Document & Signature — User Guide

Before you start — where everything lives

The module opens from the left menu at Documents & SignHome. Everything below starts from there.

How to send a document for signature

You need the manage-documents permission. Start from Documents & SignCreate document (author on your letterhead) or Documents & SignSend for signature (upload a PDF).

1. 1

   Start the document

   Choose Create document, or Send for signature and drag your PDF in. Give it a clear title — this is what signers see in their email.

2. 2

   Add the signers

   For each person add their name; for people outside your company add their email. Internal staff are picked from the directory. Add as many signers as you need.

3. 3

   Choose the signing order

   One after another invites each person in turn (the next is asked only after the previous signs); Everyone at once invites them all together.

4. 4

   Place the fields

   Drop a field for each signer and position it on the page — see the next section. Every signer must have at least one field or the document can't be sent.

5. 5

   Set the deadline

   The Deadline on the toolbar shows how long signers have. If your organisation allows per-document deadlines you can change it here; otherwise it uses the module default.

6. 6

   Send it

   Press Send for signature. Signers get a secure email link; internal staff also see it under Pending to sign. Track progress under Send for signature, where each document shows Draft, Sent, Partially signed or Completed.

When everyone has signed you get two files: a clean signed document, and a separate Certificate of Completion — the full audit trail (who signed, when, from where, and how each identity was confirmed). Both are filed automatically into Document Vault with a unique document number.

Need to keep someone in the loop without asking them to sign? Add them under Copied (CC) in the editor — they're emailed the finished, signed document once everyone has signed.

Have annexures or supporting files? Attach extra PDFs under Supporting documents in the editor — they're bundled with the request and every signer can view them (they aren't separately signed).

How to add and configure signature fields

Fields tell each person where and what to sign. Each field is colour-coded to one signer.

1. 1

   Pick the signer

   Select the person the field belongs to; new fields you place are assigned to them.

2. 2

   Choose the field type

   Pick one of the field tools (see the table below), then click on the page to drop it.

3. 3

   Position and size it

   Drag the field to move it, or drag a corner to resize. The signature auto-fits the box you draw, so size the box the way you want the signature to look.

4. 4

   Set the field options

   For a Signature field, tick which methods are allowed (Type / Draw / Upload / Saved) and the Security level required (Standard or Email code).

5. 5

   Repeat for every signer

   Once each signer has at least one field, you can send.

How to reuse a document with templates

A template is a prepared document you can send again and again — the file and all the fields are already set up against roles (like Employer or Employee), so each time you only assign the real people.

1. 1

   Save a template

   Prepare a document under Send for signature (add signers, place fields), then click Save as template on the toolbar. The people are stripped and each field is kept against its role.

2. 2

   Find your templates

   Open Documents & SignTemplates to see every saved template, with its roles and field count.

3. 3

   Use a template

   Click Use on a template, assign an employee or an external person to each role, then press Create draft.

4. 4

   Review and send

   The new draft opens with all fields already placed — adjust anything if needed, then Send for signature as usual.

You can also create a template directly: on Documents & SignTemplates click New template, upload a PDF, then add roles and place fields — no need to build a real document first.

Rename or delete a template any time from its More menu. Deleting a template does not affect documents already sent from it.

What signature methods a signer can use

Orbiton has a built-in signature system — no outside signing account is needed for the methods below. On a signature field the signer picks from the methods you allowed.

Every completed signature is recorded with the signer's confirmed identity, the date and time, and device/network details, and is bound into the Certificate of Completion. Whichever method is used, the finished document can be cryptographically sealed so any later change is detectable.

Aadhaar e-signature (an in-house option via a configured provider)

An Aadhaar e-signature is a legally recognised electronic signature in India, where the signer authenticates with their Aadhaar and an OTP and a licensed authority applies the signature — the strongest option for high-value documents.

How to sign a document that came to you

Open it from Documents & SignPending to sign (staff) or from the secure link emailed to you (external signers — no login needed).

1. 1

   Open and read it

   Open the document and scroll through every page.

2. 2

   Confirm it's you

   At a signature field, a Confirm it's you pop-up asks for your name (and email if it was sent to your email) to match the invitation. If you're not the right person, close it — don't sign.

3. 3

   Enter a verification code if asked

   If the field requires extra security, you'll be emailed a one-time code — enter it.

4. 4

   Choose how to sign

   Only the methods the sender allowed appear: Type, Draw, Upload a photo, or reuse a Saved signature. Your signature is sized to fit the box.

5. 5

   Finish

   Fill any other fields, tick the agreement box, and press Sign document. Your signature is recorded with the date, time and device details.

If you can't or won't sign, use Decline and give a reason. The sender is notified and the document stops.

How we confirm each signer is real

Every signature field carries a verification level the sender chooses when placing the field.

Before any signature the signer also passes a Confirm it's you step, re-entering their name/email to match the invitation. Together these give a defensible record of who signed and how their identity was checked — all captured on the Certificate of Completion.

Deadlines, reminders and your inbox

How to verify a document is genuine

1. 1

   Open the verifier

   Go to Documents & SignVerify & QR, or scan the QR code printed on the document.

2. 2

   Enter or scan the code

   Each filed document carries a unique number and verification code.

3. 3

   Read the result

   You'll see whether the document is genuine and unaltered. Sensitive contents stay masked; full details show only to people entitled to see them.

Because each completed document is sealed, any edit after signing breaks the seal and shows up as tampered — that's what makes the record trustworthy.

Is an Orbiton e-signature legally valid?

In India, electronic signatures are recognised under the Information Technology Act, 2000. Courts look for clear intent to sign, attribution of the signature to the person, the integrity of the signed record, and reliable evidence of all three — which is exactly what Orbiton captures.

For the strongest legal standing on high-value documents, use Aadhaar eSign (via a configured provider). This section is general information, not legal advice — for a specific requirement, consult your legal adviser.

Settings you control (managers)

Documents & SignSettings configures how the whole module behaves. Nothing is hard-coded, and every change is audit-logged.