WhatsApp Sign - Digital signature requests via WhatsApp
Send documents for e-signature, signature reminders, and track signing status directly via WhatsApp for fast and convenient signing workflow
WhatsApp Sign module integrates WhatsApp Business API with Odoo Sign e-signature system, enabling sending signature requests, reminding signers, and notifying completion status directly via WhatsApp.
Signers receive secure document links via WhatsApp, sign on phone or computer, and receive signed documents immediately - accelerating signing from days to hours.
Key Features
Key points
• Send Signature Requests: Automatically send document signing links via WhatsApp upon request creation
• Smart Reminders: Auto-send reminders after 24h, 48h, 72h if not signed
• Status Notifications: Real-time updates when signer opens document, completes signing, or declines
• Multi-signer: Support multiple signers sequentially or in parallel, notify each step
• Signed Documents: Automatically send fully signed PDF to all parties
• Custom Templates: Design message templates for each document type (contracts, NDAs, forms)
• High Security: Signing links with OTP codes, expire after predefined time
• Detailed Tracking: Dashboard shows signing rate, average time, pending documents
Workflow
Steps
1. Sender creates signature request in Odoo Sign, uploads PDF document, marks signing positions
2. Add signer information: name, email, WhatsApp phone number, role (sign, approve, view)
3. System creates secure signing link with OTP code, expiration time (default 7 days)
4. WhatsApp API sends message with signing link to signer phone number within seconds
5. Signer clicks link, verifies OTP (if enabled), views document and signs electronically on phone
6. After signing, system sends WhatsApp notification to sender and next signer (if any)
7. When all sign, send fully signed PDF document to all parties via WhatsApp and email
Module Configuration
Steps
1. Install module: Go to Apps, search "WhatsApp Sign", click Install. Module requires whatsapp and sign installed
2. Configure WhatsApp API: Settings → WhatsApp → Accounts, select connected WhatsApp Business account
3. Setup signature request template: WhatsApp → Templates, create "sign_request" template with variables {{signer_name}}, {{document_name}}, {{sign_link}}. Submit for Meta approval
4. Create reminder template: Template "sign_reminder" with polite reminder content, include signing link
5. Create completion template: Template "sign_completed" notifying document fully signed, include PDF
6. Configure Sign: Sign → Configuration → Settings, WhatsApp tab, enable "Send via WhatsApp", select created templates
7. Setup reminders: Configure reminder sending times (24h, 48h, 72h) and maximum reminder count
8. Test sending: Create test signature request, enter your phone number, check receiving link and signing process
Integration with Other Modules
Ecosystem Connections
| Module | Integration | Benefits |
|---|---|---|
| sign | Send signature requests and signed documents via WhatsApp | Faster signing, less spam emails, higher signing rate |
| sale | Send sales contracts, quotes requiring customer signature | Close deals fast, customers sign on phone immediately |
| hr | Send employment contracts, amendments, forms requiring employee signature | Fast onboarding, remote signing, paperless |
| purchase | Send purchase contracts, POs requiring supplier signature | Fast order confirmation, reduced wait time |
| project | Send project contracts, acceptance reports requiring customer signature | Fast payment, reduced disputes, digital storage |
| crm | Send NDAs, service contracts for leads and opportunities | Fast lead conversion, track signing status in CRM |
Message Template Examples
Common Templates
| Template | Sample Content | Variables |
|---|---|---|
| sign_request | Hello {{signer_name}}! You have document "{{document_name}}" requiring e-signature. Please click link to view and sign: {{sign_link}}. Deadline: {{deadline}} | {{signer_name}}, {{document_name}}, {{sign_link}}, {{deadline}} |
| sign_reminder | Reminder: Document "{{document_name}}" not yet signed. Please complete before {{deadline}}: {{sign_link}} | {{document_name}}, {{sign_link}}, {{deadline}} |
| sign_completed | Congratulations! Document "{{document_name}}" fully signed. Download signed document: {{download_link}} | {{document_name}}, {{download_link}} |
| sign_declined | Notice: {{signer_name}} declined to sign document "{{document_name}}". Reason: {{reason}} | {{signer_name}}, {{document_name}}, {{reason}} |
| next_signer | Hello {{signer_name}}! {{previous_signer}} completed signing. Your turn to sign document "{{document_name}}": {{sign_link}} | {{signer_name}}, {{previous_signer}}, {{document_name}}, {{sign_link}} |
Common Document Types
Popular Use Cases
| Document Type | Signer | Average Signing Time |
|---|---|---|
| Employment Contract | New employee | 2-4 hours |
| Sales Contract | Customer | 4-8 hours |
| NDA (Non-Disclosure Agreement) | Partner, supplier | 1-2 hours |
| Leave Request | Manager approval | 30 min - 2 hours |
| Acceptance Report | Customer, PM | 1-3 days |
| Purchase Contract | Supplier | 4-12 hours |
| Contract Amendment | Multiple parties | 1-2 days |
Best Practices
Key points
• Write concise, clear messages, state document to sign and deadline clearly
• Send signature requests during business hours (9am-5pm) for higher signing rate
• Setup reasonable reminders: not too many (annoying) but enough so signers don't forget
• Use OTP for important documents (employment contracts, financial) for security
• Monitor dashboard to detect long-pending documents, proactively contact signers
• Backup signed documents on server and cloud storage, don't rely only on WhatsApp
• Train users how to create signature requests correctly: mark signing positions clearly, logical signer order
• Verify template approved by Meta before deployment to avoid disruption
Troubleshooting
Common Issues
| Error | Cause | Solution |
|---|---|---|
| Cannot send signature request | Template not approved, wrong phone number | Check template status. Ensure phone number has country code (+84) |
| Signing link won't open | Link expired, OTP error, browser blocking | Recreate signature request with longer expiration. Guide signer to use different browser |
| Signer not receiving message | Phone number not using WhatsApp, blocked messages | Verify phone number. Guide to unblock WhatsApp Business number |
| Reminders not automatic | Cron job not running, wrong reminder config | Check Scheduled Actions in Settings → Technical. Reactivate cron job |
| Signed document not sent | PDF file too large, PDF generation error | Optimize PDF size. Check PDF generation log in Settings → Technical → Logging |
Security and Compliance
Key points
• Signing links have unique token, unguessable, expire after predefined time
• OTP via SMS or email (optional) to authenticate signer before allowing signature
• Complete audit trail: who signed, when, from which IP, which device - stored permanently
• E-signatures comply with eIDAS (EU), ESIGN Act (US), Electronic Transactions Law (VN)
• Document encryption during transmission (HTTPS) and storage (AES-256)
• Access control: only signer and request creator can view document
• No document storage on WhatsApp server - only send link, documents stored on Odoo
• GDPR compliance: signers can request personal data deletion after signing
Reports and Analytics
Key points
• Sign Dashboard: Total signature requests, success rate, decline rate, pending
• Average Signing Time: By document type, signer, sending channel (WhatsApp vs Email)
• Reminder Effectiveness: Signing rate after 1st, 2nd, 3rd reminder
• Signer Analysis: Who signs fast, who slow, who often declines
• Channel Comparison: WhatsApp vs Email vs SMS signing rates to optimize budget
• Export Reports: Export Excel/CSV data for deeper analysis, management reporting