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Archive: signing documents

Machine-assisted translation

This page is a machine-assisted translation and has not been proofread yet. The Russian version is authoritative.

What it is for

Archive is electronic signing of documents in BMS. Send a PDF for signature to one or several people — to everyone at once or in turn, sign incoming documents, sign your own document yourself and keep the signed copies.

Who can use it

Users with the archive role — employers and specialists have it. Without the role, the service does not open — contact your company administrator.

Where to find it

In the header, click “Services” (the dots icon) → “Archive”, or open psystems.biz/archive/. The “My Documents” sections: “Awaiting my signature”, “Sent”, “Completed”, “Drafts”, “Shared with me”. The “New document” button — “Send for signing”, “Sign myself” or “From a company template”. On a phone, the sections are at the bottom of the screen: “To sign”, “Sent”, “Completed”, “More”.

Main scenarios

Send a document for signature

  1. Click “New document” → “Send for signing”. “New document for signing” opens.
  2. Documents and recipients. Drag a PDF to the “Drop PDFs here” area or click “Choose files”. You can add several files — the recipients sign them together. You can take a document “From a template”.
  3. Add recipients: “Add a recipient: name or email”, yourself — “Add myself”. To have them sign in order, turn on “Sign in turn”: the next in line gets the invitation when the previous one has signed. Without it, everyone gets the invitation at once. Click “Next: fields”.
  4. Fields. For each recipient, drag fields onto the page: “Signature”, “Stamp”, “Text”, “Date”, “Checkbox”. A field can be made required. Every recipient needs fields.
  5. Review and sending. Choose the “Signing deadline”: 3, 7, 14 or 30 days, “Own date” or “No deadline”. Check the document and click “Send for signature”.

A document you started sending is kept in “Drafts”. A good set of fields can be saved — “Save as my template”.

Sign an incoming document

  1. Open “Awaiting my signature” and choose the document.
  2. Check the document and fill in the fields marked with color. “Next” takes you to the next field.
  3. Signature: “Draw” (with a mouse, a pen or a finger), “Type” (a signature as text), “Photo” or “Saved”. Check “Save the signature for the next documents” so that you do not draw it again, and click “Apply”. The signature is inserted into all your empty “Signature” fields in the document. The same goes for the stamp.
  4. Click “Finish signing”. “Document signed” appears: download the PDF or go to “Next to sign”.

Before your first signature, you need to accept the “Simple electronic signature agreement” and confirm it with a code from an email or from the authenticator app. This is asked once for each edition of the agreement.

If you do not need to sign the document, click “Decline”, give a reason — the sender sees it — and confirm with “Decline the document”. A refusal cannot be undone.

Sign your own document yourself

  1. “New document” → “Sign myself”. No invitations are sent to anyone.
  2. Upload a PDF or choose a template, place the fields and fill them in.
  3. Check the document, check “I sign this document” and click “Sign”.

The document goes to “Completed” marked “Signed personally”.

Keep track of sent documents

“Sent” lists the documents you sent for signature and their progress: how many recipients have signed, whose turn it is now, the deadline. Open a document to see the “Signing journal”: who signed or declined it and when. If the signing deadline has passed, the document gets the status “Declined: the signing deadline has passed”.

Get the signed copies

“Completed” lists the documents signed by all participants and the documents you signed personally. A document has “Download”, “Print”, “Send a copy” — by email (up to 10 addresses) or to team members. Copies sent to you are in “Shared with me”.

Check a signature

The signing sheet has a QR code and a verification code. The “Signature verification” page opens from the QR code without signing in and shows whether the signature is valid, who signed and the SHA-256 checksum — it lets you make sure the file has not changed after signing. From the journal it is opened with “Check the signature”.

Limitations

  • Only a PDF can be signed.
  • Every recipient needs fields on the document.
  • A declined document cannot be returned: the sender has to send it again.

Checked against the interface: 2026-11-11, PM-209.