Kelomo sends documents for signature with your organisation’s own Visma Sign account. The account and the contract with Visma Sign are your organisation’s; Kelomo sends the document, follows its status and files the signed copy next to the original.
You can send for signature:
- an employment contract drawn up for a person
- a PDF file stored in a person’s documents
- a maintenance agreement to the customer.
The connection settings are under Settings → Integrations → Electronic signature. The page is available when HR is in use in the organisation, and it can be managed by an administrator or a user with the right to manage people data. The status at the top of the page shows whether the connection works.
Connect with authorisation
Authorisation needs no API keys: your organisation’s Visma Sign administrators approve the connection in Visma Sign.
- Under Connect with authorisation, press Find our organisation in Visma Sign. The search uses your organisation’s business ID. If the business ID is missing, add it to the employer’s details (Go to employers) and search again.
- Press Send authorisation request on the row of the organisation found. If the organisation has already authorised Kelomo, the button is Connect and the connection is made at once.
- Visma Sign emails the approval request to all Visma Sign administrators of the organisation. An administrator approves it in Visma Sign settings under “Service connections”.
- Meanwhile the page shows Authorisation awaiting approval. Kelomo checks the status every time you open the page; you can also check it with Check status.
- Once the request is approved, the page reads Visma Sign is connected. Press Test connection before the first signature request.
If no Visma Sign organisation is found with the business ID, create an account at Visma Sign (Get a Visma Sign account) and then come back to find the organisation.
If the organisation revokes the connection in Visma Sign, the page reads Authorisation revoked. Request it again with Request authorisation again.
Connect with API keys
API keys are the alternative to authorisation. When authorisation is on offer, the key form is under API keys (alternative).
- Create API credentials in the Visma Sign settings. The instructions are behind the link Guide: creating API keys (Visma Sign).
- Fill in Client ID and Secret key.
- Press Test connection. The credentials you typed can be tested before you save them.
- Save.
The secret key is stored encrypted and is not shown after saving. Leave the field empty unless you are replacing the key.
Once the credentials are saved, the Enabled setting pauses the connection without removing them. While it is off, no new signature requests are sent and the status of open requests is not updated.
The way of connecting is not switched directly: remove the current connection first, then connect the other way.
Archive folders and invitation language
When the connection works, the page shows Signing defaults.
For each document kind, choose the Visma Sign archive folder the finished document is filed into:
- Personnel vault documents: PDF files sent from a person’s documents
- Employment contracts: employment contracts drawn up in Kelomo
- Service agreements: maintenance agreements sent to customers.
The folder list is fetched from Visma Sign. If no folder is chosen, the choice is Visma Sign default folder. Folder permissions are managed in Visma Sign.
Default invitation language is the language preselected when a signature request is sent. Follow the sender’s language uses the sender’s Kelomo language. The sender can change the language on each request.
Save the choices with Save defaults.
Send a document for signature
- Employment contract or a person’s PDF file: open the person under People, go to the Documents section and press Send for signing on a contract row or Send for signature on a PDF file row. Only a PDF file can be sent. For an employment contract you can choose that The employer’s representative signs too.
- Maintenance agreement: open the agreement under Field service → Maintenance agreements and press Send for signature. The invitation goes to the customer’s contact person and to a representative of your own organisation.
Visma Sign emails the invitation to the signers. On a document that has been sent you can remind those who have not signed (Remind), copy a signer’s link (Copy signing link) or withdraw the request (Cancel signature request). When everyone has signed, the signed copy can be downloaded (Download signed). A signed document cannot be sent again.
Open signature requests
Open signature requests gathers on the settings page every document whose signing is in progress: the document name, the send time and the signers’ email addresses. The list shows the documents you have the right to handle. The status updates automatically from Visma Sign every few minutes.
Remove the connection
Press Remove and confirm. After removal, signatures cannot be requested and the status of requests already sent no longer updates in Kelomo. Your Visma Sign account and documents remain in Visma Sign. A connection made with authorisation can also be removed in Visma Sign under “Service connections”.