KSIDol documentation > KSIDol modules > Signature terminal

Module guide: Signature terminal

Non-technical user guide: what the module is for, how to use it and how it fits together with Dolibarr.

Signable Dolibarr documentsQuotation, order, invoice, contract, intervention (+ KSIDol modules)

Evidence retainedFingerprint, date, place, T&C acceptance, IP and browser

Secure pairingTemporary code + terminal-specific key

Dolibarr versions18 to 24

1. Module overview

The KSI Signature terminal module lets you have your Dolibarr documents signed directly on a touch terminal placed on the counter or taken out into the field. From the record of an already validated quotation, order, invoice, contract or intervention, you send the document to the terminal; the customer reviews it, accepts the terms and conditions of sale if required, then adds their handwritten signature with a fingertip. The signature comes straight back into Dolibarr: depending on the document type, its state or signature status is updated (quotation, contract, intervention), whereas for an order or an invoice a signed PDF is simply added to its documents; in every case, a time-stamped proof is retained.

Gets a customer to sign on the spot, with no printing or re-keying: the document leaves Dolibarr and comes back signed.
Relies entirely on Dolibarr's native objects (quotations, orders, invoices, contracts, interventions, third parties, documents): no double entry.
Keeps a complete trail for each decision (signature, date and place of approval, T&C acceptance, proof fingerprint, IP address), viewable at any time.
Manages several terminals (reception, office, workshop, etc.), securely paired by a temporary code and then a key specific to each device.
Also integrates with the other KSIDol field-signing modules (After-sales service, Garage service, savaneosys, Bookings).
Does not modify the Dolibarr core: the send button is added automatically on the relevant records.

2. Configuration and security

Everything is set from the module's configuration page (menu Configuration > Modules > Signature terminal KSI), organised into tabs. The General tab brings together the security settings and the default values.

Enable or disable terminal access (API), and enforce a secure HTTPS connection (recommended in production).
Require a security signature (HMAC) on exchanges with the terminal, with an adjustable time tolerance.
Set how long pairing codes remain valid (in minutes) and how often the terminal polls Dolibarr (in seconds).
Define the minimum number of stroke points for a signature to be accepted (prevents empty signatures).
Enter a default place of approval (e.g. "Garage KSI, Arras") and decide whether the T&C are requested by default.
The tab also shows the exact values to enter into the terminal (Dolibarr address, endpoint addresses) to make installation easier.

3. Pairing the terminals

Before using a terminal, you pair it with Dolibarr. The pairing wizard (Pairing tab) generates a temporary code to enter on the device; Dolibarr then exchanges this code for a secret key specific to the terminal.

Create a 6-digit pairing code, giving it a name (Reception, Office, Workshop, etc.) and an optional note.
Enter this code on the terminal's settings page, together with the Dolibarr address shown on screen.
The code has a limited lifetime: once the delay has passed it expires and becomes unusable.
Track the status of each code (pending, used, revoked, expired) and revoke a code that has not yet been used.
Reminder shown on screen: Wi-Fi is configured on the terminal; Dolibarr only grants access through the temporary code and then the device key.

4. Managing paired terminals

The Terminals tab (and the Terminals page) lists all recognised devices with their identifier, name, firmware version, status, last activity and IP address. The device key is never shown there in clear text.

Rename a terminal to recognise it easily in the selection lists.
Enable or disable a terminal without deleting it (a disabled terminal no longer receives documents).
Revoke a lost or stolen terminal: its key is invalidated immediately.
Re-pair a terminal ("Re-pair"): the module generates a new code to reattach it cleanly.
Delete a terminal; if it already has a signature history, it is archived rather than deleted to preserve the evidence.
Consult the list of archived terminals separately.

5. Sending a document to be signed

There are two ways to send a document to the terminal. The simplest is the button added directly on the Dolibarr records; a manual send page also exists for special cases.

