Feature Availability in Vtiger Editions: One Pilot | One Growth | One Professional | One Enterprise

Introduction

The Vtiger Signature field offers a convenient way to capture and manage digital signatures directly within your CRM platform. It enables you to capture digital signatures on various devices, including touchscreens and mouse-enabled devices. Signatures captured using the field are automatically imported and securely stored within the Vtiger CRM system. Also, you don’t have to install the Signature field.   

This field becomes especially beneficial in situations where email access, phone calls, or document photography are restricted due to security protocols or regulations.
The Signature field is a functionality embedded within various CRM modules including: 

• Invoices 
• Sales Orders
• Purchase Orders
• Quotes 

This field is also available in the Custom module. 

Note: It is currently not supported by the Documents module.

Benefits of using the Signature field  in Vtiger

Using the Signature field with the CRM provides the following benefits:

• Ability to take signatures with touchscreen devices
• Reduction in cost and time
• Does not require the installation of the app
• Improves document approval workflows
• Streamlines document management
• Seamless integration with Vtiger CRM records

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. For you to understand the process, we will add a signature field in 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. Click the User Menu on the top right corner of the screen.
3. Select Settings.
4. Go to the Module Management page.
5. Click Module Layouts & Fields. The Module Layouts & Fields page opens.

6. Select Purchase Orders from the Select Module dropdown to add the signature field.
7. Click + Add Custom Field. The Create Custom Field window opens.
8. 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.
      1. For example, add your sign.
   4. Mandatory Field: If you want to make the Signature Field mandatory, enable the checkbox.
9. 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 are going to capture a signature for a 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 record Details View.

Follow these steps to capture a 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 sign in the Search Bar, 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 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 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 sign in the Search Bar.

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 as 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

Reference

Zoho Sign

Docusign