The electronic signature not only speeds up the signing process but also allows for efficient identity verification of all personnel.

With the electronic signature, you can:

Verify the signature of all personnel and ensure their identity.
Get validation from the Chilean Labor Department, enabling fast and secure audits and certifications.
Comply with government and industry regulations.
Have data backup in case of loss of physical forms.
Receive reminders to sign documents on time.

📌 Steps to Configure the Electronic Signature:

Activation of the Electronic Signature:
Start the process by activating the electronic signature for the company, signatories, and specific forms.
- Go to the web platform and navigate to Settings and help > Account Settings > Electronic Signature to complete the details of your company and legal representative.
- Enable the users who need to both request and sign documents by going to Settings and help > Users > Edit.
⚠️ IMPORTANT: The provided email addresses must be personal since the Labor Department uses them as the sole means of verifying users' identities. If users are already using a personal email for their account, they have the option to add a different address during the registration process; if both are the same, the system will not function properly.
Activation in Forms:
Enable electronic signature on the desired forms from Forms > Configure > Signature.
Verification of the Electronic Signature:
Once activated, it is necessary to verify the signature. You can do this from the mobile app by going to Settings and help > Verify Electronic Signature.

Read and review the contract annex, and upon acceptance, a code will be sent to the user's email to validate it.

⚠️ What happens if I send the request and the signature has not been verified?
If the request is made and the signature has not yet been verified, the system will automatically send a request asking them to follow the verification steps.
Requesting the Electronic Signature:
Once the signature is verified, you can start requesting signatures on your forms. From the mobile app, go to Team Responses (if a form was completed by another user) or My History > Completed (if a form was completed by your own user). Select the form and click on the Request Signature button.

Three options will appear:
- Only me: if only the person signing is the requester.
- Others: if other users are responsible for signing.
- Others and me: both the requester and other users can sign.
It is important to note that both the user who requests the signature and the user being asked to sign will be involved in this process.

Requests can also be made by User Groups, which will make it easier to select your team.
Request Management:
Upon sending the request, the user will receive an email inviting them to sign a form. To view requests, they can go to Settings > Signatures > Requests and click on each of the forms to sign. Verification must be completed to make the request.

Once the request is signed, both the requester and the signer can view and download the document, as well as share it via email.

The requester can also perform several actions on the request:
- Edit request: if other users need to be added or removed from the list.
- Cancel request: to completely cancel the request.

📌 Pre-configuring Signers on Forms

Pre-configuring signers lets you define in advance who should sign the documents generated by a form, without depending on the person who filled it out. This streamlines approval and signing workflows, avoiding errors and delays.

➡️ How to configure signers?

Accessing signature configuration
- Go to the Forms section in the main menu.
- Select the form you want to configure.
- Click the Configure Signature tab.
General configuration options
- Mandatory signature: all configured users must respond, either by signing or rejecting the request.
- Optional signature: only one of the configured signers needs to sign the document.
Signer configuration
- Select the person responsible for the request.
- Choose the signers:
  - Existing users or user groups in your account: you can directly select users who are already part of your DataScope team.
  - External signers: you can also add vendors, clients, or other collaborators who aren't DataScope users. These external signers will receive an invitation and will be able to sign or even reject the request, depending on the form's initial configuration.
  - You can also add signers using emails that belong to the places list: by enabling the "Places connection" option, the emails configured in the selected places can receive the signature request when the task is completed.
    • If the form includes a question to select a place, a request will be sent to the emails configured there.
    • If you assign a task with this form and choose a place, the emails configured in that place will receive a request once the task is completed.
    👉 Important behavior: If the email associated with the place matches the personal email configured in an internal account user's signature, the request won't be sent as an external signature — it will be assigned directly to the corresponding internal user. In other words, the system matches the place's email against the personal email registered in the user's signature configuration.
- (Optional) Check the box "The form's author must also sign."
Once the form is completed, signature requests will be generated automatically based on the configuration.

Signing a form from the app	Rejecting a signature from the app: Users will be able to accept or reject the signature request.	Signature flow history: From the app you can view the entire signature process for greater transparency and tracking.

Note: users with admin permissions can see all signature requests on the account.

➡️ External signers

The External Signers feature lets you include people outside your organization, such as vendors or clients, in the document signing process directly from DataScope. This eliminates the need for external tools and centralizes the entire signing flow in a single platform.

How to add external signers?

