Objective:
The objective of this article is to clearly and thoroughly explain the process that company signers follow when there are one or more documents pending signature on the platform.
Scope / Limitations:
This article is mainly aimed at organization signers, other than collaborator-type signers.It is important to note that this article does not address issues related to platform access.
For Legal Representative-type signers, it is essential to keep in mind that before starting the signing process, the company must first designate the user as a Legal Representative within the platform.
The mass signing functionality is not available for collaborators when signing their own employment documents.
Individual process on the platform:
The process begins with a signature notification, which will be generated when the Buk platform administrator requires your signature on one or more documents. The user will receive a notification in their corporate email with the subject "BUK | You have documents waiting to be signed." From there, you can see the number of documents that need your signature and access Buk by clicking on the "View Documents" or "Sign here" buttons.
Once logged in to Buk, a specific window called "Documents" will be displayed where you will have the option to view three tabs: "My Pending Signatures," which shows the documents pending your signature; "My Pending Reviews," which shows the documents pending your review; and another tab called "All Documents," where you can review issued documents. At this point, you can sign individually or in bulk. To sign individually, look for the document you want to sign and, in the "Actions" section, click the "Sign" button.
Next, a pop-up window will appear that includes a field to enter your Buk login password. Enter your password in the provided field and then click the "Verify Password" button to proceed with signing the document.
Then, you will find a box to enter the security code, which you will receive again in your corporate email with the subject "Your signature code (code number)." If you do not receive the code within a few minutes, you can click the "Resend a new code" option so the system will send it to you again. Enter the code received in the corresponding box and click "Sign Documents" to complete the process.
Once completed, the system will notify you of the successful process.
Mass process on the platform:
If you want to do it in bulk, select all the documents to be signed by checking the boxes. Then, from "Actions," click on "Sign Documents."
Continue with the Buk password verification and security code process as detailed in the previous section (Individual process on the platform), and that's it—you have successfully signed your documents in bulk.
Required modules:
- Modules:Digital Signature and Document Management
Necessary or associated general configurations:
Finally, if administrators activate the general parameter "Send signed documents to legal representatives" on your platform, and you are signing a document as a Legal Representative, you will receive an email with the subject "Your document is ready" when all parties have signed the document. In the body of the email, you will find the document you signed attached. This email will be sent for each document you have signed. When you download the document, you will be able to see your electronic signature, the date and time it was made, as well as a QR code that will allow you to quickly and easily authenticate the signature.
Keywords:
Signature, collaborator, workflow, step by step, QR, code, email, mail, notify, notification, contract, Legal Representative.
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