E-Signature Workflow

Otesse uses a type-to-sign model for electronic signatures. Workers type their full legal name to sign a document. The signature is timestamped, linked to the signer's identity, and permanently locks the document. This page covers the complete signing flow, validation rules, and legal compliance details.

Type-to-Sign Model

The worker types their full legal name into a signature field. No drawn signatures, no uploaded images — typed name only.

Property	Description
Input	Text field where the worker types their full legal name
Validation	Must match first name + last name from the worker's profile (case-insensitive)
Display	Rendered in a cursive/script font to visually represent a signature
Timestamp	Recorded at the exact moment the worker clicks "Sign Document"

Why Type-to-Sign

1. Legally sufficient — A typed name with intent to sign is valid under the ESIGN Act and UETA
2. No ambiguity — No handwriting interpretation issues
3. Verifiable — Name must match the worker's profile, timestamp is exact, IP address is recorded
4. Accessible — Works on all devices without requiring drawing capability

Signing Flow

Step 1: Complete All Required Fields

The signature field is visible but disabled until all other required fields in the document are completed and pass validation. A helper message appears below the signature field:

"Complete all required fields before signing"

Step 2: Signature Field Unlocks

Once all required fields pass validation, the signature field becomes active with updated helper text:

"Type your full legal name to sign"

Step 3: Worker Types Name

The worker types their full legal name. Real-time validation checks:

• Name is not empty
• Name matches the worker's profile (first name + last name, case-insensitive)
• If the name does not match, an inline error appears: "Name must match your legal name on file: Nathaniel Maddox"

Step 4: Worker Clicks "Sign Document"

The "Sign Document" button is disabled until name validation passes. On click:

1. The system creates an immutable signature record
2. The document status transitions to "completed"
3. All fields are permanently locked
4. A confirmation message appears: "Document signed successfully on February 27, 2026 at 2:34 PM"

Step 5: Document Locked

The document is now a completed legal record. The worker can view it but cannot make any changes. The signature area displays:

• The signed name in cursive/script font
• The exact date and time of signing
• The signer's IP address (partially masked)
• A notice: "This document is locked and cannot be modified"

Signature Record

When a worker signs a document, the system creates a permanent, immutable record:

Field	Description
instanceId	The document instance that was signed
userId	The worker who signed
legalName	The full legal name typed by the worker
signedAt	Exact timestamp of the signature
ipAddress	IP address of the signer at the time of signing
userAgent	Browser and device information
templateVersion	Template version number at the time of signing

This record is permanently immutable. It cannot be edited, deleted, or overridden by any user or administrator. It serves as the legal proof that the worker signed the document at a specific time and place.

Signature vs Submission

Not all documents require a signature. The requiresSignature flag on the template determines the completion path:

Documents Requiring Signature

Template	Reason
W-9 (Tax ID)	IRS requires signature on tax forms
I-9 (Employment Eligibility)	Federal requirement
Direct Deposit Authorization	Bank authorization requires signature
Non-Disclosure Agreement	Legal contract
Background Check Consent	Legal authorization
Code of Conduct Agreement	Binding acknowledgment
Safety Training Certification	Certification of completion
Vehicle Use Agreement	Liability acknowledgment

Documents Requiring Submission Only

Template	Reason
Employee Handbook Acknowledgment	Acknowledgment of receipt, not a binding contract
Emergency Contact Form	Information form, no legal obligation
Workers' Compensation Notice	Informational notice only

Behavior Differences

Aspect	Signature Required	Submission Only
Completion trigger	Worker types name + clicks "Sign"	Worker clicks "Submit"
Signature record created	Yes	No
Legal name validation	Yes	N/A
IP address recorded	Yes (on signature)	No
Document locking	Same — both are immutable after completion	Same

Expiry Calculation on Signing

When a document is signed, the system calculates the expiration date based on the template's renewal configuration:

• Calendar renewal: Next occurrence of the configured month/day after the signing date
• Signature-based renewal: Signing date plus the configured number of months
• No renewal: No expiry date is set; the document remains valid indefinitely

For example, if a worker signs a W-9 (calendar renewal, December 31) on March 15, the expiresAt is set to December 31 of the current year. If signed on December 28, it still expires December 31 — just 3 days later.

Legal Compliance

The e-signature system complies with:

• ESIGN Act (Electronic Signatures in Global and National Commerce Act) — Typed name with intent to sign is legally binding
• UETA (Uniform Electronic Transactions Act) — Electronic records and signatures have the same legal effect as paper

Key compliance elements:

1. Intent to sign — The worker must affirmatively click "Sign Document" (signatures are never automatic)
2. Association — The signature is linked to the specific document instance
3. Record retention — Signed documents are stored indefinitely and cannot be altered
4. Audit trail — Full record of who signed, when, from where, and which template version was in effect