While configuring signers on the form, when adding users, you can enter the email address under External Users.
Complete the form's configuration.
Once the form is completed, external signers will receive an email invitation to review and sign the document.

What can external signers do?

View the document: access the submitted form and review the details.
Sign or reject: depending on the initial configuration, they'll be able to accept or reject the signature request.

Signing process for external users

Once they receive their invitation, they must sign the form by filling in the required fields:
External signers also have the option to accept or reject signature requests, according to the form's initial configuration.

How do you know if a form has signature pre-configuration?

When the form is completed, a message will appear indicating this.

➡️ Main benefits of pre-configuration

Time savings: the person who filled out the form doesn't need to start the signing process.
Fewer errors: less risk of assigning the wrong signers.
Greater flexibility: mandatory or optional signature options.
Signature rejection: lets someone flag that the process isn't correct, ensuring greater accuracy in final documents.

Protip:

from the app you can see if you have pending signatures via the indicator shown in the menu.

Within the configuration, it's possible to set the order or sequence in which signatures should be requested.

📌 Signature Sequencing

Signature sequencing lets you manage your forms' signature flows by defining the exact order in which users must sign, based on their role or hierarchy in the process.

How does it work?

With this feature, you can set up a signature flow where each user receives the signature request only once the previous signer has completed their part. This ensures the process follows a logical, structured order.

Differences from simultaneous signing

Simultaneous signing: all users receive the signature request at the same time.
Signature sequencing: signature requests are sent in a predefined order, following the workflow you set up.

Benefits of signature sequencing

✅ Simplifies workflows: ensures signatures follow a structured, uninterrupted process.
✅ Better coordination: avoids confusion or duplicate signature requests.
✅ Greater efficiency: optimizes time and organization of signing processes based on each team's needs.

📌 Rejection Reason in Electronic Signature

When a signer decides to reject a signature request, they can include the specific reason for the rejection before finalizing the action.

This reason will be visible in:

Home
Downloaded PDF document
Google Sheets integration ("Rejection Reason" column)

This way, the form's creator can clearly identify what needs to be corrected or reviewed before resending the request. They'll also be notified by email.

💡 Important:

The rejection reason helps close the feedback loop within the signature flow, enabling timely adjustments and reducing time spent on validation and approval processes.
Everyone involved in the process will receive an email with the rejection reason, both external signers and platform users.

📌 Signature Status Indicators

In DataScope, status icons let you quickly see the progress of signature requests on your forms:

Green pencil : document fully signed.
Red pencil : mandatory signature request made, but signatures are still missing.
Blue pencil 🔵: optional signature request sent, but one signature is still missing.
Gray pencil: optional signature request signed.
No pencil: no signature request was generated.

These indicators are shown automatically on the web platform, making it easy to monitor the status of each request.

Note: when the icon turns green, the form is fully signed and ready to be processed. If it stays red or blue, signer actions are still pending.

📌 Web Signature Panel - Centralized Management and Bulk Signing

The Web Signature Panel lets users sign documents directly from the platform and manage all requested and completed signatures in one place, making it easier to administer the signing process and sign multiple documents at once.

Key features:

Direct web signing: users can sign documents without needing an email link, all from their web account.
Centralized signature management: control and monitor the status of all signatures, both requested and completed, from a single panel.
Bulk signing: sign multiple documents simultaneously, ideal for users with large volumes of signature requests.

How to use the Web Signature Panel?

Access the panel: from your account's main menu on DataScope, select the Signatures option.
Signing documents: you can select one or more documents to sign. Use the bulk signing option to process multiple documents at once.
Managing requests: view all your signature requests in one place and check which ones are pending or completed.
1. Under My Signatures > Completed, you can share the signed document's PDF to any emails you need, as well as download it for viewing.
2. Under Sent Requests > In Progress, you can see who has already signed and who's still pending, and you also have the option to delete a request at this stage.
3. Under Sent Requests > Completed, you can review the full signature detail and, just like with completed requests, share the signed document's PDF to any emails you need.

Important notes:

This feature can only be used with an internet connection.
Once a document is signed, no further changes can be made to the form.
Users need "Edit forms" permission to request signatures on forms.

📌 International Electronic Signature

This is also available for the countries listed below — the procedure is the same, only the tax/ID data for each country changes.

In some countries, the personal or company identifier won't be required when setting it up on the account.

