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.

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 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 as well as to the assignee of the document that was sent. This feedback is also added in Robaws under the 'Internal note' tab.

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.
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.

Updated on: 09/09/2026