Stampa Customer User Guide

Version: 1.0 Audience: organization owners, organization administrators, document senders, and signers Not covered: internal platform backoffice, infrastructure setup, production operations, or vendor administration

1. What Stampa Does

Stampa is a business document signing system. Your organization can upload PDF documents, turn them into reusable templates, send documents to one or more recipients, track signing progress, and download the final signed PDF plus an audit trail.

The system has two customer-facing experiences:

• Business application: used by your organization users to manage documents, templates, recipients, users, billing, reports, and integrations.
• Signer application: used by recipients who receive a signing link. Signers do not need to create an account.

2. Quick Start for a Local Trial

If you are trying the system in the local demo environment, open:

http://localhost:5173

Use the demo owner account:

Email: office@igates.co.il
Password: 1q2w3e4r$R

If that account does not exist in your current local database, create a new account:

1. Open http://localhost:5173. 2. Select Register. 3. Enter your email and password. 4. Submit the registration form. 5. Use the displayed development verification token to verify the email. 6. After verification, the app logs you in.

In the local demo environment, email invitations, SMS OTP codes, and signing links are shown in Development notifications inside the business app. In a production customer environment, recipients receive these messages through the configured email or SMS provider instead.

3. Main Navigation

After login, the left navigation contains the main areas:

• Dashboard: overview of document activity and recent work.
• Documents: send documents, track sent envelopes, view signing links in local demo, download final files.
• Templates: upload PDF files, create reusable templates, place fields, and publish templates.
• Contacts: maintain recipient contact records.
• Reports: view summary usage and completion metrics.
• Billing: view plan limits, credits, and usage.
• Integrations: create OAuth clients and webhook endpoints.
• Admin: manage organization users, roles, teams, and settings.

The language button in the top bar switches the application chrome between English and Hebrew. Hebrew screens use RTL layout; English content remains LTR.

4. Recommended First Trial Flow

Use this sequence to test the system end to end:

1. Register or log in. 2. Go to Templates. 3. Upload a sample PDF. 4. Create a template from the PDF. 5. Add a signature field. 6. Publish the template. 7. Go to Documents. 8. Send an envelope to one recipient. 9. Open the signing link from Development notifications. 10. Complete the signature as the signer. 11. Return to Documents. 12. Confirm the envelope is completed. 13. Download the signed PDF and audit file.

5. Account Registration and Login

Registering a New Organization

Use registration when your business is starting a new account.

Steps:

1. Open the login page. 2. Select Register. 3. Enter the account email. 4. Choose a password. 5. Submit the form. 6. Verify the email.

In local demo mode, the verification token is displayed on screen and the initial owner and organization details are created automatically. In production, the registration screen may collect additional organization details and the verification process is normally sent by email.

Logging In

Steps:

1. Open the login page. 2. Enter your email and password. 3. Select Login.

After login, you land on the dashboard.

Signing Out

Select Sign out in the top bar. This clears the current browser session token.

6. Dashboard

The dashboard gives a quick operational view of your organization.

Main counters:

• Sent this month: envelopes sent during the current period.
• Completed: envelopes completed by all required recipients.
• Waiting: documents still waiting for signer action.
• Expired: documents whose signing window has ended.
• Failed: failed delivery or workflow attempts.
• Quota left: remaining envelope allowance in the current plan period.
• SMS credits: remaining SMS/OTP credits.

Dashboard panels also show quick access to template creation, envelope sending, recent documents, and development notifications in local demo mode.

7. Templates

Templates are reusable document definitions. A template combines a base PDF, signer roles, and fields placed on the PDF.

When to Use a Template

Use a template when you send the same form or agreement more than once, for example:

• Customer agreement
• Service order
• Employee onboarding form
• Supplier declaration
• Authorization form

Create a Template

Steps:

1. Go to Templates. 2. In Template builder, select a PDF file. 3. Select Upload PDF. 4. Enter a template name. 5. Enter one or more roles in the Roles field. 6. Select Create template.

Role examples:

Signer
Signer,Approver
Customer,Manager,Finance

Each role is assigned to fields and later matched to actual recipients when sending the document.

Place Fields on the Document

After creating a template, the PDF preview appears with field controls.

Steps:

1. Select a field type. 2. Select the role responsible for filling that field. 3. Enter the field label. 4. Set or adjust the X and Y position. 5. Select Add field. 6. Repeat until all required fields are placed.

Supported field types include:

• Signature
• Initials
• Full name
• Text
• Long text
• Date
• Email
• Phone
• ID number
• Checkbox
• Radio
• Dropdown
• Read-only text
• File upload
• Image upload
• Company stamp

For a simple first test, add only one Signature field for the Signer role.