Country	Personal identifier	Company identifier
México	CURP	RFC (personas morales)
Chile	RUN / RUT	RUT (empresa)
Brasil	CPF	CNPJ
Argentina	CUIL / DNI	CUIT
Colombia	Cédula de Ciudadanía / Cédula de Extranjería	NIT
Perú	DNI / CE	RUC
Uruguay	Cédula de Identidad	RUT
Paraguay	Cédula de Identidad	RUC
Bolivia	Cédula de Identidad	NIT
Ecuador	Cédula / Pasaporte	RUC
Venezuela	Cédula de Identidad	RIF
Estados Unidos	SSN	EIN
Canadá	SIN	BN
República Dominicana	Cédula / Pasaporte	RNC
Costa Rica	Cédula / DIMEX	Cédula Jurídica
Panamá	Cédula / Pasaporte	RUC
Guatemala	DPI	NIT
El Salvador	DUI	NIT
Honduras	Identidad Nacional	RTN
Nicaragua	Cédula de Identidad	RUC
Puerto Rico (US)	SSN	EIN
Cuba	Carné de Identidad	NIT
Jamaica	TRN	TRN (empresa)
España	DNI / NIE	CIF / NIF
Portugal	NIF	NIF (empresa)
Francia	Numéro INSEE	SIRET
Alemania	Steuer-ID	Handelsregisternummer
Italia	Codice Fiscale	Partita IVA
Reino Unido	National Insurance Number	Company Number
Irlanda	PPS Number	CRO Number
Países Bajos	BSN	KvK Number
Bélgica	Numéro National	BCE Number
Suiza	AHV Number	UID
Suecia	Personnummer	Organisationsnummer
Noruega	Fødselsnummer	Organisasjonsnummer
Dinamarca	CPR Number	CVR Number
Finlandia	Henkilötunnus	Y-Tunnus
Polonia	PESEL	NIP
República Checa	Rodné číslo	IČO
Hungría	Személyi szám	Adószám
Grecia	ΑΦΜ	ΑΦΜ (empresa)
Turquía	TC Kimlik No	Vergi Numarası
Israel	Teudat Zehut	Company Number
Egipto	National ID	Tax ID
Sudáfrica	ID Number	VAT Number
Nigeria	NIN	TIN
India	Aadhaar	PAN
China	Resident ID	Unified Social Credit Code
Japón	My Number	Corporate Number
Corea del Sur	Resident Registration Number	Business Registration Number
Australia	TFN	ABN
Nueva Zelanda	IRD Number	NZBN

💡 Important:

In countries where the field doesn't apply or isn't required, you can leave it blank without affecting the process's validity.
DataScope automatically adjusts the required fields based on the country selected on your account.

🔎 Document Validation via QR Code

Documents signed in DataScope include a validation QR code, which lets you verify the authenticity of the document and its electronic signatures.

The QR code is only shown once the document has at least one signature.
For standard PDF documents, the QR code is displayed automatically.
For custom PDF documents, the QR code is not shown automatically. Its display must be configured manually in the PDF editor, using the link_document_verification variable within the QR Code element.

➡️ Accessing document details

Clicking "Download document" doesn't download the file automatically. Instead, the system redirects to the document view, from which the PDF can be downloaded.

This happens because:

Only users authenticated in DataScope can access the document details.
In a directly downloaded PDF file, there's no way to validate whether the user is logged in, so the download is controlled from the platform.

📌 The "Access document details here" link can only be viewed by users who are logged in to DataScope.

➡️ Validation under Chilean regulations (DT)

When the account has electronic signature configured under Chilean regulations, the document will include a Dirección del Trabajo (DT) validation button.

The DT button only appears if the account's signature configuration corresponds to Chile.
This button will only be shown when there's at least one signature on the document.
From there, you can verify that the electronic signature complies with current Chilean regulations.

📌 Signature Integration with Google Sheets

Follow these steps to integrate the collection of electronic signatures with Google Sheets in DataScope:

Log in to DataScope and go to the Integrations tab.
Click on Google Spreadsheet and select New Signature.
Copy and paste the link to the Google Sheets spreadsheet where you want to store the signature data.
- If you don't have a spreadsheet created yet, you can do so by accessing Google Sheets.
In the Google Sheets spreadsheet, click Share > Add people and groups.
Add the address: datascope-sheets@datascope-io.iam.gserviceaccount.com and set it to Editor permissions.
Save the settings.

Once configured, you will start receiving the following signature data in your Google Sheets:

Request ID
Signature Date
User who signed
Email
Form Name
Form ID
Location
Signed Form
Signature Status

Verified electronic signature