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Feature Availability

Vtiger Editions: One Pilot | One Growth | One Professional | One Enterprise | One AI

Introduction

The Signature Field in Vtiger CRM enables you to capture and store digital signatures directly within CRM records. Users can collect signatures using touchscreen devices or mouse-enabled systems without installing any additional applications.

Captured signatures are automatically saved and securely stored within the respective CRM record.

This feature is particularly useful in environments where:

• Email-based approvals are restricted
• Phone confirmations are not permitted
• Document photography is prohibited due to compliance or security regulations

The Signature Field is available in the following modules:

• Invoices
• Sales Orders
• Purchase Orders
• Quotes
• Custom Modules

Note: The Documents module currently does not support the Signature Field.

Key Features

The key features of Signature Field are:

• Capture digital signatures using touchscreen or mouse devices.
• No additional installation required.
• Embedded directly within CRM modules.
• Secure storage within CRM records.
• Option to mark the field as Mandatory.
• Available for Custom Modules.
• Integrated with document approval workflows.

Benefits

The benefits of Signature Field are:

• Reduces paperwork and manual processing
• Saves time and operational costs
• Improves approval turnaround time
• Enhances compliance and audit readiness
• Streamlines document management
• Enables seamless record-level storage

In this article, you will learn about:

• Adding the Signature field
• Capturing a Signature 
• Viewing the Signature

Adding the Signature Field

You can add the Signature field to different modules on the Module Management page. To help you understand the process, we will add a signature field to the Purchase Orders module. You can follow the same steps to add a signature field in other modules.

Follow these steps to add the Signature field:

1. Log in to your Vtiger CRM account.
2. Go to the main Menu.
3. Click Settings.
4. Click Module Layouts & Fields. The Module Layouts & Fields page opens.
5. Select Purchase Orders from the Select Module dropdown to add the signature field.
6. Click + Add Custom Field. The Create Custom Field window opens.
7. Enter or select the following information:
   1. Select Field Type: Select Signature.
   2. Label Name: Add the name for the field.
   3. Help info: Provide your additional instructions or clarification.
   4. For example, add your sign.
   5. Mandatory Field: To make the Signature Field mandatory, enable the checkbox.
8. Click Save.

Note: 

• Mass Edit and Header View checkboxes are disabled for the Signature field Layout. 
• If the Signature field is mandatory and a record lacks a Signature during external application sync (for example, Google Contacts), the sync will be skipped with a Mandatory Field Missing warning.

Capturing a Signature

This field allows you to capture customer signatures for Work orders, Service deliveries, Approvals, etc. Once the signature is obtained, Vtiger CRM stores the signature within the specific module's record for which you obtained the signature.
In this example, we will capture a signature for Order PO77443 - IT Equipment Purchase Details. For this, you must have added the signature field in the Purchase Order module. The signature canvas will be available in the Order PO77443 - IT Equipment Purchase Details recorded Details View.

Follow these steps to capture a signature:

1. Log in to your Vtiger CRM account.
2. Go to the main Menu.
3. Go to the Purchase Orders module. The List View opens.
4. Select and click the Order PO77443 - IT Equipment Purchase Details record to open its Summary View.
5. Search for the sign in the Search Bar, and you will find the Add Signature button.
6. Click Add Signature. The Canvas for signing opens.
7. Ask the customer or client to use the mouse or touch screen to sign in the Canvas area.
8. Click Save.

Viewing the Signature

You can view signatures captured for your documents in the Details View of the related record. We captured a signature for the Order PO77443 - IT Equipment Purchase Details record above. Let us now view the signature in its Details View.

Follow these steps to view the captured signature:

1. Log in to your Vtiger CRM account.
2. Go to the Purchase Orders module.
3. Select and click the Order PO77443 - IT Equipment Purchase Details record to open its Summary View. 
4. Click Details. The Details View opens.
5. Search for a sign in the Search Bar.

The system displays the captured signature.

Note: You cannot export signatures because they are in the image format.

Limitations

• Signature fields are not supported in the Documents module, Webforms, and Mailroom actions.
• The Signature field can't be made into a header field.
• Only one Signature field can be added per module.
• Signatures cannot be edited directly in the Grid view.
• Importing values into the Signature field is not supported.
• Uploading an image file as a signature is not allowed.
• Once a signature is saved, it cannot be edited within the same view. You can replace or delete it with a new signature.
• Masking functionality is not available for the Signature field.

References

Zoho Sign
Docusign