Publish a Template

A template must be published before it can be used to send documents.

Steps:

1. Review the PDF preview. 2. Confirm that required fields are in the correct place. 3. Select Publish.

After publishing, the template becomes available in the Documents sending form.

8. Documents and Envelopes

An envelope is a specific signing package sent to real recipients. It usually starts from a published template.

Send a Document from a Template

Steps:

1. Go to Documents. 2. In Send envelope, enter a title. 3. Select a published template. 4. Select the workflow type. 5. Enter recipient details. 6. Select Send.

Required recipient details:

• Full name
• Email
• Phone, when OTP/SMS authentication is used

Workflow Types

Parallel:

• All recipients can sign at the same time.
• The envelope is completed only after every required signer has completed their fields.

Sequential:

• Recipients sign in signing order.
• Later recipients cannot sign until earlier recipients complete their step.

Tracking Documents

The Envelope tracking table shows sent and historical documents.

Useful columns:

• Title: envelope name.
• Status: current state of the envelope.
• Workflow: parallel or sequential.
• Recipients: recipient names and statuses.
• Files: download links when final files are ready.
• Actions: reminder, extend, archive, or cancel.

Common statuses:

• Draft: created but not sent.
• Sent: invitation was sent.
• InProgress: one or more recipients are working.
• WaitingForNextSigner: sequential workflow is waiting for a previous signer.
• Completed: all required signing is complete.
• Cancelled: sender cancelled the envelope.
• Expired: signing deadline passed.
• Declined: recipient declined to sign.

Send a Reminder

Use reminders when a recipient has not completed the document.

Steps:

1. Go to Documents. 2. Find the envelope. 3. Select the reminder action.

In local demo mode, the reminder appears in development notifications.

Extend Expiration

Use extension when a signing link is close to expiry or already expired but the process should continue.

Steps:

1. Go to Documents. 2. Find the envelope. 3. Select the extend action.

Cancel a Document

Use cancel when the signing process should stop.

Steps:

1. Go to Documents. 2. Find the envelope. 3. Select the cancel action.

After cancellation, recipients cannot complete signing through the old link.

Archive a Document

Use archive to remove old documents from active working views while keeping the record available for retention and reporting.

9. Development Notifications in Local Demo

In the local demo environment, the app shows Development notifications so you can test without real email or SMS delivery.

Notification records may include:

• Signing invitation links.
• OTP codes.
• Delivery status.
• Message type and destination.

To open a signer link during local testing:

1. Go to Documents. 2. Find Development notifications. 3. Locate the recipient email. 4. Select Open signing.

In production, customers usually do not see this panel. Messages are delivered through real provider integrations.

10. Signer Experience

The signer receives a secure signing link by email or SMS. The signer does not need a Stampa account.

Open the Signing Link

The signer opens the link on desktop or mobile. The page shows:

• Document title.
• Recipient status.
• Consent checkbox.
• Number of fields waiting for signature.
• PDF preview.
• Required field summary.
• Continue or complete action button.

OTP Authentication

Some recipients must authenticate with OTP before signing.

Steps:

1. Open the signing link. 2. Select Request OTP. 3. Enter the 6-digit code received by SMS. 4. Select Verify.

In local demo mode, the OTP code is displayed on screen or in development notifications.

Fill Fields

Steps:

1. Review the document. 2. Select Continue to signing, or tap a highlighted field directly on the PDF. 3. Complete the field in the dialog. 4. Select Sign or Save. 5. Repeat until all required fields are complete.

The Complete signing button appears only after all required fields are filled.

Draw a Signature

Steps:

1. Tap the signature field on the document. 2. Draw your signature in the signature pad. 3. Optionally type your name in the typed signature field. 4. Use Clear if you want to redraw. 5. Select Sign.

After signing, the field on the document turns completed and displays the captured signature.

Consent and Completion

The signer must keep the electronic-signature consent checkbox selected.

Steps:

1. Complete all required fields. 2. Confirm consent is selected. 3. Select Complete signing.

After completion, the system records the action and updates the envelope status.

Decline to Sign

If the signer does not want to sign:

1. Select Decline. 2. Enter a reason. 3. Confirm.

The envelope records the decline and stops the normal completion flow.

11. Downloading Signed Files

After all required signers complete the envelope, the Documents table shows download options.

Available files:

• Signed PDF: final document with completed field values and signatures.
• Audit: audit trail PDF showing signing events and evidence.
• Evidence: package endpoint for evidence-related document download.

Steps:

1. Go to Documents. 2. Find the completed envelope. 3. Select Signed PDF or Audit. 4. Save or open the downloaded file.

12. Contacts

Contacts help your organization reuse recipient details.

