator to update the work status.
If you're using the Client Request option(s), options 1 or 2, add both of these automators to the same Client Request section.
If you're not using a Client Request, option 3, in the Send for Signature section use this automator:
In the Waiting for Signature section, use this automator:
Further Reading: