A service request signature request specifies whose signature is required before the request can be marked as complete in the usual way. Adding a request does not constitute a signature: the signer must draw and save a signature image. There can be multiple signatures.

Where do signature requests come from?

Signature requests can be configured for a service request category as a whole or separately for an individual service request. If the category has active signature requests, an incomplete service request uses those instead of its own requests. In that case, you cannot add individual signature requests to the service request.

Spotilla User means a named user account. Only the person logged in with that account can provide the signature assigned to it. The same user account can have only one active signature request for the same category or service request. External User means a person whose name is specified in the request and who signs on the handler's device without logging in to Spotilla themselves.

Add a signature request in the browser

Open the appropriate service request from the Service requests list and open the Signatures tab on its form. Check the title and description before configuring requests.

  1. Select Add Signature on the tab.
  2. Select the User Type. For a Spotilla User, select the account in the Spotilla User field; this fills in the signer's name. For an External User, enter the name in the Signer field.
  3. Confirm with the Add Signature button in the window.
  4. Check the list to ensure that the correct person appears and the signature is pending.

Adding an individual request requires permission to edit the service request. The add button is not shown if signature requests are inherited from the category or the service request is On hold, completed, cancelled or forwarded.

Shared requests are configured under Service request settings → Service request categories. Open the category form and its Signatures section. Use the Add Signature button there and select the signer in the same way. Changing the category requires permission to edit it. The change also affects the requirements for existing incomplete service requests. The category's other settings are described in service request categories and additional information fields.

Add an individual request on mobile

Open the service request details and, alongside the completion actions, select ADD SIGNATURE, Sign on Android or SIGN on iOS, or VIEW SIGNATURES on Android or Näytä allekirjoitukset on iOS, as appropriate. Use ADD SIGNATURE in the signature list to add an individual request if the service request has no requirements inherited from its category and you have edit permission. The add action is hidden when the signature list is opened through the combined list of pending signatures; start from the service request details when adding a request.

Select Spotilla user and a user account, or External signer and enter a name. Save the request using the save button in the add window. On Android, it is called Save Signature. This saves only the signature request, not a drawing. Check the new request in the list.

Permission to sign

Providing the signature for your own user account requires permission to read the service request, but does not itself require edit permission. You cannot provide another Spotilla user's signature while logged in with your own account.

Saving an external person's signature on mobile requires permission to edit the service request. In the browser, in addition to read permission, you need either edit permission or permission to manage external signatures for the item. Simply seeing the action does not guarantee that you have permission to save.

The external signer's name and the Spotilla user used to save the signature are separate details. The browser's Signed by Device column shows the name of the logged-in user used to save it, not the identity of the external person.

Provide a signature in the browser

  1. Open the service request's Signatures tab and check the signer on the correct row.
  2. Select Sign on the row. For an external person, let them draw their signature on the handler's device.
  3. Draw the signature in the drawing area of the window that opens. Clear removes the current drawing so that you can draw it again.
  4. Confirm with the window's Sign button and wait for the notification that saving was successful.

Provide a signature on Android or iOS

In the service request details, the signature action is alongside the completion actions. For missing signatures, use Sign on Android or SIGN on iOS; once the signatures have been provided, use VIEW SIGNATURES on Android or Näytä allekirjoitukset on iOS. On iOS, the action may be hidden if you do not have permission to handle the service request. In that case, you can also open your own signature from the pending signatures view if the service request falls within its scope.

In the signature list, select Sign on Android or SIGN on iOS for the correct person. Draw the signature and correct it if necessary using Clear on Android or CLEAR on iOS. In the Android drawing window, the confirmation button is Save; on iOS, it is SAVE SIGNATURE. Wait for saving to finish.

The external person's name comes from the signature request. Although the mobile drawing view displays a name field, editing it does not change the name of the signature being saved. If the name is incorrect, correct the signature request before signing.

Find pending signatures

On Android, open the Signature card in the Browse view. On iOS, open the SIGNATURES button in the browse view. On both platforms, select the Service requests tab. The All tab also includes tasks, while Task on Android and Tasks on iOS show only tasks. The item's signature action opens the signature list; its view action opens the service request details.

Open the view's filter icon and select the scope:

  • Only my signatures shows items with missing signatures assigned to you. This is the default scope; iOS remembers the previous selection.
  • All Signatures also includes items with missing signatures from external people. It does not mean signature requests for all other Spotilla users.

The service requests retrieved are those in the Open and In progress statuses that your permissions allow you to access. Requests that are On hold, completed, cancelled or forwarded are not included in this list. The list is a current worklist, not a report for a particular period.

The pending counts count items, not missing signatures. For example, one service request with two missing signatures within the selected scope counts as one service request. The count on the All tab also includes tasks.

The browser's name search and signature columns are covered in searching and assigning service requests. If you cannot find a request in the pending list, open the service request itself and check its status, your permissions and the signature list.

Check that the signature was saved and the service request is complete

Reopen the signature list after saving. Check the signer, the signed status or save date, and the image. In the browser, open the image using the eye icon in the Preview column. On mobile, use the view action on the signed row. Simply closing the drawing window or displaying the name of the user who saved it is not enough: the signature is provided only when the image has been saved.

Marking a request as complete in the usual way requires all signatures currently in use. Signing does not itself mark the service request or its related tasks as complete. Other completion conditions must be checked separately; see closing a service request.

Immediate completion through the service request category's After transferring to tasks setting, and automatic completion based on all related tasks being complete, bypass the service request's signature check. The condition requiring all tasks to be complete is also affected by a shared setting that treats tasks in the In Review status as completed. A completed service request therefore does not prove that all signatures were provided.

The signature list of a completed service request shows saved signatures and no longer lists missing requirements. Check the required signatures before automatic closure and verify the saved images afterwards.

Deletion and the effects of category changes

In the browser, you can delete a service request's individual signature request using the trash icon on its row in the Signatures tab and confirming the deletion. This requires edit permission and is not available for inherited requests or for service requests that are On hold, completed, cancelled or forwarded. Deletion removes the entire requirement along with any signature already provided for it and its image. It does not clear the drawing or return the signature to pending.

Requests inherited from a category are deleted in the Signatures section of the category form. If the requirement has saved signatures in completed service requests, the requirement is made inactive and the signatures are retained. Otherwise, the requirement and its associated signatures and images are deleted.

When the first shared signature requests are added to a category that previously had no requirements, the system deletes, in the background, the individual requirements and their signatures and images from that category's service requests that are not completed. This also applies to requests that are On hold, cancelled or forwarded. Before making the change, ensure that the data to be deleted contains nothing that needs to be retained. After the change, reopen the category and some of its service requests and check the requirements in use and the signatures that remain.

Service request and task signatures are separate

A service request signature does not replace the signature of a related task or transfer automatically to the task's PDF report. The task PDF shows the task's own signatures when Include signatures is selected in the task form's PDF settings. See signing a task and task form PDF settings.