Securely capture electronic signatures and track acknowledgements for essential processes—such as HR paperwork, investment documentation, and delivery receipts. This guide walks you through setting up and customizing the Signature Field in SmartSuite, ensuring clear, traceable approvals across your organization.
Plan Availability | All plan types |
Permissions | Workspace Admins, Solution Creators and Solution Managers: Can create, modify, delete, and manage Signature fields in their solutions. |
Related Reading |
What is the Signature Field?
The Signature Field is a unique field type in SmartSuite that captures approval for important process steps or represents external acknowledgment, approval, acceptance, or obligation. It’s ideal for internal processes and external documentation where a signature is required.
Adding a Signature Field
Adding a Signature Field can be done easily from either the Grid View or the Record View:
From Grid View
Open the Column Menu:
Click the + menu icon located after the last column header, OR
Open the Column Menu by clicking the dropdown icon on any column header.
Select Add Field:
Click Add Field to the Right.
Choose Signature Field:
Select Signature from the list of field types.
You can use the search bar to quickly locate the Signature option.
Configure the Field:
Set up the field with the required settings, such as making it mandatory or optional.
From Record View
Open a Record:
Navigate to the Record View where you want to add the field.
Add a Field:
Click the + sign next to any current field.
This will create a new field below the selected field.
Choose Signature Field:
Select "Signature" as the field type and configure it according to your needs.
Customizing the Signature Field
Solution Managers can require an entry in the Signature Field through the field settings.
How to Use the Signature Field
Drawing a Signature: Click into the field, select the Draw tab, and illustrate your signature in the provided space.
Typing a Signature: Click into the field, choose the Type tab, and type your signature by clicking "Type here."
Using Signature Fields in Forms
The Signature Field can enhance your SmartSuite forms by capturing external data. For instance, you can include a Signature Field in a client intake form to validate their agreement or acknowledgment.
Example
Here’s an example of a form submission with a Signature Field:
Practical Scenarios and Use Cases
1. HR Documentation
Scenario: HR requires signed acknowledgment of updated company policies.
Solution: Add a Signature Field to the policy acknowledgment form to ensure compliance.
2. Delivery Confirmations
Scenario: A delivery team needs to capture proof of delivery signatures from customers.
Solution: Include a Signature Field in the delivery record to validate receipt.
3. Investment Documents
Scenario: Legal teams need signed investor agreements for compliance.
Solution: Use a Signature Field in investment documents to ensure authenticity.