Connect an AutoSign server
The Signing config page takes the server address and an API token, an Active switch, and a Test connection button showing version and status.
Finance · Digital signing
Sign contracts where the document lives
hOne connects to your AutoSign PDF server to digitally sign PDF files straight from contracts, orders, quotes, documents or tasks. People with signing rights sign immediately; others send a signing request to an authorised signer. Every signing is logged.
The problem
Signing happens away from where the document lives
The director holds the digital certificate. Each time, staff download the PDF, send it over, wait for the signature, then send it back and attach it to the contract.
- Signed files travel by email, chat or USB stick, so the final version is unclear.
- There is no history of who requested, who signed and when.
- Only a few people may use the certificate, yet everyone needs to request a signature.
How hOne solves it
Sign from the contract or document, with permissions and a log
An admin sets up the AutoSign server and Signing profiles and decides who may sign and who may see which profile. Staff click Sign at the document; hOne uploads the file to the signing server, waits for the result and stores the signed copy.
Key capabilities
Signing profiles
Each profile has a name (for example Director signature, Accountant signature) and a signature picked from the server list; mark one as default. One company can use several signatures.
Sign and view permissions
Each profile has Sign access (who signs directly) and View access (who sees it when requesting). Each is All, Selected users or Selected roles.
Sign from many places
A sign button exists in Documents, Contracts, Orders, Quotations and Tasks. The dialog runs 3 steps: Prepare, Upload, Complete. PDF files are supported.
Signing requests
Without signing rights click Request signing: choose the signer, priority Normal or Urgent, a due date and notes.
Signed documents and history
The Signed documents page lists file, requester, signer and status. Preview, download, retry a failed one or add it to Documents; the activity history records each step.
In the product
How it works
Connect the AutoSign server
An admin enters the server address and API token, then clicks Test connection.
Create profiles and permissions
Create a Signing profile, pick the certificate on the server, set who can sign and who can view.
Sign or request
Open a contract, order, quote or PDF document and click Sign or Request signing.
Get the signed copy
The signed file appears in Signed documents; download it or add it to Documents, and open the activity history when needed.
A real workflow
Signing a supply contract for Công ty ABC
The contract PDF has been approved and waits for the director signature before going to the customer.
- LanA legal staff member without signing rights, she opens the contract and clicks Request signing.
- LanChooses Minh as signer, priority Urgent, due today, with a note that it must reach the customer this afternoon.
- MinhAs director he opens the request, picks the Director signature profile and clicks Start signing; hOne uploads the file and waits for the server.
- LanThe signed copy appears in Signed documents; she downloads it or adds it to the contract Documents to send to Công ty ABC.
Connects with the rest of hOne
ContractsSign the contract PDF directly from the contract documents.OrdersSign PDF documents attached to an order.QuotationsSign a quote PDF before sending it to the customer.DocumentsA signed copy can be added to the Documents library to store and share.Tasks & projectsA task with a PDF attachment can also be signed or sent for signing.
Frequently asked questions
Does hOne issue a digital certificate for me?
No. The signature lives on your company AutoSign PDF server; hOne sends files there to be signed and receives the signed copy. You need an AutoSign server, an API token and your own company certificate.
Which file formats can be signed?
hOne signs PDF files today. For Word or Excel files, export to PDF before signing.
Is this used for e-invoices?
E-invoices are signed and issued through EasyInvoice on the E-invoices page. Digital signing here is for PDF documents such as contracts, orders and quotes.
Who can see signed documents?
Admins see everything. A user limited to their own documents only sees the ones they are involved in.
What if signing fails?
The document shows Failed and you retry from the Signed documents page. The activity history tells you which step failed, for example the signing server was unreachable.
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