Create a Contact

Steps:

1. Go to Contacts. 2. Enter full name. 3. Enter email. 4. Enter phone. 5. Enter company. 6. Select Create contact.

The contact appears in the contacts table.

Current fields:

• Name
• Company
• Email
• Phone
• Tags

13. Reports

Reports summarize organization activity.

Current report metrics:

• Sent
• Completed
• Completion rate
• Average completion hours
• Usage by user

Use reports to understand document volume, completion performance, and sender activity.

14. Billing and Usage

The billing screen shows your current plan and usage.

You can review:

• Current plan name.
• Subscription status.
• Billing mode.
• Monthly document limit.
• User limit.
• Team limit.
• API access availability.
• Webhook access availability.
• Support level.
• Remaining envelope quota.
• Remaining SMS credits.

If a limit is reached, sending or configuration actions may be blocked until the plan, credits, or limits are adjusted.

15. Integrations

Integrations are for customers connecting Stampa to another business system, such as CRM, ERP, HR, legal, or internal software.

OAuth Clients

OAuth clients allow external systems to call Stampa public API endpoints using the OAuth2 client credentials flow.

Steps:

1. Go to Integrations. 2. Enter an OAuth client name. 3. Select Create OAuth client. 4. Copy the displayed client credentials immediately.

Secrets are shown once. Store them securely and rotate them before they expire.

The OAuth client list shows operational details when they are available from the server, including last-used time, active secrets, secret-expiry warnings, request counts, error rate, and rate-limit state.

If IP allowlisting is enabled for OAuth clients, enter one IP address or CIDR range per line on the client row and save the allowlist. Leaving the list empty means the client is not restricted by source IP.

To request an access token:

curl -X POST https://admin.stamping.co.il/oauth/token \
  -u "CLIENT_ID:CLIENT_SECRET" \
  -H "Content-Type: application/x-www-form-urlencoded" \
  -d "grant_type=client_credentials&scope=envelopes.read envelopes.write templates.read"

Use the returned token as a bearer token:

curl https://admin.stamping.co.il/api/v1/templates \
  -H "Authorization: Bearer ACCESS_TOKEN" \
  -H "X-Request-Id: crm-2026-09-10-001"

The /api/v1 contract is stable and additive. Breaking public API changes require a new /api/v2 version.

For response schemas, SDK examples, sandbox mode, Postman examples, external references, and external IdP guidance, see API Integrations. The current Swagger UI is available at https://admin.stamping.co.il/swagger; the Postman collection is stored at docs/stampa-public-api.postman_collection.json.

Stampa supports one document/template per envelope. If a business process has multiple documents, create one envelope per document and group them in your external system with externalReference or externalMetadataJson.

Webhooks

Webhooks notify your external system about signing events.

Steps:

1. Go to Integrations. 2. Enter your endpoint URL. 3. Select Create webhook. 4. Store the displayed webhook secret.

Common webhook events include:

• Envelope created.
• Envelope sent.
• Recipient completed.
• Envelope completed.
• Final PDF ready.

The deliveries table shows recent webhook delivery attempts. Use Details to inspect the event name, status code, attempt count, request ID, timestamps, endpoint URL, and redacted error message. Failed deliveries can be replayed after the endpoint is corrected.

When the backend exposes diagnostics, the Integrations screen also shows compact API usage analytics, recent request diagnostics, rate-limit state, and OAuth client IP allowlist controls.

Stampa signs webhook payloads with the endpoint secret. Your system should recompute the HMAC-SHA256 digest over <X-Stampa-Timestamp>.<raw JSON body>, compare it to X-Stampa-Signature, and reject stale timestamps before trusting the event.

16. Organization Admin

The Admin area is for organization owners or customer administrators. It is not the internal platform backoffice.

Organization Settings

Settings may include:

• Sender display name.
• Reply-to email.
• Email footer.
• MFA requirement.
• Session timeout.
• Default OTP requirement.
• Default envelope expiration.
• Consent text.
• Privacy notice.
• Retention settings.

Update settings carefully because they affect all users or future documents in the organization.

Roles

Roles define groups of permissions for organization users.

Steps:

1. Go to Admin. 2. Find Roles. 3. Enter role name. 4. Enter permissions. 5. Select Create role.

Example role names:

• Sender
• Manager
• Viewer
• Legal

Teams

Teams group users by branch, department, or business unit.

Steps:

1. Go to Admin. 2. Find Teams. 3. Enter a team name. 4. Select Create team.

Invite Users

Steps:

1. Go to Admin. 2. Find Users. 3. Enter full name and email. 4. Select role. 5. Select team if needed. 6. Select Invite user.

