Odoo and Electronic Signatures
Digital signatures are appropriate for any product sales and services or commercial agreement, non-disclosure agreements, lease, contract, etc. More sensitive documents, such as tax returns and documents filed with public authorities, may require more advanced forms of signatures or the intervention of a registered trust authority. Evander's Client Relationship Management System allows such documents to be signed via Odoo through its secured identification signing system. The system records user's geolocation and the events date and time and the owner of the document can then require an additional SMS verification (6- digit code) for some recipients.
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Odoo sign can create documents from templates and customise the editable fields in a PDF, with the drag and drop function. Documents can be signed with multiple signatures and also be made to be signed with their own copy. Other functionalities of the signing system include automating repetitive signatures using templates to save time and be more productive.
Any activities on the document that is being signed or read etc, cryptographic proof of the document's integrity is computed and verified at each step. Each user can use their personal and unique document link anytime to download and print a copy of the reference document. Full audit trail and reports are available to all parties at all times.
Documents signed via Odoo signing service are valid for the purposes of eIDAS and US ESIGN and meet the regulatory requirements for electronic signatures in 100 plus other countries.
How Odoo Sign complies with regulations
Odoo Sign ensures full compliance by incorporating the following features:
- Secure signature creation: Odoo Sign utilizes advanced cryptographic techniques to ensure the authenticity and integrity of electronic signatures.
- Third-party signature authenticator: Odoo Online serves as an independent validation mechanism that adds an extra layer of security to the procurement process.
- Audit trails: detailed audit logs are maintained to provide evidence of the signing process, including timestamps, IP addresses, and identity verification.
- Cryptographic traceability and immutability: Odoo Sign ensures that any operation is logged securely. An audit log provides full transparency to all parties while preserving private data.
- Multiple authentications means authentication by SMS, email, geoIP or handwritten electronic signature.
Types of documents you can sign with Odoo Sign
Odoo Sign is versatile and can be used for a wide range of documents, including but not limited to:
- Contracts and agreements: business contracts, employment agreements, and service contracts.
- Financial documents: loan agreements, investment documents, and financial reports.
- HR documents: employee onboarding forms, non-disclosure agreements (NDAs), and performance reviews.
- Commercial transactions: purchase orders, sales agreements, and supplier contracts.
Potential exceptions
While Odoo Sign is broadly applicable, there are certain exceptions where electronic signatures may not be suitable or legally recognised:
- Wills and trusts: documents related to inheritance, wills, and trusts often require handwritten signatures.
- Real estate transactions: some property transactions may still require notarized handwritten signatures.
- Government forms: specific government forms and applications may mandate physical signatures.
