ProjectCAPEX has built-in electronic signatures. You can ask people to sign a record inside the app, without sending it to another service. It is a simple electronic signature: each signer confirms who they are with a one-time code emailed to their account, and the app keeps a fingerprint of exactly what they signed.
What you can sign
A Signatures panel appears on five kinds of record:
- Quality gate decisions, once the gate has been passed, conditionally passed, failed or deferred. See Quality gates.
- Status reports, once marked final. See Status reports.
- Change requests, once saved. See Change requests.
- Documents in the register, once saved. See The document register.
- Cutover go / no-go checkpoints, once saved as a checkpoint. See Cutover.
Before you start
Before you request signatures
- Your plan includes e-signature: Professional, Enterprise or a personal plan (Solo, Lifetime Solo or Consultant)
- Your role can request signatures
- Every signer is a project member who has accepted the invitation
- The record is final: edits after the request stop the signing
How to request signatures
- Open the record
Find the Signatures panel and select Request signatures.
- Choose the signers
Under Signers, pick the project members who must sign.
- Choose the order
Set Order to In order (each signer is asked once the one before has signed; use the arrows to reorder) or All at once.
- Add a message
Optionally write a Message telling signers what to check.
- Send
Select Send request. The panel shows Awaiting signatures with a count, each signer's status and the record's fingerprint (SHA-256).
- Check the confirmation
A line under the panel says who was emailed, such as "Request sent. The signer has been emailed." If an email can't be sent, it says so: select Copy link and share the link yourself.
Each signer gets an email when it is their turn, saying who asked them to sign and what, with a link to Home. With All at once, every signer is emailed straight away. With In order, the first signer is emailed when you send, and each next signer is emailed after the one before signs.
Signers also find the request on Home (the sidebar shows a count next to Home) and in the record itself. While a request is open, the requester (or anyone who can request signatures) can select Cancel request.
How signing works
- Open the request
When it is your turn, select Sign now on the record, or Sign on Home.
- Read what you are signing
The drawer shows a read-only summary under What you are signing.
- Make your signature
Under Sign by, choose Type and enter your full name, or Draw and sign in the box with a mouse, pen or finger. Tick I agree this is my electronic signature.
- Confirm it is you
Select Email me a code. Enter the Code from the email and select Sign.
To refuse, select Decline and say why. The requester sees your reason on the record, and the request is declined.
If the record changes
The fingerprint is taken when the request is sent. If someone edits the record afterwards, the panel shows Changed since request and signing stops. Cancel the request, then send it again with Request again so signers see the current version. If it changes after everyone has signed, the badge reads Changed after signing: the signatures cover the earlier version shown in the certificate.
The certificate
When the last signer signs, the app creates a signature certificate as a PDF. Select Certificate on the record to open it. It holds the record title, a summary of what was signed, the fingerprint, each signer's name, email, time, IP address, browser and signature (typed name or drawn image), and the event log.
Good to know
- Demo visitors cannot request signatures. In the demo workspace the button shows Not available in the demo. See Demo workspace.
- The code is sent to the email address on your own account, never to an address typed into the request.
- Signature requests waiting for you also appear in your approvals. See Approvals inbox.
Who can do this
Admins, project managers and functional leads can request signatures. Any project member with an account can be chosen as a signer and sign when it is their turn. See Roles and permissions.