Manage Legale.io in 10 Capsules
Capsule 10: Tips and Best Practices
Last Updated: September 2, 2025Objective: Maximize the value of Legale.io with key tips. Steps: 1. Use reusable templates for recurring contracts Avoid duplicating work by setting up Smart Documents as base templates. This standardizes your format, reduces errors, and saves time by automating fields like name, ID, or amounts. 2. Assign area-specific workflow owners Designate signers or validators by department (e.g., Legal, HR, Operations) to improve control and traceability in signature flows. Use sequential workflows for critical documents. 3. Periodically review users and permissions Review access every quarter: check who is active, what permissions they hold, and revoke unused or outdated accounts. Adjust access according to current roles and responsibilities. 4. Security and backup recommendations Enable two-factor authentication (2FA) for critical accounts. Back up key documents regularly. Ensure all platform connections use encryption (HTTPS). Apply the principle of least privilege when assigning roles. Enforce password rotation policies and monitor audit logs regularly.
Capsule 9: Statistics and Reports
Last Updated: September 2, 2025Objective: Generate usage reports. Español English Português Steps: 1. Generate an audit report Go to the Compliance module and click on Create report. 2. Prepare the audit report Set the name, date range, status, and user. Click Generate. You can choose between the following status: Uploaded Ready for workflow Ready to sign In progress Signed Rejected Flux paused Approve or reject Pending deletion Terminated Sign link expired 3. Export the audit report Once the report is generated, select it and use the Email, Power BI, or Excel buttons to export the report as needed.
Capsule 8: Signature Verification and Audit Trail
Last Updated: September 2, 2025Objective: Confirm legal validity and document traceability. Español English Português Steps: 1. Access the user menu Click on the top-right profile icon and select Contracted products. 2. Open the Sign history tab Inside the contracted products module, switch to the Sign history tab to view all signed documents. Each record includes signer name, signature method (e.g., remote), timestamp, and GUID. This ensures legal traceability. Understand legal and technical compliance This electronically signed document complies with the requirements of an advanced electronic signature in accordance with international standards such as ISO/IEC 27001 and legal frameworks like the Chilean Electronic Signature Law. It includes the unique identification of the signer (name, RUT, handwritten digital signature), the exact date and time of signing, geolocation data of the act, and an external validation QR code. Additionally, the document contains a unique ID that ensures its traceability and integrity. The entire process is carried out on the Legale.io platform, which is certified in information security, ensuring the confidentiality, integrity, and availability of data. Learn more about security commitments For full compliance details, visit: ISO 27001 Commitment – Legale.io Despapeliza – Security and Compliance
Capsule 7: Process Automation
Last Updated: September 2, 2025Objective: Set up automatic workflows to improve efficiency. Español English Português Steps: 1. Associate a Smart Document Select the smart document that will be used as the base for the automation flow. In this example, it contains 4 fields and a signature area. 2. Access the Automation module From the left-hand menu, select the Automation option to begin configuration. Then press the Import CSV button to select your file. 3. Create the CSV with recipients Upload a CSV file that contains the signers data and other variable fields. 4. Select the document Make sure to name the file properly, then press Select CSV, choose the document, and click Submit to confirm. 5. Confirm the document status In the main view, you can confirm the file has been successfully uploaded. 6. Configure actions Click on the created automation to unlock the Configuration option. 7. Select the Smart Document Manually associate the smart document shown in step 1. Then, map the CSV columns to the corresponding fields in the document. In this case: name, ID, and age. 8. Configure the folder structure Choose where the signed files will be stored and under which user. Select a dynamic folder so each recipient gets their own folder with the signed file. Name the folder using associated fields. 9. Configure the document structure Optionally, set an expiration period for the sent document. You must assign a name and suffixes using associated fields, and define the message that will appear in the email body sent to signers. 10. Configure the workflow Set the sending order (priority or simultaneous). Choose the type of signature, associate the recipient emails, and define the manual signature position by clicking Determine coordinates. 11. Set the signature position In the document body, manually position the signature field and click Confirm once you are sure. 12. Confirm all configurations Click Save once the entire workflow configuration is complete. 13. Launch the workflow Click the automation again to unlock the Launch Workflow action. 14. Review data Review the CSV content one final time and click Send to initiate the workflow. 15. Verify sending A Succeeded message confirms that the workflow has been successfully sent to recipients. 16. Receive the email Recipients receive the email with the body message defined in step 9. 17. Automation in action The automation immediately fills in the recipient’s data—only the signature needs to be added. 18. Final document status The signer receives a copy of the automatically completed and signed document. 19. Dynamic folders Once the workflow is launched, a dynamic folder and file are created for each recipient as configured.
