Electronic Signature Settings and Signing Workflow
The electronic signature feature allows you to send documents from Hanna for signing via Mobile Signature or Smart-ID and track the process status. The function can be enabled separately, and its use may be subject to a charge.
Administrators can access the settings by navigating to System Settings → Settings → Miscellaneous → E-signature. Here, you can select whether the signature appears on the first or last page of the document and define the link's validity period. The screen displays the number of billable signatures for the current month.
- Prepare the final version of the document and generate a PDF if necessary.
- Open the signing actions within the Document, Contract, or Project card.
- Add the signatories and verify their details.
- Select a sequential signing order if required.
- Initiate the Mobile Signature or Smart-ID process.
- Monitor the status and the final file within the card.
The link is valid for a limited time; initiate a new session if it expires. If the data is incorrect, cancel the ongoing process and start over.
If you do not see the tab or action, the feature may be disabled, or you may not have the required permissions. Contact your administrator or Hanna Customer Support.
Missing signing invitation or notification
First distinguish the email invitation from a Smart-ID or Mobile Signature confirmation. The invitation opens the document; confirmation belongs to a signing action that has already been started.
The Contract signing invitation email has not arrived
- In the Contract record, check the signatory list and the intended recipient's status. Adding a signatory does not by itself mean an invitation has been sent.
- If sequential signing is enabled, check whether the previous person has signed. Starting this workflow invites the first signatory; the next is invited after the previous person signs. Check the main Contract document and each supplement separately.
- Open the signatory's details and verify the email address. An invitation may not be sent if the selected Contact is inactive or the recipient has no email address.
- If the interface shows the invitation as sent, ask the recipient to check spam and organizational mail filters. A sent status does not confirm that the recipient has read the email.
If another invitation is needed, use the invitation action for that specific unsigned recipient when it is available in your interface. Do not restart the entire signing workflow just because an email is delayed: this may reset incomplete signing sessions.
No Smart-ID or Mobile Signature confirmation appears
Check that the selected signing method has actually been started on the signing page and that the requested details are correct. A new attempt may be blocked if the document has already been signed, its source file is unavailable, or another signing action is still being finalized. Follow the specific message on screen; receiving an invitation email alone does not start confirmation on the phone.
What to send Hanna Support
Provide the document link or number, signing method, attempt time and time zone, recipient status, whether signing is sequential, and the exact error text. Specify what is missing: the invitation email or confirmation on the phone. Do not send PINs, one-time codes, identity documents, or the complete signing URL containing secret parameters.