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# Having documents signed digitally

Within Robaws we offer the option of having the documents you send to customers signed digitally.
Digital signing offers several benefits over the traditional paper signature.

A few benefits:
* **Efficiency and time saving**: customers can sign almost immediately, without having to wait for a physical delivery by post.
* **Cost saving**: there is less administrative work
* **Transparency**: you can check when a document was sent, when it was opened and when it was signed. You can track in real time whether a customer has viewed the document or has already signed it. That is useful for managing deadlines.

*Example: you send an e-mail to the customer with a quotation in it. In the e-mail you include a link with which the customer can approve the quotation digitally, with or without a remark, or with which the customer can reject the quotation.*

## Use

In various modules within Robaws you have the option of including a link in the e-mail to the customer, supplier or employee so that the document can be signed digitally.
When they click that link, they are taken to a new tab where they can **choose between 'Accept' and 'Request adjustment'**. When they choose 'Accept', there is an additional option to include an **extra remark**.

![Quotation approval tab](https://storage.crisp.chat/users/helpdesk/website/eadf6dec760ec000/schermafbeelding-2024-10-23-om_1mkpg82.png)

**After approval** of the document you receive an e-mail in your mailbox stating that the document has been approved. This e-mail is sent to all [users with admin rights](https://support.robaws.com/en/article/setting-up-the-permissions-of-your-users-7wabst/) as well as to the assignee of the document that was sent. On approval, the **signed file is added in Robaws** and an **internal note** is added stating that the document has been approved. Where applicable, this note is supplemented with the **feedback the customer gave when approving**.

When an **adjustment is requested** you receive an e-mail in your mailbox stating that feedback has been given on the document. This e-mail is sent to all [users with admin rights](https://support.robaws.com/en/article/setting-up-the-permissions-of-your-users-7wabst/) as well as to the assignee of the document that was sent. This feedback is also added in Robaws under the **'Internal note'** tab. 

| If you have a default document signed digitally, you can use the replacement codes ${signedBy} and ${signature} on the default document to show the name and the signature of the person who signed the document. 


## To be able to approve digitally, you go through the following steps:

1. Add the document you want to have signed to the [e-mail template.](https://support.robaws.com/en/article/email-template-1r656oh/)
2. Tick the 'Signature' box next to this document.
3. Add a link to the e-mail template that the customer can click to go to the signing tab.

You add the link in the e-mail template via the text editor. To do so, you click 'insert link'. For the URL you use the replacement code **${signLink}** to generate a link in the e-mail. Under 'text' you can enter a text behind which the URL sits.
If you skip this step, we automatically add a link at the bottom of the e-mail so that the customer can still sign digitally.

![Adding a URL in the e-mail template](https://storage.crisp.chat/users/helpdesk/website/eadf6dec760ec000/schermafbeelding-2024-10-23-om_1p5b9z6.png)