Copy link
construction The content of this article is currently under review. We are working on updating it.
Below you will find the steps to follow to write and send a new signature request.
To be able to write a new flow in Portasignatures AOC (users with writing permission), you must access it from EACAT.
In EACAT Classic you will find it in the "Applications" section
and to the new EACAT, by pressing the icon in the applications menu.
To access the tool you must identify yourself with a digital certificate:
You will find detailed information about the different ways to identify yourself in “Authentication on Portasignatures AOC”
When accessing Portasignatures, the user with editing permission has the “Edit” option in the left menu.
By pressing the “Edit” option, the different fields necessary to send a flow for signing will be displayed.
There are two writing options: Basic and Advanced. The content of the basic writing contains the essential fields for creating a request and the advanced writing contains all the available fields. You can switch between them from the upper right section of the writing form.
This first option of the writing form is only available to users who have created writing templates through the right menu of the application. Selecting a template will load all the writing fields with the data preloaded in the template.
This option will allow you, if you are registered with more than one organization, to choose the originating entity of the request to be sent.
The “recipients” field of the new petition will define its signature and view flow. By default, recipients will appear separated by commas, which means that all will be signatories and can sign in any order.
A more complex flow can be defined by writing the names of the people who will be part of it using the following syntax:
• , (comma) to separate users who can sign in any order
• () (parentheses) indicates a subset of users who can sign in any order.
• > (greater than) is used to indicate a signing order. If two names are separated by this symbol, the first must sign before the second.
•(F) If a name is followed by this symbol, it means that person must sign. It is not necessary to indicate this, if nothing is indicated, it is the default option.
• (VB) If a name is followed by this symbol, this person is expected to give their approval.
An example flow could be the following:
(User 1 (VB), User 2 (VB) ) > User 3 (F)
In this example, Users 1 and 2 will need to give their approval in any order before User 3 signs.
Regarding the elements that can be entered in the Recipients field, they may be:
• Users registered in the system. Typing a person's name displays a list of users who are registered in the system with the name being typed. You must select the names from among those that appear in this list.
• Flows. The system allows you to save signature flows for reuse. Flows cannot be saved with external users, only with users registered in the tool.
The saved flow can be retrieved by entering this name in the “Recipients” field.
The “preview flow” option displays a graphical representation of the flow of signatures and visuals in the recipient box on the screen.
• Email addresses of users not registered on the platform (“External Users”). In this case, the system will send an email to the address and allow the recipient to sign the petition. The recipient will be able to sign the petition and download the signed document, but will not be able to operate with the platform, they will only be able to access the document through the link in the email received.
When we include an external user in a request, we will have to indicate their data, in order to be able to reuse it and to include it in the email that will be sent to the user.
In the email that the external user will receive, it is indicated that they will only be able to access the flow via email.
Finally, the option “Send independently to each recipient” (available in the “Advanced editing” option) will allow us to send the same document independently to each of the recipients defined in the editing. That is, as many requests will be created as there are recipients included in the flow.
The signature stamp is the graphic image of the signatures that is stamped on the document once all signatures have been completed. You can choose from the different stamps configured in Portasignatures AOC:
The name of the label tells us:
[Page on which the seal will be stamped] - [location within the page] - [visible or non-visible approvals].
In the case of the stamps that are stamped on all pages, the name tells us:
[Page on which the stamp will be stamped] - [page margin] - [orientation] - [visible or non-visible approvals].
In the case of stamps without visible vistiplavs, the signatures will be displayed in this way (in this case the stamp is the "Last page - lower right - vistiplavs not visible" stamp):
If a stamp with visible vitiplas is chosen, it would be displayed as follows, provided that there are vitiplas (in this case the stamp is of the type "Last page - lower right - visible vitiplas").
The background of all stamps is invisible (in case it is overlaid on some text).
You can also choose not to display any stamp with the " No signature stamp " option, and signatures will still be viewable at all times from the Acrobat signature panel.
The "default" option has the same characteristics as the "Last page - bottom left - non-visible vistiplaus". It is linked to old requests.
As an editor, you can define any of the aforementioned labels as a preferred label from your profile so that it is the default option in new flows you start.
In this section, the documents to be signed will be attached. The maximum number of documents in a single request will be 20 with a maximum size of 10 MB.
The formats allowed are PDF, doc, DOCX, XLS, XLSX, PPTX, PPT., ODT, odp, ODS, HTML, TXT, RTF. The service will transform the documents to PDF, so that when signed, the signatures will be embedded in this resulting PDF.
To attach documents, simply click on "Upload documents" and select the document(s) to sign or drag the documents to the documents to sign section.
Note: The bulk upload of documents via a .zip is no longer operational (as of 10/12/2024). Currently, multiple documents can be uploaded at a time by dragging and dropping or selecting them directly.
The documents to be signed will be linked and you can delete them just by pressing the icon on the right.
In this section you can add files related to the request but that will not be signed. To attach the documents, simply click on "Upload documents" and attach the document(s) or drag them to the "Attached documents" section. 
(IMPORTANT: The level of communications that users included in the flow will receive is not set by the editor, but rather each user can configure them from their profile .)
The editor, in this section, can indicate whether or not he wishes to receive communications via e-mail related to the request sent.
The possibilities are:
- Flow completion notification: You will only receive a communication when the request has been completed.
- Notification of reading, signing, approval and completion of the flow: The editor will receive notifications of all actions taken on the request.
- Notice of signature, approval, rejection and completion of the flow: You will receive notifications of the actions taken on the request except for reading.
- No: The editor will not receive any type of notification of the different actions of the petition.
Regardless of the level of communications indicated, the editor can see at any time the status of the request from the “SENT” section of the left menu of Portasignatures.
The level of communications that users included in the flow will receive is not set by the editor, but rather each user can configure them from their profile.
The author of a petition can modify the flow of recipients by accessing its details and clicking on the three dots in the upper right.
By pressing “Edit” the Portasignatures will allow you to add and remove recipients. Recipients can only be deleted if they have not yet signed. If the only person left to sign or approve is removed, saving the document will be finalized.
You will also be able to edit the subject, the Message, the expiration date and the recipients of the internal communication. You will not be able to add documents to sign, if this is what needs to be corrected, you must delete the request through the available options and create a new one with all the documents.
The system will notify the recipients of the request of the modifications to the request.
To delete a request that has already been sent, simply press the three dots in the upper right corner of the request details and choose the “Delete request” option.
It can only be deleted if no action has yet been taken on it (signature, rejection or approval). If actions have already been taken, it must be rejected.
Next, you will need to accept the alert that informs us that the request will be permanently deleted and that the recipients will receive a notice.
If an action has already been taken (signature, rejection or approval), the option to discard an incomplete or incorrect request would be to reject it. To do this, press the “Reject” option available in the top right menu of the three dots in the request details.
By pressing “Reject” a window will open to choose the reason for the rejection and indicate a text (optional).
The recipients will receive a notification advising of the rejection of the request with the reason and the text indicated.
If you want to send a reminder to any of the recipients of a flow, you can do so through the top right menu of the request, by pressing the three dots.
You must choose the “send reminders” option and all recipients who have not yet completed their action will receive a reminder. Recipients who have already completed their task within the flow will not receive the email.
If you only want to forward the link to an external signature user (who can only access from the email received), you will only need to press the inverted triangle symbol to the right of the name and press “Forward link for external signature”.
If you want to make a new request that is exactly the same or very similar to one that has already been created, you can click on the three dots that you will find in the upper right part of the request detail and press “Create copy”
A new request will open for you with all the request data preloaded.