E-Signatures
XBuddy E-Signatures lets you send any document for digital signature — contracts, employment agreements, NDAs, purchase orders, or any PDF — and track completion in real time. Signatures are legally binding (compliant with eIDAS and Vietnam’s Decree 130/2018/NĐ-CP on electronic signatures) and backed by a tamper-proof audit trail.
Key Entities
| Entity | Description | Path in App |
|---|---|---|
| Signature Request | A document sent to one or more signatories for signing | Signatures → All Requests |
| Envelope | A bundle of one or more documents sent together in one request | Signatures → Envelopes |
| Signatory | A person (internal or external) who must sign; has email + role (signer, approver, CC) | Request detail → Signatories |
| Signing Order | Sequential or parallel; determines the order signatories receive the document | Request settings |
| Signature Field | A positioned field on the document: signature, initials, date, text, or checkbox | Document editor |
| Certificate | Cryptographic proof of each signature; embedded in the final signed PDF | Download from completed request |
| Audit Trail | Timestamped log of every event: sent, viewed, signed, declined, expired | Request detail → Audit Trail |
| Template | Reusable document + field layout for common signature workflows | Signatures → Templates |
Signature Request Lifecycle
Draft → Sent → [In Progress] → Completed
↕
Declined (any signatory)
↕
Expired (deadline passed)Key Features
- PDF Upload or Template — Upload any PDF or use a saved template with pre-positioned fields
- Drag-and-Drop Field Placement — Add signature, initials, date, text, and checkbox fields on any page
- Sequential & Parallel Signing — Sequential: signatory B receives only after A signs. Parallel: all receive simultaneously
- External Signatories — Send to anyone with an email address; no XBuddy account required for signing
- Mobile Signing — Signatories can sign on any device via browser link; no app required
- Decline with Reason — Signatories can decline with a written reason; requester is notified immediately
- Automatic Reminders — Configurable reminder schedule for signatories who haven’t signed
- Signed Document Download — Final PDF includes embedded signatures, timestamps, and certificate
- Bulk Send — Send the same document to multiple individual signatories at once (e.g., policy acknowledgment to all employees)
- Contract Module Integration — Send for signature directly from a Contract record
Signing Order Options
| Mode | How it works | Use when |
|---|---|---|
| Sequential | Each signatory receives the document only after the previous one signs | Contracts requiring hierarchical sign-off (employee → manager → legal) |
| Parallel | All signatories receive the document simultaneously | Board resolutions, partner agreements where order doesn’t matter |
| Mixed | Groups of parallel signatories in a sequential order | Two directors sign in parallel, then CEO countersigns |
Signatory Roles
| Role | Can sign? | Can view only? | Receives final copy? |
|---|---|---|---|
| Signer | ✅ | — | ✅ |
| Approver | ✅ (must approve before document advances) | — | ✅ |
| CC | — | ✅ | ✅ |
AI Agents
| Agent | Trigger | What it does |
|---|---|---|
| Signature Bulk Scheduler | Scheduled (daily) | Batches outgoing signature requests to reduce recipient email fatigue; staggers sends across time of day |
| Signature Expiry Risk | Scheduled (daily) | Alerts on signature requests approaching their expiry deadline without full completion; recommends extending or resending |
Permissions
| Permission | Description |
|---|---|
signatures:read | View signature requests and status |
signatures:write | Create and send signature requests |
signatures:manage | Templates, bulk operations, admin settings |
signatures:audit | Export audit trails |
Integration Points
| Module | Integration |
|---|---|
| Contract Management | Send contract for signature directly from contract detail page; status syncs back automatically |
| HR | Employment contracts, offer letters, and policy acknowledgments |
| Finance | High-value payment authorizations requiring wet-equivalent signature |
| Procurement | Vendor agreements and MSAs |
Legal Validity
XBuddy E-Signatures comply with:
- Vietnam Decree 130/2018/NĐ-CP — Legal framework for electronic signatures in Vietnam
- eIDAS (EU) — Simple electronic signatures (SES)
- ESIGN Act (US) — Electronic Signatures in Global and National Commerce Act
Each completed signature is backed by:
- Unique cryptographic hash per signature event
- IP address and device metadata of the signer
- Timestamped audit log stored immutably
- Certificate embedded in final PDF
For contracts requiring qualified electronic signatures (QES) under Vietnamese law (certain government transactions), contact your account team for the advanced certificate integration.
FAQ
Does the external signatory need a XBuddy account?
No. External signatories receive an email with a secure link. They can view and sign the document in any browser without creating an account.
What happens if a signatory declines?
The signature request is marked as Declined. The requester receives an immediate notification with the signatory’s reason. The request must be revised and resent.
Can I set a signing deadline?
Yes. Set the expiry date when creating the request. The signature_expiry_risk agent alerts you if the deadline approaches without full completion.
How is the signed document stored?
The final signed PDF with embedded certificates is stored in XBuddy’s document storage, linked to the original request. It can be downloaded at any time.
Can I see who viewed the document but didn’t sign yet?
Yes. The Audit Trail on every request shows: sent, viewed (with timestamp), signed, or not yet opened — for each signatory.