Document to note

Modified on Tue, 11 Jun at 12:11 PM

When signing, it is sometimes useful to have someone other than the person signing or approving the documents know the status of the document being signed. This person is then listed in the signature script as "Acknowledged".

When it is appropriate to use "Note"

in commerce	in HR	generally with customers, partners, suppliers
Backoffice prepares the business document and sends it for signature.	HR will prepare the documents for the employee.	where someone else is signing
The customers sign as counterparties or as the statutory representative of the claimant.	Staff shall sign as counterparties or as the responsible representative of the claimant.	than the one with whom cooperation is being arranged and
The seller, to whom the customer or business case belongs, does not appear anywhere in the signing scenario, but needs information about the status of signing the document.	The head of the team to which the employee belongs does not appear anywhere in the signing scenario, but needs information about the status of the signing of the document.	who should know the status of the document

The Note role can be used in two situations:

"Noted" by counsel for the opposing parties	"Noted" to the applicant's representatives
In the first case, those who are notified of document changes may not be Signi users and may not have access to the workspace where documents are drafted.	The other possibility is that salespeople or managers have an account on Signi and have access to the workspace where documents are drafted e.g. only with the right to read but not to sign.
Typically, for example, there may be dozens of retailers in a chain.	They are then listed in the signature script as representatives of the proposer.
In the signature scenario, they are then listed as representatives of the opposing party.	It is more laborious - you need to introduce these users to Signi once and maintain their rights in another system. However, it has one significant advantage.

Signature scenario with the role of " Note" at the counterparty - the responsible trader is informed about the draft and signing of the document.	Signature scenario with the role " Note" at the proposer - the responsible salesperson or manager, in the example Linda Kupková" is informed about the proposal and signing the document.

Warning!!! It is not yet possible to combine within a set of documents where e.g. one document is signed by a person and the other document is only noted and he does not have to do anything with it.

Benefits of "Note" for Signi registrants and it's FREE

What is the advantage of introducing a person with the "Aware" role to Signi? In that he gets clear access to all documents that concern him and their signing status.

If a document is proposed to be signed, he sees it in the "Pending counterparty" folder.
Once a document is signed, he sees it in the "Closed Documents" folder..

In addition, if the backoffice has saved the document at draft in a suitable folder in Signi, for example in a customer or employee folder, users with the "Note" role can use Signi as their "document portal" and, for example, quickly scan what state "their" documents are in before a meeting with a customer.

	Behind the scenes check on the computer What is the state of the documents that the customers were supposed to sign? Does anyone need to be reminded of anything?
Quick check on mobile before the meeting What is the status of the documents my customer was asked to sign?