On the record of a quotation, order, invoice, contract or intervention, a "Send to terminal" button appears with the list of active terminals: you choose the device and send.
The button only appears (active) if the document is validated and a PDF has indeed been generated; otherwise a message explains why (document to be validated, missing PDF, no active terminal).
The module prevents the same document from being sent twice while a request is pending or in progress on a terminal.
The same button is offered on the records of the KSIDol field-signing modules (After-sales service, Garage service, savaneosys, Bookings).
The manual send page lets you compose a request by hand: terminal, type, reference, third party, amount, title, displayed message and T&C text.
A default invitation message ("Please sign to approve.") is offered and can be edited.

6. How signing unfolds on the terminal

Once the document is sent, the terminal retrieves it automatically and guides the customer. The signature is only recorded if all the conditions are met.

The terminal displays the title, the third party, the amount and the message, as well as the name of the issuing company.
If terms and conditions of sale are attached, they are shown (paginated text) and the customer must accept them before signing.
The customer signs on the screen; a signature that is too short (insufficient stroke) is rejected.
If approved, a signed PDF is produced and filed in the documents; depending on the type, the state or signature status is also updated (quotation, contract, intervention), whereas an order or an invoice only receives its signed PDF; if refused, the decision is recorded as such.
Each decision (approval or refusal) is time-stamped with the place and the approval text ("Read and approved").

7. Detecting and displaying the terms and conditions of sale (T&C)

The module can find the T&C linked to the document on its own to present them to the customer on the terminal, with no manual handling.

Automatic search for a T&C PDF in the documents of the quotation/order/invoice, etc. or in the assembled-PDF folders (ConcatPDF).
Extraction of the text from the PDF to display it, page by page, on the terminal's screen.
Option to enter a T&C text manually when sending.
Global setting to make the T&C mandatory by default; acceptance is recorded in the proof.

8. Tracking requests and the evidence register

The module keeps up to date the list of all requests sent and an evidence register, both viewable from the Requests page and the Evidence tab.

List of requests with their status: pending, sent to the terminal, signed or refused.
Detailed record of a request: terminal used, document concerned, third party, amount, title, message, T&C requested/accepted, date and place of approval, proof fingerprint.
Evidence register combining signatures AND refusals: decision date, terminal, document, place, T&C acceptance, fingerprint, IP address and browser.
The Dolibarr document record refreshes automatically as soon as the customer has signed on the terminal (no need to reload the page).

9. Dashboard

A dashboard gives an immediate overview of the system's status.

Operating status: terminal access enabled or not, HTTPS, addresses to use.
Quick access: create a pairing code, view the terminals, send a document, view the requests.
Latest terminals seen and latest signature requests.

10. Links with Dolibarr

The module does not work in isolation: it integrates with the native building blocks of Dolibarr.

Quotations (commercial proposals) : On signing, the quotation automatically moves to the "Signed" state (with signature date and author) and a signed PDF is generated from the existing Dolibarr PDF.
Customer orders and invoices : A validated order or invoice can be presented for signature; a signed PDF, reproducing the original document with the handwritten signature affixed, is added to its documents.
Contracts : The contract is marked as signed (signature status "recipient online") and receives its signed PDF, via Dolibarr's native mechanisms.
Intervention records : The intervention can be signed on the spot by the customer; its native signature status is updated and a signed PDF is retained.
Third parties (companies/customers) : The name of the third party attached to the document is retrieved automatically to display it on the terminal during signing.
Documents / DMS (ECM) : The module reads the document's native PDF, detects any T&C PDF (including in the ConcatPDF folders), then writes the signed PDF into the object's documents folder and indexes it in Dolibarr's DMS.
Issuing company (company profile) : Your company's name, phone number and address (Dolibarr company profile) are sent to the terminal to personalise its welcome screen.
KSIDol field-signing modules : Works together with the After-sales service, Garage service, savaneosys and Bookings modules: the send button appears on their records and the signed PDF is regenerated in their respective folders.