Choose the document
Signing is a step in the document's workflow: it starts on its own once the previous approvals are closed, or when you start it yourself.
Electronic signature
Electronic signature for documents, inside the archive.
You send a document for signature without leaving Theka: choose who signs and in what order, indicate where, and the signed PDF returns to the archive on its own, linked to its version and its approvals.
Purchase order 2026-114 · out for signature1 of 3 signed
- 1signedPurchasing office
- 2signingManaging director
- 3waitingSupplier
Page 3 · managing director's signature box
How it works
Four steps, no files bouncing around by email.
Place the signatures
You indicate where each person signs: in the PDF's signature fields, if there are any, or at a precise point on the page.
Send to the signers
Theka sends the invitation to each signer, in the order you have chosen. Signers do not need an account.
Archive the signed file
Once all signatures are in, the signed PDF returns to the archive as an attachment of the same version, and the step closes.
In the document workflow
Signing comes after the right approvals.
In the document type, signing is a step like any other: first the review, then the sign-off, then the signature. While a document is out for signature it cannot skip ahead, and the signed version remains the reference version.
- Same workflow for electronic signatures and scanned handwritten signatures
- The signed document is an attachment of the version, not a disconnected copy
- Sending, signatures and rejections stay in the document's history
The details
Designed for the way people actually sign.
Signing order
Signatures in sequence or in groups: the next group receives the invitation when the previous one has finished.
Rejection and restart
If a signer declines, the request is closed; you can reopen it or start again from scratch with one click.
Deadlines
Requests past their deadline are closed; the status of all the others updates itself every few minutes.
A copy for everyone
Once signing is complete, each signer is notified and downloads the signed document with their personal link.
Control
Who signed, what and when.
Every signature request leaves a complete trail in the archive: useful for internal checks and for compliance.
Complete history
Sending, each signer's signature and any rejection, with date and time, in the document's history.
Locked document
While the request is open, the document cannot move on to the next status.
Personal links
Each signer downloads their copy with a link that is theirs alone.
Frequently asked questions
About electronic signature.
What type of signature is it?
It is a simple electronic signature (SES): it has legal value and is suitable for most business documents, such as orders, commercial contracts, minutes and acceptances.
Do signers need to register?
No. They receive an invitation by email and sign online from their own device.
Can I also sign by hand?
Yes. A hand-signed, scanned copy closes the same workflow step, just like the electronic signature.
Where does the signed document end up?
In the archive, as an attachment of the signed version: it stays linked to the original document, its approvals and the audit log.
Keep exploring
The other parts of Theka.
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