Cyllo Sign Documentation

Introduction

The Sign module in Cyllo offers a comprehensive solution for streamlining document management processes within organizations. Its primary benefit lies in enabling digital signatures directly within the Cyllo platform, eliminating the traditional manual approach of printing, signing, and scanning documents. This not only saves time but also enhances efficiency by seamlessly integrating signature workflows into existing document management processes. With accessibility from anywhere with internet connectivity, the module facilitates remote collaboration and improves overall accessibility to signed documents. With the Cyllo Sign module, completing the sign process takes just a few simple clicks.

1. Sign Features

• Templates streamline repetitive signature processes, boosting productivity by saving time and effort. This means that a single template can generate multiple sign requests, simplifying the workflow.
• Customizable fields within documents can be tailored effortlessly using drag-and-drop functionalities.
• Notifications will be sent to the user for each sign request.
• The signature fields support three types: text, check, and signature. Users can upload, draw, or utilize their auto generated signature for the signature field.
• Portal users have the capability to view and sign the documents they request directly from their portal view.

2. Sign Templates

A Sign Template is a PDF document with signature fields mapped onto it — once configured, the same template can be reused to generate any number of sign requests without redoing the field layout each time.

2.1 Creating a Sign Template

To access the sign module, install and open it. Upon opening, you'll be presented with sign templates in a Kanban format, where you can upload PDF documents to serve as sign templates. This view makes it easy to see, at a glance, which templates already exist and their current status. Sign templates can also be seen in the list view for a more compact, sortable overview.

How to Create a Sign Template

1. Go to Sign → click Upload a PDF & Sign
2. Select the PDF document to use as the template
3. You are redirected to the field-configuration view for the uploaded document

Fig 2.1 — Sign templates in Kanban view

Note

Sign templates can also be opened directly from the Kanban view to reconfigure their fields at any time, even after a template has already been used to send requests.

2.2 Configuring Sign Fields

To configure the sign template, you can open it from the Kanban view, or you'll be directed to the same view automatically upon uploading a PDF. Here you'll find the available sign fields displayed on the right. This intuitive drag-and-drop interface simplifies the customization process, allowing users to efficiently tailor sign templates to their specific needs without any technical setup.

How to Add Fields to a Template

1. Open the sign template (from Kanban, or right after uploading a PDF)
2. Locate the available fields panel on the right: Name, Sign, Text, Email, Phone, Date
3. Drag the required field from the panel and drop it onto the desired position in the PDF
4. Repeat for each field the document needs — for instance, drag the Name field onto the PDF to allocate a name entry
5. Fields save automatically as they are placed — no separate save step is required

Fig 2.2 — Available sign fields displayed alongside the uploaded PDF

Fig 2.3 — Name, Email, Sign, and Phone fields placed onto the form

Key Fields

• Name / Email / Phone: Auto-populate from the signer's contact record when they open the document to sign.
• Text: Free-text entry the signer types directly.
• Date: Captures the date the field is completed.
• Sign: Captures the signer's signature, via an auto-generated, drawn, or uploaded image.

2.3 Field Settings

After placing a field, you can select it within the PDF to input details and configure validation. This process allows for effortless customization of PDF documents with required fields, ensuring efficient data collection before the document is sent out.

How to Configure a Field

1. Click on a placed field to open the Edit Fields popup
2. Set the Field Name and Placeholder text shown to the signer
3. Under Filled by, choose the role responsible for the field — Employee or Customer (fields default to Customer when first dropped)
4. Check Required if the document should only validate once this field is filled
5. Click Save to apply the changes, or Delete to remove the field entirely

Fig 2.4 — Editing a field's name, assigned role, placeholder, and required status

Note

When a field is marked required, the signed document can only be validated once that field has been filled in by the assigned signer.

2.4 Field Roles and Colors

Within field settings, you can designate the role of the user intended to fill each field. Currently, two roles are available out of the box — Employee and Customer — and changing a field's role also changes its color in the template, making it easy to see at a glance which role is responsible for which field without opening every field individually.

Fig 2.5 — The Name field recolored after its role was changed to Employee

3. Sending Sign Requests

Once a template's fields are configured, it's ready to be sent out for signature. Cyllo lets you choose exactly who needs to sign, cc additional contacts, and customize the request message before it goes out — all from a single wizard.

3.1 Generating a Sign Request

Once you've finished configuring all the fields, your document is prepared for signing. You can now send the document to the necessary users for their signatures directly from the Kanban view, which opens a guided wizard for selecting signers and message details.

1. In the Templates Kanban view, click Send on the desired template
2. The Generate Sign wizard opens, showing the file name and validity date

Fig 3.1 — Sending a sign request from the templates Kanban view

3.2 Adding Signers

Clicking Send opens a popup wizard allowing you to select the signers and their respective roles. You have the option to choose multiple users for signing different fields if needed, so a single document can collect input from more than one person before it's considered complete.

How to Add Signers

1. In the Generate Sign wizard, open the Signers tab
2. For each role shown (e.g., Employee, User), assign the corresponding partner/contact
3. Add additional signer lines if more than one person needs to sign different fields

Fig 3.2 — Assigning signer partners to each role

3.3 Contacts in Copy

Contacts in Copy allows you to add additional recipients (CC) when sending the request email. These contacts are not primary signers and won't be asked to fill any fields, but they will receive a copy of the message for their reference — useful for keeping a manager or account contact in the loop.

1. In the Generate Sign wizard, open the Contacts in copy tab
2. Add the contacts who should be copied on the request email

Fig 3.3 — Adding CC contacts to a sign request

3.4 Customizing the Signature Request Message

There is an option to customize the subject and body of the sign request under the Signature Request tab, so the email that reaches each signer can carry your own wording rather than a generic default.

