Document for Information (CC)

When signing documents, it is sometimes useful for someone other than the signers or approvers to be aware of the document's signing status. That person is then listed in the signing scenario with the "For information" role.

When is "For information" useful — in sales, in HR, and generally with customers, partners, and suppliers

Backoffice prepares a business document and sends it for signing. HR prepares documents for employees — where someone else signs. Customers sign as counterparties, and possibly also the statutory representative of the proposer. Employees sign as counterparties, and possibly also the responsible representative of the proposer — rather than the person with whom the cooperation is being negotiated. The salesperson to whom the customer or business case belongs does not appear anywhere in the signing scenario, but needs information about the document's signing status. The team leader to whom the employee belongs does not appear anywhere in the signing scenario, but needs information about the document's signing status — someone who should still know the status of the document.

The "For information" role can be used in two situations: "For information" for representatives of the counterparties and "For information" for representatives of the proposer

In the first case, those who receive notifications about changes to the document do not have to be Signi users and do not need access to the workspace where the documents are drafted. The second option is that salespeople or managers have a Signi account and have access to the workspace where the documents are drafted, e.g. with read-only rights but without the ability to sign. Typically, this could be dozens of salespeople in a sales network. In the signing scenario they are then listed as representatives of the proposer. In the signing scenario they are then listed as representatives of the counterparty. This is more work — you need to set up these users in Signi once and maintain their rights in another system. However, it has one significant advantage.A signing scenario with the "For information" role on the counterparty side — the responsible salesperson is informed about the proposal and signing of the document. A signing scenario with the "For information" role on the proposer side — the responsible salesperson or manager, in this example Linda Kupková, is informed about the proposal and signing of the document. Warning!!! "For information" currently only works for a single document or an entire set of documents. It is not yet possible to combine within a set of documents where, for example, a given person signs one document and the other document is only sent to them for information and they don't have to do anything with it.

Benefits of "For information"

What is the benefit of adding a person with the "For information" role to Signi? That they gain a clear overview of all documents that concern them and their signing status.

1. If a document is proposed for signing, they see it in the "Waiting for counterparty" folder.
2. Once the document is signed, they see it in the "Closed documents" folder.

Moreover, if the backoffice saved the document during drafting into a suitable folder in Signi, for example the customer's or employee's folder, users with the "For information" role can use Signi as their "document portal" and, for instance, quickly review the status of "their" documents before meetings with a customer.

How "For information" works via the API

The "For information" role can also be assigned when creating a document through Signi's public API (Public API). It works exactly the same as in the application — you just specify it directly in the request to create the document.

In the people field (the list of document persons), each person has a contract_role parameter that defines their role. For the "For information" role, set the value:

"contract_role": "notice"

The contract_role parameter can take the following values: sign, approve, stamp, sign_certificate, sign_bank_id_sign, and precisely notice (For information).

Whether the "For information" person is on the proposer's side or the counterparty's side is controlled by the is_proposer parameter for that person (true = representative of the proposer, otherwise counterparty) — this corresponds to the two situations described above.

Things to keep in mind:

• For the notice role (just like for the approve role), there is no need to specify signature positions — the positions parameter does not have to be filled in for this person, because the person does not sign the document.
• For a person with the notice role it is enough to provide an email; for unregistered persons also add the first name, last name, and person type (person_type).

Persons with the "For information" role can then also be found in API responses with the list of signers (signIdentities), where their contract_role is listed as notice along with the current status of the document.| --- | |