Signature and External Access to Documents
When a document is ready, it often needs to be shown or signed externally: by a client, a counterparty, or a partner. LadVen OS lets you send a document for signature and open secure external access right from its card - without emailing files around, and with tracking of who did what.
How to work with the document itself and its versions is covered in Documents. This page is about signature and external access.
Signature Request
From a document card you can create a signature request: choose signers, a signing method, and a due date. From there the portal runs the process and shows the status for each signer.
Who can be assigned as a signer:
- a client through the extranet - a signer from the linked CRM card signs in the client portal;
- an external person via a public link - anyone who receives a personal link signs.
For each signer the portal tracks a status: invited, sent, viewed, signed, declined, or expired. This makes it clear who has already signed and who needs a nudge.
Signing Methods
LadVen OS supports several signing methods - which ones are available depends on the document module settings on your portal:
- portal confirmation - the signer clicks "accept" on the document page;
- hand-drawn signature - the signer draws a signature directly on the screen;
- uploading a signed file - the signer uploads a scan or a signed PDF;
- an external signing service - if it has been connected by an administrator.
Choose the method based on the document's requirements: for internal approval a confirmation is enough, and for legally significant documents use the method accepted in your company.
Personal Signer Links
Each signer receives their own personal link to the signing page. The link can be copied and sent to the signer in any convenient way. Through the link the person opens the document, reviews it, and signs with the chosen method - without logging in to the internal portal.
Do not forward a single link to several people: the link is tied to a specific signer, and it tracks exactly that person's action.
Publishing: External View and Signing
Besides a signature request, a document can be published - external access opened via a link:
- for viewing - the external participant sees and downloads the document;
- for signing - the external participant completes the signing.
Publishing has security parameters:
- how access is granted - via a secure link or to a specific recipient email;
- duration - after which the link stops working;
- open-count limit - access closes after a set number of requests.
Publishing can be revoked at any moment - the link immediately stops opening the document. Revoke access when it is no longer needed or was granted by mistake.
Electronic Exchange (EDO): Honest Limits
LadVen OS works with external electronic document interchange systems (for example, SBIS or Diadoc), but it is not a full EDO client. It is important to understand the limits:
- the portal receives inbound documents from EDO and helps sort them (see Documents);
- the portal tracks the status of a document in the external exchange;
- the portal provides a link to the cabinet of the external system for detailed work.
The full EDO cycle - producing, sending, and signing legally significant documents through an operator - happens inside the EDO system itself, not in the portal. Do not treat electronic signature and EDO as automatically enabled: these are separate capabilities that depend on configuration and a connected operator.
Good Practices
- Before sending for signature, check that the current version is open and the document belongs to the right client.
- Make sure the document has no internal comments or working notes before external access.
- Assign a signer using the method accepted for this document type.
- Send each signer their personal link, not a shared one.
- Set a duration and revoke publishing when access is no longer needed.
- For EDO, record the state and next step in the portal, even if the action finishes in the external cabinet.
Common Mistakes
- Sending an outdated version of a document for signature.
- Opening external access without removing internal comments.
- Forwarding a single link to several signers - tracking is lost.
- Not setting a duration and not revoking publishing - access stays open longer than needed.
- Treating EDO and electronic signature as enabled by default, though they depend on configuration.