[IMP] sign: updates for 19.0

content/applications/productivity/sign/configuration.rst

@@ -0,0 +1,180 @@
+=============
+Configuration
+=============
+
+.. _sign/configuration/settings:
+
+Settings
+========
+
+Sign's general settings, available via :menuselection:`Sign --> Configuration --> Settings`, allow
+you to:
+
+- add :ref:`Default Terms & Conditions <sign/configuration/settings-t-and-c>` to the signature
+ request email
+- :guilabel:`Manage template access`; once enabled, it is possible to restrict access to a template
+ to specific user groups when :ref:`creating or editing the template
+ <sign/request-signatures/create-manage-templates>`
+- enable the following additional authentication methods, manage the service, and buy credits:
+
+ - :ref:`Aadhaar eSign <sign/security/authentication-aadhaar>` (available in India)
+ - :ref:`itsme® <sign/security/authentication-itsme>` (available in the EU, the UK, Norway and
+ Iceland)
+
+- manage authentication via SMS and :ref:`buy credits <in_app_purchase/credits>`
+- upload a `.p12` or `.pfx` file containing a personal digital certificate, allowing you to add a
+ :ref:`cryptographic, or digital, signature <sign/security/cryptographic>` to a document
+
+.. _sign/configuration/settings-t-and-c:
+
+Default terms and conditions
+----------------------------
+
+Terms and conditions allow a business to standardize the legal relationship with its clients, define
+obligations and expectations, manage risk, and protect its interests by setting clear rules for
+aspects such as liability and dispute resolution.
+
+To add default terms and conditions to signature requests:
+
+#. Go to :menuselection:`Sign --> Configuration --> Settings` and enable :guilabel:`Sign Default
+ Terms & Conditions`.
+
+#. Choose the desired option:
+
+ - :guilabel:`Terms in Email`: This option is selected by default and places the terms and
+ conditions at the bottom of the signature request email. Add your terms and conditions to the
+ text box.
+ - :guilabel:`Terms as Web Page`: This option displays the terms and conditions on a web page; the
+ link to that page is then added as a link in the signature request email. Click
+ :guilabel:`Save`, then click :guilabel:`Update Terms`. Add your terms and conditions to the
+ text box, then click :guilabel:`Save`. Click :guilabel:`Preview` to see how the terms and
+ conditions will be displayed.
+
+ .. tip::
+ In the text box, type `/` to open the :ref:`powerbox <essentials/html_editor/commands>`, then
+ use commands to insert headings, bulleted lists, etc.
+
+#. Click :guilabel:`Save`.
+
+.. note::
+ It is also possible to manually attach files, such as terms and conditions, when
+ :ref:`configuring a signature request <sign/configure-signature-request>`. For templates,
+ files can be attached by default in the :guilabel:`Communication` section of the template
+ :guilabel:`Configuration` when :ref:`creating or editing the template
+ <sign/request-signatures/create-manage-templates>`.
+
+.. _sign/configuration/fields:
+
+Fields
+======
+
+Fields are :ref:`added to documents <sign/prepare-document/add-fields>` to indicate what information
+must be completed by the signers. Various fields are available by default. These fields can be
+:ref:`edited and additional fields can be created <sign/fields/create-edit-fields>` if needed.
+
+.. _sign/fields/create-edit-fields:
+
+Create and edit fields
+----------------------
+
+To create or edit a field:
+
+#. Go to :menuselection:`Sign --> Configuration --> Fields`.
+#. Click :guilabel:`New` to create a new field or click on a field to open and edit it.
+#. Complete or edit the following fields:
+
+ - :guilabel:`Field Name`: Enter or edit the field name. This is visible in the list of fields in
+ the left panel when a document is being :ref:`prepared for signature <sign/prepare-document>`.
+ - :guilabel:`Type`: Choose the relevant :ref:`field type <sign/fields/field-types>` from the
+ dropdown; there are nine possible field types.
+ - :guilabel:`Placeholder`: Optionally, specify a placeholder text that provides the signer with a
+ hint or example :ref:`during the signing process <sign/sign-document/signature-request>`. If
+ this field is left blank, the :guilabel:`Field Name` is used as placeholder text.
