Digital Signature
Package: SALES BILLING PROJECTS
1. General
The Digital Signature integration enables legally binding electronic signatures directly from brainX. Two providers are supported:
- DocuSign: Commercial e-signature provider (industry standard)
- DocuSeal: Open-source alternative for self-hosting
2. Configuration
2.1. Authentication
DocuSign
| Field | Description |
|---|---|
| Integration Key | DocuSign integration key (from DocuSign developer portal) |
| User ID | DocuSign user ID |
| Account ID | DocuSign account ID |
| Private Key | RSA private key for JWT authentication |
DocuSeal
| Field | Description |
|---|---|
| DocuSeal URL | URL of the DocuSeal instance (self-hosted) |
| API Token | DocuSeal API token |
2.2. Module Assignment
After authentication, the modules in which the digital signature can be used are configured:
| Module | Description |
|---|---|
| Offers | Sign offers/proposals |
| Contracts | Sign contracts |
| Invoices | Sign invoices |
| Projects | Sign project documents |
2.3. Email Template
The email template sent to the recipient for signing can be customized:
| Field | Description |
|---|---|
| Sender Name | Display name of the sender |
| Subject | Email subject |
| Body | Email body text |
3. PDF Template Placeholders
To define signature fields in PDF documents, placeholders can be embedded in the PDF template. The following placeholders are supported:
| Placeholder | Description |
|---|---|
{{Initialen}} | Initials field |
{{Signaturdatum}} | Signature date |
{{Stellenbezeichnung}} | Job title |
{{Unterschrift}} | Signature field |
{{Vollständiger Name}} | Full name |
{{Checkbox}} | Checkbox for consent |
4. Creating and Sending Envelopes
4.1. Without DocuSign Template
An envelope is a signature request that can contain one or more documents and one or more signatories.
To create an envelope from a brainX record without a DocuSign template:
- Open the record (e.g., offer, contract)
- Click the Digital Signature action
- Select the document to be signed
- Add signatories (name, email, role)
- Define signature fields (or use PDF placeholders)
- Click Send — the signing invitation is sent by email
4.2. With DocuSign Template
If DocuSign templates are configured, pre-defined signature workflows can be used:
- Open the record
- Click the Digital Signature action
- Select the DocuSign template
- Verify or adjust signatory data
- Click Send
5. Signing Process
5.1. Recipient View
The signatory receives an email with a link to the signing document. After clicking the link:
- The document opens in the browser (no login required)
- The signatory navigates through the signature fields
- Each field is filled in (signature, initials, date, etc.)
- After signing all fields, the document is submitted
- All parties receive the signed document by email
5.2. Status in brainX
After sending the signing request, the status is tracked in the brainX record:
| Status | Description |
|---|---|
| Sent | Signing request sent |
| Partial | Some signatories have signed |
| Completed | All signatories have signed |
| Expired | Signing deadline expired |
| Declined | Signatory declined |
6. Automation
6.1. Send via Automation
The digital signature can be triggered automatically via brainX automations:
- Trigger: e.g., when record status changes to Ready to Sign
- Action: Send digital signature request
- Configuration: Template selection, signatory mapping
6.2. Action After Signing: "Signature Received"
After successful signing, an automatic action can be configured:
- Set status in brainX record
- Create a follow-up task
- Send email notification
- Trigger another automation
7. Examples
Example 1: Sending an Offer for Digital Signature
- Create offer in brainX
- Set status to Ready for Signature
- Automation triggers sending of digital signature request to customer
- Customer signs the offer electronically
- Status in brainX automatically changes to Signed
- Sales representative receives notification
Example 2: Contract Signature with Multiple Signatories
- Create contract record in brainX
- Click Digital Signature action
- Add two signatories: Customer and Internal Approver
- Define signing order: Customer first, then Internal Approver
- Send — customer receives the signing invitation first
- After customer signature, Internal Approver automatically receives notification
8. FAQ
Q: Are digital signatures legally binding?
A: Yes, electronic signatures created via DocuSign or DocuSeal comply with eIDAS (EU) and applicable national regulations. However, for certain document types (e.g., real estate transactions), additional formal requirements may apply.
Q: What file formats are supported?
A: PDF is the primary format for signing documents. Other formats (DOCX, etc.) should be converted to PDF before signing.
Q: Can signed documents be retrieved in brainX?
A: Yes, after completion of the signing process, the signed document is automatically stored in the brainX record.
Q: What is the difference between DocuSign and DocuSeal?
A: DocuSign is a commercial, globally established e-signature provider with a comprehensive feature set. DocuSeal is an open-source alternative that can be self-hosted — no data is transmitted to external servers.
Q: How many signatories can a document have?
A: The number of signatories is limited by the DocuSign/DocuSeal subscription. Typically, multiple signatories per document and signing order settings are supported.