1. In the Generate Sign wizard, open the Signature Request tab
2. Edit the Subject and Message fields as needed

Fig 3.4 — Customizing the subject and message of the sign request email

Within the wizard, you'll notice two buttons at the bottom: Generate & Sign Now and Send.

• Generate & Sign Now: Used when the current user is designated in the signer's section and wishes to sign immediately, proceeding straight into the signing view.
• Send: Used to send the request to other signer users. This creates a sign request that can be viewed under the Requests menu, and the signers added will receive a notification via email.

4. Managing Sign Requests

Once a request has been sent, it needs to be tracked, opened, and signed by each assigned signer. This section covers how internal users find, review, and complete their own sign requests.

4.1 Viewing Sign Requests

When the Send button is used, a sign request is created, which can then be viewed under the Requests menu. You can access all sign requests under the All Requests menu, while those specifically related to the currently logged-in user are found under My Requests.

1. Go to Sign → Requests → All Requests (or My Requests)
2. Filter by status using the sidebar: Draft, Partially Signed, or Fully Signed

Fig 4.1 — All sign requests grouped by status

4.2 Signing a Request (Internal Users)

If a user is an internal user, they can view all their requests and sign them as needed, right from the request's detail page.

1. Open a request from All Requests or My Requests
2. Review the Signers table showing each partner and their assigned role
3. Click Sign to proceed to the signing view, or Cancel to discard the request

4.3 Completing the Signature

Users can utilize the Sign button in the request to be redirected to the signing view, where they can proceed to sign the document. In this view, users can simply click on the signature fields, which will automatically populate the contents if the field is designated for name, email, or phone.

Fig 4.2 — Sign Button in the request

1. Click on the signature field on the document
2. Name, email, and phone fields auto-populate from the signer's record
3. For text fields, type the required text directly
4. For the signature field, a popup opens to capture the signature

Fig 4.3 — Clicking the signature field to sign the document

In the below interface, users have three options to input their signature: "Auto", "Draw", and "Load".

• With "Auto", an auto generated signature will be displayed, which the user can adopt and sign.
• Choosing "Draw" allows users to manually draw their signature.
• Opting for "Load" enables users to upload a file from their system as an image to use as their signature.

Fig 4.4 — Choosing between Auto, Draw, and Load signature input methods

5. Customer Portal Signing

If the user is a portal user, they can sign their document directly from their portal — without needing an internal Cyllo account or extra setup, and without navigating away from the rest of their self-service area.

5.1 Accessing Sign Requests from the Portal

Upon opening the portal home page, customers are shown a Sign Request tile alongside their other self-service options, such as sales orders and invoices, so signing fits naturally into the same place they already check for order status.

1. Log in to the customer portal
2. From the portal home, click the Sign Request tile

Fig 5.1 — Sign Request tile on the customer portal home page

5.2 Viewing Sign Request Status

Upon opening Sign Requests, the customer is redirected to a view showing all the sign requests associated with them. These requests are categorized into different stages, including draft, sent, signed, and cancelled, so the customer always knows what still needs their attention.

1. Open Sign Requests from the portal
2. Use the tabs — All, Draft, Partially Signed, Signed, Cancelled — to filter by stage

Fig 5.2 — Sign requests grouped by stage in the customer portal

5.3 Signing from the Portal

Upon opening a request, the customer can access its detailed information. In the left sidebar, they'll find the Sign button; clicking it redirects them to the sign view, where they can proceed to complete the signing process just as an internal user would.

1. Open a request from the Sign Requests list
2. In the left sidebar, click Sign (or Refuse to decline)
3. Complete the signing process in the sign view

Fig 5.3 — Signing or refusing a request from the customer portal

5.4 Validating and Sending the Signed Document

After signing, users can click on Validate & Send Document, which will send the signed document straight back to the requesting user without any further manual steps on either side.

1. After completing all required fields, click Validate Document (also labeled Validate & Send Document)
2. The signed document is sent to the requesting user

Fig 5.4 — Validating and sending a signed document

After receiving confirmation that the document has been signed and sent, users can download their signed document using the download button.

Fig 5.5 — Download a fully signed document from the portal

6. Configuration

Users can configure new fields, roles, and tags under the Sign module's configuration settings, allowing the module to be extended beyond the default set of fields and roles as your document workflows grow.

6.1 Fields

Users can create new fields by specifying a name and choosing the field type from the available options, which then become available for drag-and-drop on any sign template.

1. Go to Sign → Configurations → Fields
2. Click New
3. Enter a Field Name and choose the Field Type from the available options

Fig 6.1 — Configured fields with their types and icons

6.2 Roles

Users can create a new role by specifying a name, domain if required, and setting a color. This color will be displayed in the signature fields when that role is added to a sign template, making it easy to distinguish responsibilities at a glance.

1. Go to Sign → Configurations → Roles
2. Click New
3. Specify a Role Name, an optional Domain, and a Color

Fig 6.2 — Configured roles with assigned colors

Note

The role's color is displayed on signature fields whenever that role is assigned to a field in the sign template, both during configuration and while signing.

6.3 Tags

Tags can also be configured to categorize sign templates, which is especially useful once the number of templates grows and they need to be grouped by document type, such as application forms versus agreements.

1. Go to Sign → Configurations → Tags
2. Click New and enter a tag name (e.g., Application Form, Agreement/Contract)

Fig 6.3 — Configured sign template tags

In order to set tags for a certain template, first view the template by clicking on the eye icon on the template in kanban view.

Fig 6.4 — Opening a template from Kanban view to configure its tags.

Here we can configure tags for our template.

Fig 6.5 — Tag assigned to a sign template