+ - :guilabel:`Tip`: Add a tip that will be displayed inside an arrow to the left
+ of the document during the signing process to help the signer understand what action to take
+ (e.g., "Sign here").
+ - For :guilabel:`Text` fields only, optionally change the default :guilabel:`Field Size` from
+ :guilabel:`Regular Text` to :guilabel:`Short Text` or :guilabel:`Long Text`.
+
+ .. note::
+ The size of any field can be modified manually when :ref:`adding the field to a document
+ <sign/prepare-document/add-fields>`.
+
+ - For :guilabel:`Text` and :guilabel:`Multiline Text` fields only, optionally use the
+ :guilabel:`Linked to` field to :ref:`configure auto-completion <sign/fields/auto-fill>` so the
+ field can be auto-completed during the signing process.
+
+.. _sign/fields/field-types:
+
+Field types
+~~~~~~~~~~~
+
+- :guilabel:`Signature`: Signers enter their signature either by generating an automatic
+ signature based on their name, drawing it using their mouse, or uploading a local file (usually an
+ image). Each subsequent :guilabel:`Signature` field in a document reuses the data entered in the
+ first field.
+- :guilabel:`Initial`: Signers enter their initials, in a similar way to the :guilabel:`Signature`
+ field.
+- :guilabel:`Text` and :guilabel:`Multiline Text`: Signers can enter text on a single line or on
+ multiple lines, respectively. These field types can be :ref:`configured to be auto-completed
+ <sign/fields/auto-fill>` during the signing process.
+- :guilabel:`Checkbox`: Signers can tick a box (e.g., to confirm they accept the terms and
+ conditions).
+- :guilabel:`Radio`: Signers can select a single option from a series of options (defined when the
+ field is :ref:`added to the document <sign/prepare-document/add-fields>`) by clicking the radio
+ button beside the desired option.
+- :guilabel:`Selection`: Signers can select a single option from a series of options (defined when
+ the field is :ref:`added to the document <sign/prepare-document/add-fields>`) via a dropdown
+ menu.
+- :guilabel:`Strikethrough`: Signers can reject certain phrases by clicking the strikethrough field,
+ which adds a visible line through the text.
+- :guilabel:`Stamp`: Signers can add a company stamp (defined when the
+ field is :ref:`added to the document <sign/prepare-document/add-fields>`).
+
+.. _sign/fields/auto-fill:
+
+Configure auto-complete fields
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
+
+To reduce the need for manual input and ensure accurate and consistent information, it is possible
+to have certain fields automatically completed with data from your database :ref:`during the signing
+process <sign/sign-document/signature-request>`. This is done by linking a Sign field to a field
+from a specific :doc:`Odoo model <../../studio/models_modules_apps>`.
+
+To enable auto-completion for a Sign field:
+
+#. Go to :menuselection:`Sign --> Configuration --> Fields`.
+#. Open the relevant field.
+#. From the dropdown beside :guilabel:`Linked to` select the model, e.g., *Contact*, that contains
+ the field you want to link to.
+#. Click beside :guilabel:`Linked Field`, then use the field selector to select the relevant field
+ e.g., Email.
+
+.. note::
+ When a document containing this field is being signed, the field is auto-completed. By default,
+ field can still be edited after auto-completion. However, this can be prevented by editing the
+ field *after it has been added to the document* and setting it to :guilabel:`Read-only`.
+
+.. example::
+ In the example, the :icon:`fa-envelope` :guilabel:`Email` field in the Sign app is linked to the
+ :guilabel:`Email` field in the *Contact* model. When the contact completes the document, their
+ email address, as it appears in their record in the Odoo database, is automatically added to the
+ document.
+
+ .. image:: configuration/auto-complete.png
+ :alt: Configuring a field to be auto-completed
+
+.. _sign/configuration/tags:
+
+Tags
+====
+
+Tags can be used to categorize and organize documents and templates within the Sign app, allowing
+users to quickly search for and filter documents and templates based on specific criteria.
+
+To create a new tag:
+
+#. Go to :menuselection:`Sign --> Configuration --> Tags`.
+#. Click :guilabel:`New`.
+#. On the new line that is added at the bottom of the list of tags, type the :guilabel:`Tag Name`
+ and select a :guilabel:`Color Index` for your tag.