Use case
You can use e-signatures with custom PDF and Word forms in Provet to collect client signatures electronically, reducing the need for printed documents.
Instructions
1. Add a Form
Add a form of your choice.
Edit the form if needed, and ensure it includes a
[[signature]]field. Select Save changes to confirm any edits you make.When using Word forms, select the Lock this form button. This will enable the E-signature button to appear. PDF forms do not need to be locked.
2. Create the E-signature Request
On the form page, select the E-signature button.
In the Request an electronic signature dialogue, choose how to deliver the request. In this article, we will use the email option.
To send the request to the client's own device:
Select the client´s email address under Send email to address or the client´s telephone number under Send SMS to number.
To use a clinic device:
Select the Generate PIN code checkbox under Use the clinic’s device. The PIN is created when you save the request, not when you select the checkbox. For more information about PIN code login options, see Using E-signatures with Clinic Devices (PIN code login mode).
Tip: Bookmark the PIN sign-in page in the device browser. The address stays the same for all requests. If a saved bookmark stops working, the address has changed. Use the address shown in the dialogue instead.
Optionally, edit the message and adjust the Signature request validity time (minutes) if needed. The default is 1440 minutes (24 hours).
Select Save to create the request.
3. Process the Request and Wait for the Customer to Sign
Processing window
The Electronic signature request pending dialogue opens, showing the request status and the option to cancel it if needed. If you selected Generate PIN code, this dialogue also shows the PIN and the PIN sign-in page address. Open that address on the clinic device and enter the PIN.
Once the request is generated and sent to the customer, they can sign it from their device. You may close the dialogue if the customer does not sign it immediately.
Customer actions
When the customer receives the message, they can start the signature process by opening the link included in the message.
They are presented with the preview of the document and the option to either Decline it or Sign the document. They can also change the language from the top right or clear the signature area if needed.
Once they select the Sign document button, they will be directed to the signature screen. They should write their signature in the designated box using either touch or a computer mouse.
Finally, the customer must select the Use signature button to finalise the process. A confirmation dialogue opens and the customer must select Confirm signature. After the signature is successfully provided, the customer can download the signed document if needed and close the page. They will also receive a PDF copy by email.
Required Fields Must Be Completed Before Signing
If the form contains fields marked as required in the PDF file, the customer must fill them before they can sign.
Required fields are marked as soon as the document opens. The customer does not have to try signing first to find out what is missing.
In the signing view, each empty required field has a red dashed border and a red marker in the top-right corner. When the customer fills a field, its border turns green. Optional fields are not marked. The signature field is not marked either, because signing the document is what completes it.
If the customer selects Sign document while a required field is still empty, the signature screen does not open. The message "Please complete all required fields before signing" is shown. The page moves to the first empty required field and places the cursor in it. Every other empty required field keeps its red border.
Once every required field has a value, selecting Sign document opens the signature screen as normal.
Required text fields, checkboxes, drop-down lists, and radio buttons all work this way.
This applies to all clinics. There is no setting to switch it on or off.
Provet checks the required fields again when the signed document is submitted. Customers do not normally see this check, because the signing view stops them first.
Note: Required fields are read from the PDF file itself. An asterisk drawn onto the page by the form's author is not detected. The field must be marked as required in the PDF editor. See Set Up PDF Forms.
If a customer reports that they cannot sign a form, check the form for required fields that have not been filled.
After a successful signature
In the Forms tab of the client page, the E-sign status column shows a green checkmark (✔) when the form has been successfully signed. You can also print the signed form directly from this view by selecting the print button.
In addition, when you open the form from the Forms tab, the status "E-sign: Accepted with a timestamp" is displayed at the bottom, and you can also print the signed version using the Print signed document button.