It is possible to set up signature roles on checklists so that a checklist response must be completed with signatures from the relevant individuals. In cases where these individuals are not physically present and cannot sign on the phone screen, the checklist response can be sent for signing via our Document Portal - provided they are registered as a user, whether as an internal user, external user, or subcontractor.

In this article, you will find:

• Good to know
• Set up signature roles
• Send a Signature Request for the Checklist
• Sign via the Document Portal
• View collected signatures
• Email notifications

Good to know

• Internal Users: Must have a Knowledge & Communication license to receive cheklist registrations for signing. They will receive the request as a Knowledge Alert, which can be addressed either in the app or on the admin page, where they can sign with their finger or mouse. (Note! A license is not required to SEND the registration)
• External Organizations: Only need to be registered as a user/contact person for a company. No license is required, and the request will be sent via email, guiding the recipient to the Document Portal to sign the registration.
• Subcontractors: Only need to be registered as a user/contact person for a company. No license is required, and the request will be sent via email, directing the recipient to the Document Portal to sign the registration.

Set up Signature Roles

Signature roles are set up directly on the checklist where they will be used and can be found under the gear icon in the top right corner when creating or editing the checklist:

After clicking the gear icon, a pop-up window will open. Scroll down to the bottom to find "Signatures":

Click the "Add signature" button to add signature roles for the entire form, which can or must be completed when finalizing the checklist.

• Name: Choose a name/title for the signature, e.g. "Customer Signature".
• Signatory: If checked, the name and company of the signatory will automatically be filled with the details of the user answering the checklist.
• Required: If checked, the checklist cannot be finalized without completing the signature or sending it for signing in the Document Portal!

Send a Signature Request for the Checklist

It is possible to send a signature request whether the checklist is completed via the app or the admin page. However, in the example below, we focus on the app, where a checklist has been completed with the following signature role:

When all questions in the form have been answered, and you click the checkmark to finalize the form, you are taken to the page with signature roles that must be completed before the form can be saved.

In this example, the signature role we have set up is called "External approval" and it is required but does not need to be signed by the user completing the form. As a result, we are asked whether it is possible to sign now or not.

If the person is not present and we want to send a signature request, select "No", then choose the user on the project (internal, external, or subcontractor) who needs to sign, and send the request:

Sign via the Document Portal

When a user or contact person from an external organization or subcontractor is requested to provide a signature, they receive an email at the address registered in Inspectly. From the email, they can access our Document Portal directly, view the registration, confirm their identity, and provide their signature.

1. They receive the following email and click on "Read & sign document":

2. Click on "Open and read document" in our Document Portal:

3. Check the box "I confirm that I have read and understood the document", and

4. Click the "Next" button:

5. Review the information and click on "Proceed to Signature" if everything is correct:

6. Sign and click "Send signature":

View collected signatures

In the registration overview on the administration page, you can see whether all signatures have been collected for each checklist response. If a checklist is set up without signature roles, this information will naturally not be displayed.

When opening a specific checklist response, you can see the collected signatures at the bottom, including who signed and when:

Email notifications

The user who has been requested to sign will receive an email notification, as previously mentioned, informing them that a document requires their signature. Additionally, automatic email reminders are sent on the first two days after the request and then every other day until they have received a total of five reminders or the document has been signed.

If the document is still not signed the day after the fifth reminder (after one week), the user who created the checklist response and sent the request will receive an email notification. From that point, they must personally follow up to remind the recipient to sign the document.

When all signatures have been collected for the registration, an email is automatically sent to the user who completed the checklist, notifying them that all signatures have been received: