[IMP] sign: updates for 19.0

task-5106515

Author: mcsi-odoo

content/applications/productivity/sign.rst

@@ -0,0 +1,183 @@
+=============
+Configuration
+=============
+
+.. _sign/configuration/settings:
+
+Settings
+--------
+
+Sign's general settings, available via :menuselection:`Sign --> Configuration --> Settings`, offer
+possibilties for:
+
+- adding :ref:`default terms and conditions <sign/configuration/settings-t-and-c>` to the signature
+  request email
+- managing template access by restricting access to specific user groups only; once enabled, access
+  is managed when :ref:`creating or editing a template
+  <sign/request-signatures/create-manage-templates>`
+- enabling additional authentication via:
+
+  - :ref:`Aadhaar eSign <sign/security/authentication-aadhaar>` (available in India), including
+     managing the service, and buying credits
+  - :ref:`itsme® <sign/security/authentication-itsme>` (available in Belgium and the Netherlands),
+     including managing the service, and buying credits
+
+- managing authentication via SMS and :ref:`buying credits <in_app_purchase/credits>`
+
+.. _sign/configuration/settings-t-and-c:
+
+Default terms and conditions
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~
+
+Terms and conditions allow a business to standardize the legal relationship with its clients, define
+obligations and expectations, manage risk, and protect its interests by setting clear rules for
+aspects such as liability and dispute resolution.
+
+To add default terms and conditions to signature requests send via email:
+
+#. Go to :menuselection:`Sign --> Configuration --> Settings`.
+#. Enable :guilabel:`Default Terms & Conditions`. By default, the :guilabel:`Terms in Email`
+   option is selected; this option places the terms and conditions at the bottom of the signature
+   request email.
+#. Add your terms and conditions to the text box.
+
+   .. tip::
+      Type `/` to open the :ref:`powerbox <essentials/html_editor/commands>`, then use commands to
+      insert headings, bulleted lists, etc.
+
+#. Click :guilabel:`Save`.
+
+Alternatively, to display the terms and conditions on a web page, select :guilabel:`Terms as Web
+Page` option, then click :guilabel:`Save`. Click :guilabel:`Update Terms`, edit the
+content, and click :guilabel:`Save`. The link to that page is then added as a link in the signature
+request email.
+
+.. tip::
+   You can also add a `.pdf` version of your terms and conditions manually as an attachment to
+   signature requests. Alternatively, for templates, documents can be attached by default in the
+   :guilabel:`Communication` section of the template :guilabel:`Configuration` when :ref:`creating
+   or editing the template <sign/request-signatures/create-manage-templates>`.
+
+.. _sign/configuration/fields:
+
+Fields
+------
+
+Fields are :ref:`added to documents <sign/prepare-document/add-fields>` to indicate what information
+must be completed by the signers. Various fields are available by default. These fields can be
+:ref:`edited and additional fields can be created <sign/fields/create-edit-fields>` if needed.
+
+Fields are managed in :menuselection:`Sign --> Configuration --> Fields`.
+
+.. _sign/fields/create-edit-fields:
+
+Create and edit fields
+~~~~~~~~~~~~~~~~~~~~~~
+
+To create or edit a field:
+
+#. Go to :menuselection:`Sign --> Configuration --> Fields`.
+#. Click :guilabel:`New` to create a new field or click on a field to open and edit it.
+#. Complete or edit the following fields:
+
+   - :guilabel:`Field Name`: Enter or edit the field name. This is visible in the list of fields in
+     the left panel when a document is being prepared for signature.
+   - :guilabel:`Type`: Choose the relevant :ref:`field type <sign/fields/field-types>` from the
+     dropdown.
+   - :guilabel:`Placeholder`: This allows you to specify a placeholder text for the field. If this
+     field is left blank, the :guilabel:`Field Name` is used as placeholder text.
+   - :guilabel:`Tip`: A tip is displayed inside an arrow on the left-hand side of the signer's
+     screen during the signing process to help them understand what the step entails (e.g., "Sign
+     here").
+   - :guilabel:`Field Size`: By default, the size of new fields is set to :guilabel:`Regular Text`.
+     For fields that will contain particularly short or long values, it is possible to change this
