A task may require one or more signatures. Always check which task and person the request concerns. Signing saves a signature image to the task, but does not by itself mark the task as complete.

Before signing

You need permission to view the task. A request addressed to a Spotilla User can only be signed using that user account. You cannot sign another user's request from your own account.

An External signer is a person to whom the request is addressed by name, without a Spotilla user account. They draw their own signature on the logged-in user's device. Do not sign on their behalf. In the browser, saving an external signature also requires permission to edit the task or manage external signatures. On Android and iOS, signing a task requires permission to view it; the same additional permission for external signatures is not required.

Requests may come from a task template or be added directly to the task. If the template has active signature requests, the task's signature list and completion check use those first. Always check the requests to be signed in the task's own list.

Sign in the browser

  1. Open Tasks, select the task and open its Signatures tab.
  2. Check the correct person in the Signer column and check the User Type. Select Sign on that row.
  3. Draw your signature in the drawing area of the window that opens. If you need to correct it, select Clear below the drawing area and draw it again.
  4. Save using the Sign button in the drawing window. Wait for the Signature Successful notification.

The count on the Signatures tab is the total number of signature requests and signatures provided in the list, not just missing signatures.

Sign on Android or iOS

Open Tasks in the mobile app and select the task. Sign on the task details page opens the signature list. Once the signatures have been provided, the action is called VIEW SIGNATURES. On iOS, the signature button is SIGN.

  1. Check the task name and select Sign, or SIGN on iOS, for the correct person in the signature list.
  2. If the request concerns an external person, check the signer's name shown in the drawing view. If the name is incorrect, ask for the request to be corrected before signing.
  3. Draw your signature. Clear in the drawing view, or CLEAR on iOS, removes the current drawing so you can draw it again.
  4. Save using the Save button in the drawing view, or SAVE on iOS. Wait for the image upload to finish and check the result in the signature list.

Clearing the drawing view does not delete a previously saved signature or the task's signature request. You cannot edit a saved signature by drawing over the same request again.

Make sure the image was saved

A signature is only marked as signed once its associated image has been saved. The drawing window closing alone therefore does not confirm success. Open the task's signature list again.

  • In the browser: check the Signed indication on the row and the date in the Status column. Open the image using the eye icon in the Preview column on the same row.
  • On Android: check the Signed status and Sign date. Open the saved image using the View button on the signature row.
  • On iOS: check the Signed status and signature date. Open the image using the eye icon on the signature row.

Check that the image shows the intended signature. The external person's name and the user account used to save the signature are separate details: Signed by Device in the browser shows the logged-in user's name, not the external person's identity.

If the status, date or image is missing, check your network connection and any error message. Check the task details again before retrying. If saving was interrupted, open the request directly from the task, even if the task no longer appears in the mobile pending list.

Find tasks awaiting signatures in the browser

  1. Open the table on the Tasks page.
  2. Open the column selector using the icon depicting columns in the table header. Show Signatures required from and Signatures missing from. These columns are hidden by default.
  3. Enter the signer's name or part of their name in the search field in the Signatures missing from column. This finds tasks where that signature is still missing.
  4. To find tasks by a required signer regardless of whether they have already signed, use the search field in the Signatures required from column.
  5. Open the task and check its Signatures before signing.

If there are several signers, the column shows Multiple signatories. A name search also finds the person on such a row. Once all required signatures have been provided, the missing signatures column shows All signed. If the task has no required signatures, the required signatures column shows No required signatures and the missing signatures column is empty.

For tasks marked as complete, the name search searches signatures already provided. The missing signatures name search does not return tasks marked as complete.

Find a pending task on mobile

Android: open the Signature card on the home page and select the Task tab. iOS: open SIGNATURES on the home page and select the Tasks tab. The All tab also includes service requests.

Open the filter icon in the top-right corner of the pending view. Select the filter you want and confirm using the save button in the filter window:

  • Only my signatures shows tasks missing a signature addressed to your own user account.
  • All Signatures also includes tasks awaiting signatures from external people. It does not include all other Spotilla users' personal requests.

Your own signatures are the default filter. iOS remembers the previously selected filter, so check it if the list contents differ from what you expect.

Sign on the task row, or SIGN on iOS, opens the task's signature list. If necessary, first check the work details using View item on the same row, or VIEW ITEM on iOS.

Which tasks appear in the pending list?

The list shows tasks that are ready to be signed, not all tasks missing a signature. The following conditions must be met for a task to appear:

  • You have permission to view the task, and it has not been marked as complete.
  • The task is missing a signature covered by the selected filter.
  • The due date is no later than the end of the day seven days from now. Overdue tasks may also appear; tasks due later and tasks without a due date are excluded.
  • If the task has a form, all sections in its current structure have been filled in and saved as complete, and all required values have been entered. Changes to the form may make a previously completed section incomplete again. If there is no form, this condition is met.
  • If the task requires work hours to be logged, it has at least one time entry. Simply entering a total time for the task does not satisfy this condition for the list.

The existence of a time entry does not yet guarantee that the work time required to complete the task is sufficient: the completion check requires a positive total logged time.

Pending counts refer to distinct tasks or other items, not the number of missing signatures. For example, two missing signatures on the same task count as one pending task. A task may also remain on the list after you have signed if the selected filter still includes a missing external signature.

If a task is missing from the list, check the filter, due date, form and time entries. You can also check signature requests directly on the task details page. Absence from the pending list does not mean that all signatures have been provided.

After signing

The task cannot be fully completed until all required signatures have been provided. Saving a signature does not, however, change the task's status to complete. Also complete the form and other required entries, and mark the task as complete separately: marking a task as complete on mobile.

The task's PDF report includes the signature details and image when signatures are included in the report settings. A signature alone does not generate or send a report. See reviewing a task and its report.

If a required request is not in the task's signature list, ask the task administrator to check the requests and any task template. Defining a new request is a separate action from signing an existing request. Template settings are covered in creating and editing a task template.