In local demo mode, the invitation token is displayed on screen. In production, invitations are normally sent by email.

17. Language and Layout

Stampa supports English and Hebrew-ready layout.

Rules:

• Hebrew UI uses RTL layout.
• English UI and English data use LTR layout.
• Mixed content such as English document titles inside Hebrew signer pages keeps the correct text direction.
• Email addresses, phone numbers, OTP codes, OAuth client credentials, and technical tokens are displayed LTR.

Use the language button in the top bar to switch the main application chrome.

18. Practical Test Scenarios

Scenario A: One Signer

1. Create a template with one Signer role. 2. Add one signature field. 3. Publish the template. 4. Send an envelope to one recipient. 5. Open the signing link. 6. Complete the signature. 7. Return to Documents. 8. Download signed PDF and audit PDF.

Expected result:

• Envelope status becomes Completed.
• Signed PDF is available.
• Audit file is available.

Scenario B: Two Parallel Signers

1. Create a template with roles Signer,Approver. 2. Add a required field for each role. 3. Publish the template. 4. Send with workflow Parallel. 5. Open each signer link. 6. Complete both signer steps.

Expected result:

• Each signer can sign immediately.
• Envelope completes only after both required signers complete.

Scenario C: Two Sequential Signers

1. Create a template with roles Signer,Approver. 2. Add a required field for each role. 3. Publish the template. 4. Send with workflow Sequential. 5. Open the second signer link before the first signer completes.

Expected result:

• The second signer waits until the first signer completes.
• After the first signer completes, the second signer can complete their step.
• Envelope completes after the second signer finishes.

Scenario D: OTP Signer

1. Use a role configured for OTP authentication. 2. Send an envelope with a phone number. 3. Open the signing link. 4. Request OTP. 5. Enter the code. 6. Complete signing.

Expected result:

• Signer cannot complete before OTP verification.
• After verification, signing can continue.

Scenario E: Cancelled or Expired Link

1. Send an envelope. 2. Cancel the envelope from Documents. 3. Open the original signing link.

Expected result:

• The signer cannot complete signing.
• The document remains cancelled.

19. Troubleshooting

I Cannot Log In

Check:

• Email spelling.
• Password.
• Whether the account was registered in the current local database.
• Whether email verification was completed.

For local trials, register a fresh account if needed.

I Do Not See a Template When Sending

Check:

• The template was created.
• The template was published.
• The page was refreshed after publishing.

Only published templates are available for sending.

I Do Not See a Signing Link

In local demo mode:

• Go to Documents.
• Look at Development notifications.
• Find the recipient email.
• Select Open signing.

In production:

• Check the recipient email or SMS inbox.
• Send a reminder if needed.

Complete Signing Is Not Visible

The signer must finish all required fields first. Use Continue to signing or tap each highlighted field on the PDF. The complete button appears after all required fields are filled.

The Signature Was Wrong

Before selecting Sign, use Clear in the signature dialog and draw again.

After selecting Sign, reopen the signature field if the envelope has not yet been completed.

Signed PDF Is Not Available

Check:

• Envelope status is Completed.
• All required recipients completed their step.
• Refresh the Documents page.

OTP Does Not Arrive

In local demo mode, OTP is shown in development notifications or directly in the OTP panel. In production, confirm the phone number and send a new OTP.

20. Best Practices

• Use templates for repeated workflows.
• Use clear field labels such as Customer signature, Approval note, or Date.
• Test a new template with an internal recipient before sending to customers.
• Use sequential workflow when signer order matters.
• Use parallel workflow when all signers can act independently.
• Keep recipient email and phone details accurate.
• Download and store signed PDFs and audit files according to your organization policy.
• Use roles and teams to control what each user can access.
• Store OAuth client credentials, webhook secrets, and downloaded evidence files securely.

21. Customer Terms Used in the System

Envelope: A sent document package that includes recipients, fields, status, and downloadable final files.

Template: A reusable document setup with a base PDF, roles, and fields.

Recipient: The person who receives a signing link.

Signer: A recipient who must fill fields or sign.

Role: A named position in a template, such as Signer, Approver, or Manager.

Field: An interactive area on the document.

OTP: A one-time passcode used to verify signer identity.

Audit trail: A record of document events and signer actions.

Signed PDF: The final completed document generated after signing.

22. What Is Not Included in This Customer Guide

This guide intentionally does not cover:

• Internal platform backoffice.
• Server installation.
• Docker deployment.
• Database migration.
• Production provider configuration.
• Support operator tools.
• Source-code development workflow.

Those topics belong in operator or technical administrator documentation.