+     to :guilabel:`Short Text` or `Long Text`, respectively.
+   - :guilabel:`Linked to`: Linking the field to a model, and then defining a :guilabel:`Linked
+     field`, allows the field to be :ref:`auto-completed during signing <sign/fields/auto-fill>`.
+
+There are nine possible :ref:`field types <sign/fields/field-types>`.
+
+.. _sign/fields/field-types:
+
+Field types
+~~~~~~~~~~~
+
+- :guilabel:`Signature`: Signers enter their signature either by drawing it, generating an automatic
+  signature based on their name, or uploading a local file (usually an image). Each subsequent
+  :guilabel:`Signature` field in a document reuses the data entered in the first field.
+- :guilabel:`Initial`: Signers enter their initials, in a similar way to the :guilabel:`Signature`
+  field.
+
+  .. tip::
+     If an :guilabel:`Initials` field is added to a multi-page document, a pop-up message asks if
+     you want to add initials to all pages of the document, or if they should only be added once.
+
+- :guilabel:`Text`: Signers can enter text on a single line.
+- :guilabel:`Multiline Text`: Signers can enter text on multiple lines.
+- :guilabel:`Checkbox`: Signers can tick a box (e.g., to confirm they accept the terms and
+  conditions).
+- :guilabel:`Radio`: Signers can select a single option from a series of options by clicking the
+  radio button beside the desired option.
+- :guilabel:`Selection`: Signers can select a single option from a series of options by clicking the
+  text of the desired option; the remaining options are crossed out.
+- :guilabel:`Strikethrough`: Signers can reject certain phrases by clicking the strikethrough field;
+  this adds a visible line through the text. Phrases that have not been struck through are
+  considered as accepted by the signer.
+
+  .. tip::
+     To use this field type to allow signers to reject certain phrases, place a
+     :guilabel:`Strikethrough` field on top of the relevant text. Ensure that the field is neither
+     :guilabel:`Mandatory` nor :guilabel:`Read-only` to allow the signer to freely decide which
+     phrases to reject.
+
+- :guilabel:`Stamp`: Signers can add a company stamp to the document.
+
+.. _sign/fields/auto-fill:
+
+Auto-completed fields
+~~~~~~~~~~~~~~~~~~~~~
+
+To reduce the need for manual input and ensure accurate and consistent information, it is possible
+have certain fields automatically completed with data from your database during the signing process.
+This is done by linking a Sign field to a specific field from a specific model.
+
+To enable auto-completion for a Sign field:
+
+#. Go to :menuselection:`Sign --> Configuration --> Fields`.
+#. Open the relevant field.
+#. From the dropdown beside :guilabel:`Linked to` select the model, e.g., *Contact* containing the
+   field you want to link to.
+#. Click beside :guilabel:`Linked Field`, then use the field selector to select the relevant field.
+
+When a document containing this field is being signed, the field is auto-completed. By default,
+field can still be edited after auto-completion. However, this can be prevented by editing the
+field *after it has been added to the document* and setting it to :guilabel:`Read only`.
+
+.. example::
+   In the example, the :icon:`fa-envelope` :guilabel:`Email` field in the Sign app is linked to the
+   :guilabel:`Email` field in the *Contact* model. When the contact signs the document, their email
+   address, as it appears in their record in the Odoo database, is automatically added to the
+   document.
+
+   .. image:: configuration/auto-complete.png
+      :alt: Configuring a field to be auto-completed
+
+.. _sign/configuration/tags:
+
+Tags
+----
+
+Tags can be used to categorize and organize documents with the Sign app, allowing users to quickly
+search for and filter documents based on specific criteria.
+
+Tags are managed in :menuselection:`Sign --> Configuration --> Tags`.
+
+To create a new tag:
+
+#. Go to :menuselection:`Configuration --> Tags`.
+#. Click :guilabel:`New`.
+#. On the new line that is added at the bottom of the list of tags, type the :guilabel:`Tag Name`
+   and select a :guilabel:`Color Index` for your tag.
+
+To duplicate or delete a tag, select the tag, click the :icon:`fa-cog` :guilabel:`Actions` button,
+then click :icon:`fa-clone` :guilabel:`Duplicate` or :icon:`fa-trash` :guilabel:`Delete`.