Sending a document for signature

Any document in OtiumWork can be sent out for signature. The signer needs no account and nothing installed: they get a link, read the document in their browser, type their name, and sign. What comes back is bound to the exact file they saw, so it holds up later.

Sending one

Signing starts from the document, not from a separate app. Upload the file under Documents, open it, and scroll to Send for signature:

• Title shown to the signer — what they'll see in the email subject and above the document, e.g. "NDA for Acme Corp".
• Signer email — where the link goes. Required.
• Signer name — a suggestion that pre-fills their name field. They can correct it.
• Message — optional, shown above the document.
• Expires in (days) — up to 90. After that the link stops working.

The link is emailed to the signer immediately, and also shown to you on screen — copy it if you'd rather send it through your own mail or a chat thread.

What the signer does

They open the link, read the document in the browser, and either sign or decline. Signing means typing their full name, optionally drawing a signature, and ticking the electronic-signature consent — the consent text is the standard UETA / U.S. ESIGN wording and is stored with the signature, not just displayed.

Declining is one click and doesn't require a reason.

The evidence trail

Every completed signature records the document's SHA-256 hash, the exact consent text that was shown, the signer's name and email, their IP address, and the timestamp — combined into an audit hash. That's what makes the signature meaningful: the file that was signed can be proven byte-for-byte later, even if you upload a new version afterwards.

Every completed request gets a permanent certificate page laying all of that out. It's linked from the Signing list for your side, and the URL itself is the evidence — anyone you hand it to can open it without an account, which is the point when a counterparty later asks for proof.

Tracking what's out

Signing in the sidebar lists the requests in flight, with how many parties have signed out of how many. The Finance, Legal and HR sections each link to the same list filtered to their own kinds of document — quotes, invoices and expenses under Finance, contracts under Legal, employee paperwork under HR.

Worth knowing: that list is company-wide, not personal. Anyone who can open it sees every signing request in the workspace, including who it went to. Sensitive paperwork belongs in a document with restricted access rather than being kept private by obscurity.

Cancel stops a request that's still outstanding.

Multi-party signing

Flows that need more than one signature — some HR and legal paperwork — issue a separate link per party, either all at once or in a set order. Each person signs their own link, and the request completes when the last one is in. The manual form on a document page creates a single-signer request; multi-party requests come from the flows that need them.

Elsewhere in the product

The same machinery signs things you may not think of as "documents": accepting a quote records a customer e-signature against a snapshot of that quote. So a signed quote and a signed NDA leave the same kind of trail.

If the module is turned off

An admin can disable E-signature per workspace under Modules. New requests then can't be created — but links already sent keep working, so nobody is left holding a dead link mid-signature.