E-sign & E-materai Requirements

flow : https://drive.google.com/file/d/1VWviivxvTyzVoEDBH3nKLWo41YPplLAx/view?usp=sharing RAB + e-sign sheet

figma : https://www.figma.com/file/Fr9n62hRPLnljaXrBWtOzO/BeleafOS?type=design&node-id=12241-2153&mode=design&t=FGP76hEjJPAz77qN-0

Division/Document Type

FaaS

RAB
PKS (Agreement Letter)
Addendum

Legal

Agreement
Letter
Form

HR

Offering Letter
Contract
PO
Rental

Finance

Invoice

Procurement

Service Document (Jasa)
Customs Clearance (Import)

General Flow

Basically there are 2 general flow when performing an E-Signature and E-Materai

E-Signature

BOS user will login to BeleafOS to start the flow
User will select document

Related to Mitra

there are additional selection to select farm
select document type, will retrieve all document lists + other

if the selection not there, can select other options (please makesure we can add the document type by DB, to prevent new document type in future)
if others = input document type manually

select recipient

if the email address is not BOS user then send message to contact admin to create account for the email

otherwise, email can be assigned (but need to contact admin immediately to create BOS user account)

if document selected is RAB then will automatically filled to (elvindo@beleaf.co.id)

cannot be edited

upload document

PDF
maximum 10MB

Not Related to Mitra

select document type, will retrieve all document lists + other

if the selection not there, can select other options (please makesure we can add the document type by DB, to prevent new document type in future)
if others = input document type manually

select recipient

if document selected is RAB then will automatically filled to

elvindo@beleaf.co.id => Head of FaaS
seno@beleaf.co.id => Head of RnD
listya@beleaf.co.id => Purchasing Manager

cannot be edited

upload document

PDF
maximum 10MB

uploader also perform sign?

no

will redirect to preview documents
place the signature box for the recipient
if need the e-Materai user can add it on the same screen
send the document to recipient through the email address

yes

will redirect to preview documents
place the signature box for the recipient
if need the e-Materai user can add it on the same screen
send the document to recipient through the email address
Perform a check if user has digital certificate or not

If user has digital certificate

Can proceed to signing step

If user has not digital certificate

perform E-KYC flow
if digital certificate already issued then can proceed to the next flow

Digital certificate is mandatory for performing an e-signature
Digital certificate has one year valid date since issued
send the document to other recipient through the email address

e-KYC flow

No HP (phone number)

[+] [country code] [ user phone number]
No special characters.
Provide phone number in E.164 format.

example: +6281293671234

email

example: everest@gmail.com

NIK (Gov ID)

Government Id - User NIK number)
16 digit number of Nomor Induk Kependudukan (Government Issued Id- NIK)

Nama lengkap (Full Name)

User full name as per KTP.
example: Johnny Rudiantara Sembiring

Tanggal Lahir (DOB)

user date of birth as per KTP.
Provide user date of birth In YYYY-MM-DD format.
example: 1975-08-16

Selfie Photo/Liveness

Format: base64 string
Provide the user selfie for whom face recognition should be performed. The image is also sent for face-match checks.
Face-match check: Verifying the user selfie with authoritative source record image.

TnC Check box

added later

Signing Process

there is an email to other signer/notification, that someone has assign a document to sign

will contain information

sender name (BOS account name)
document type
button/link to redirect to specific page on BOS

if the user already login then redirect to specific document need to sign
if the user not log in yet then perform login, after that redirect to specific document need to sign

email copy

Hello, a/an (document_type) document titled (document_name) from (sender_name) has been assigned to You, please proceed with the e-signature through BeleafOS
example : Hello, an agreement letter document titled 'Perjanjian Kerja Sama' from Yustika Maharani has been assigned to you. Please proceed with the e-signature through BeleafOS

BOS notification copy

Hello, a/an (document_type) document titled (document_name) from (sender_name) has been assigned to You, please proceed with the e-signature through BeleafOS
example : Hello, an agreement letter document titled 'Perjanjian Kerja Sama' from Yustika Maharani has been assigned to you. Please proceed with the e-signature through BeleafOS

there is a sign button to perfom a sign on the square box placed

user can select the signature type

Standard => Default from vida
Provided => Can upload custom image

after click sign button user has to input OTP sent to their mobile phone
after OTP inputted and correct then signature box will be automatically filled by user signature

E-Materai

to perform e-materai user dont have to perform e-kyc, so user doesn’t have digital certificate can perform an e-materai placement
for e-Materai only user doesn’t have to select document type like e-signature flow

but they can include the e-materai on e-signature flow

Screen Explanation

Pending :

show the number of pending documents
document haven’t signed yet by all recipients

Completed

show the number of pending documents
document have signed by all recipients

Search Box

search document uploaded
search parameter : document name

Waiting for me

document waiting for me to sign
me = user active/logged in

Waiting for others

document pending for other recipients to sign

Document Name

document name/file name

Document Type

Document type based on the selected when initiate the e-sign

Created By

document uploader
email

Last Update at

last action performed by who
email

Recipients

lists of recipients for the documents

Action

Pending : Sign
Completed : download (including esign/ematerai)

Related to mitra

Document relate to mitra/farm
there are farm selection, to map document to farm

Not related to mitra

Document not relate to mitra/farm
there are no farm selection, to map document to farm

E-sign dropdown

dropdown type

e-sign

will proceed e-sign flow only

e-materai

will proceed e-materai flow only

e-sign & e-materai

will proceed both flow

Farm

will fetch lists of mitra/farm list (mitra)
mandatory

Document Type

will fetch lists of document type
mandatory

Recipients

will fetch lists of BeleafOS user which have access to e-signature
can be select more than one name
mandatory

I am also the signer

if the checkbox is checked then the recipients dropdown is optional

document upload placebox

can be upload bi click the "Select File" or drag the document (PDF) to the upload box

when user performing signature will provide 2 types

Standard

Default from VIDA

Provided

custom image

for e-materai flow there are additional input for e-materai lists (Mandatory from VIDA)

Notes

for PKS if all signer has performed the signature will automatically used for farm document (PKS/Agreement Letter)
document that not related to mitra only can seen by person in same division/department
document related to mitra will fetched automatically when already sign by all respective people

for example

PKS will no need manually upload by FaaS team if already signed using e-signature

New role for the other division

this role will access the e-signature menu only

Role

HR
Legal
Finance
Purchasing

existing role (add access to e-signature menu)

Head of Finance
Purchasing Manager
Head of FaaS
FaaS PIC
FaaS Admin
FaaS Manager
RnD PIC
RnD Admin

if document selected is RAB then will automatically assign an e-sign to Head of FaaS (Elvindo Pratama)

Others

add RAB Approver (flow) => RAB + e-sign sheet

Head of RnD will approve RAB for mitra

Approver List (ordered role for approving RAB)

Role

FaaS Manager
Head of FaaS
Head of RnD (previously PMO RnD)

added role to approve the RAB

Purchasing Manager
Head Of Finance
Mitra (on MOS)

Each role have an authority to perform revision

each role will check the RAB created by FaaS PIC
if revision is added then the flow will back to beginning