Signatures: Manager area 🆕

This article explains how a manager can create and track an electronic signbook in mySilae Entreprise.

The topics covered are as follows:

• Creating a signbook
• Tracking signatures and downloading the proof file
• Managing external contacts

From 📍 the Signatures menu, the manager can create a signbook in order to have one or more documents electronically signed by people inside or outside the company:

When clicking Create a signature folder, a window opens and several steps must be followed:

• Up to 5 recipients can be added.
• People who can only view or download the documents can also be added.
• Recipients may be:
  • Employees
  • Internal contacts
  • External contacts (who receive their signature codes by SMS)

• A signatory's email address can be changed by clicking on ✏️.

(limit of 10 documents per send)

• Click Add documents to upload documents stored on your computer

For each document, you can:

• Choose the signing mode (sequential by default):
  • Sequential: each signatory is notified only when the previous one has signed. By clicking the ▲ ▼ arrows displayed on the signatory's order number, you can change the signatory's position in the sequence.
  • Simultaneous: all signatories are invited to sign at the same time.🆕
• Position the signature areas for each signatory
• Add text anywhere in the document 🆕
  • The mention is limited to a maximum of 80 characters.
    • A Mention entered by the signatory option allows you to define who provides the mention:
      • Option unchecked (by default): the mention is set by the creator and appears as is in the document.
      • Option checked: the signatory enters the mention themselves before signing.

• Add initials, which can be freely positioned (particularly vertically)
• Click the Allow signature refusal button to give signatories the right to refuse to sign the document 🆕

• Enter a signbook name and define the sending settings:
  • The validity period of the signature link
  • The frequency of automatic reminders 🆕
• (Optional) Add a comment: it will appear on the signature page, after the signatory has entered their date of birth.

• The Recipients section displays a summary of the people selected:
  • Signatory recipients
  • View-only recipients

• If the manager who created the signbook is the first signatory, they must sign immediately after creating the signbook by checking the I agree that my signature will be completed... box.

  Checking this box is mandatory. It helps strengthen the compliance of the electronic signature process and ensures that a complete proof file is created.

• When clicking Send the signbook, if the signbook creator is also the first signatory, they must enter their mobile phone number in order to receive the signature code by SMS, enabling them to sign and electronically certify the document.

  

 

If the signbook creator does not complete their signature after receiving the signature code, the signbook will appear on their dashboard with the To sign status. They can then resume the signing process at any time and complete their electronic signature.

The manager who created the signbook and the recipients within the company can find the signed document in the Administrative documents menu (type “Signature”):

Once all signatures have been completed:

• 📧 A confirmation email is sent to all recipients

• 📥 The signed documents can be downloaded via the secure link, and are also directly accessible in mySilae Entreprise

  

The manager can track the progress of signatures directly from the signbooks.

For each recipient, a confirmation is displayed as soon as the document is signed (date and time of signature).

This makes it easy to identify people who are still pending and, if necessary, send a targeted reminder.

If no action is required from the recipient, a check automatically appears after the email has been sent.

🔹Downloading the proof file 🆕

The proof file provides a complete record of the signature process history. It can be downloaded in the event of a dispute to serve as legal proof.

It is accessible to:

• The creator of the signbook
• Administrators with access to the dashboard

External contacts allow any person who does not exist as an administrator or employee in mySilae Entreprise to be added as a recipient of a signbook.

From 📍 Configuration menu > External contacts, the manager can:

• Create a new external contact
• Edit the details of an existing contact
• Share a contact with other users
• Delete a contact that is no longer needed