Capsule 6: Notifications and Alerts
Last Updated: September 2, 2025Objective: Use alerts and notifications to avoid missing deadlines or critical actions. Español English Português Steps: 1. View notifications from the top panel Click on the bell icon located in the upper right corner to see the latest notifications generated. 2. Check recent notifications From the notifications history, you can view events such as signed or rejected documents, along with their date and associated user. 3. Access the Notifications section From the left-hand side menu, click on Notifications to manage all available alerts. 4. Schedule email notifications Enable the Email notification option. This allows you to send reminders by email to contacts who have received documents but haven’t signed or rejected them. 5. Enable notifications from support chat Enable Get notification from support chat to receive alerts when the Legale team (sales, support, or admin) replies to you. 6. Send reminders to Legale signers Enable Send email notification to Legale users so that signing users receive alerts about documents pending signature. 7. Enable signed document copy Enable Signed document copy so that signers receive a copy of the document by email once it has been signed. 8. Alerts for document expiration Set how many days before expiration users should be alerted. Add recipients from the contact list and save. 9. Enable alert for automatic document uploads Enable the Document upload email option to receive an email whenever a document is uploaded via API or supplier integration. Suggested actions for each type of alert you receive: Document expiration email: Review the document and contact the responsible party to renew or delete it, if necessary. Pending signature alert: Review the document and sign or reject it before expires. Rejected document notification: Review the reason for rejection, make the necessary changes, and send it again for signature. Notification of API/supplier upload: Verify that the documents were received correctly and are ready for review or signature. Support chat reply: Check the message from the Legale team and reply, or escalate internally if further action is required.
Capsule 5: User and Role Management
Last Updated: September 2, 2025Objective: Manage who has access and what they can do within the platform. Español English Português Steps: 1. Go to Users From the left-hand menu, click on Users to access the user management section. Click on the New user button to open the new user creation form. 2. Fill in the user details Complete the required fields: email, first name, last names, phone number, position, ID type, and ID number. Configure the available roles and permissions grouped by module: Workflow: Add signer, save flow, use saved flow, pause and resend. Folder permission: View/Move, create folder, edit folder properties, delete, rename documents. Administration: Create users, add in filter. CSV automation and Smart document: Associate documents, edit smart documents. Finish by clicking Create to save the user. 3. User successfully created Once created, the user will appear in the list with their name, email, and creation date. 4. Edit a user Select the user and click on Edit to configure what actions they are allowed to perform. 5. Confirm and save changes Edit credentials and enable or disable the appropriate permissions for the user and click Update. 6. Select the user to delete Check the box of the user you want to remove and click Delete. 7. Confirm the email and delete Type in the email address of the user to validate the deletion, then click Delete. 8. Confirm document handling before deletion The system will ask if you want to move the user’s documents to another account before deleting. 9. User deleted The user is now removed from the system and no longer appears in the list. Security Tips Regular access rotationChange passwords or privileged access at least every 3 months to reduce exposure to risks. Principle of least privilegeAssign users only the permissions they strictly need to perform their tasks. Role separationMaintain a clear distinction between administrative roles, signers, and view-only users. Frequent auditingPeriodically review user activity logs and accessed documents for suspicious or unusual behavior. Two-factor authentication (2FA)Enable 2FA for admin users whenever possible to strengthen account security.
Capsule 4: Creating a Signature Workflow
Last Updated: September 2, 2025Objective: Create a workflow to automate document signing. Español English Português Steps: 1. Access the Workflow module From the left side menu, click on Workflow to manage existing signature flows or create a new one. 2. Click New Workflow Press the New Workflow button to start setting up a new signature workflow. 3. Select the document source You can either use an existing Smart Document or upload a file from your device. In this example, we choose From a file, then click Select file and Next. 4. Add a signer Once the document is loaded, the viewer will open. Click Add signer to configure the signer details. 5. Choose the type of signer The following options will appear: Sign myself Sign by other person Sign by Legale user Validator Legale mobile Dynamic signer Select the one that fits your use case. 6. Define the signature position type Choose between: Coordinate: manually place the signature Anchor: automatically place it based on keywords in the document 7. Place the signature field in the document Drag the signature field to the exact spot where the user should sign. 8. Confirm and preview the assigned signer You’ll see the signer’s name or a tag displayed. Click Next to continue. 9. Configure the signing flow Set the Flux name, decide whether signers should sign in order or at the same time, and enable the option to send a signed copy. 10. Confirm the workflow creation After saving, the new workflow will appear in the list showing its name, origin, and creation date. 11. Click “Select Workflow” Following Capsule 2, we choose the document and Create and Prepare the Workflow. https://legale.io/docs/capsule-2-uploading-documents-to-legale-io/ Once the document is uploaded, click the Select Workflow button at the bottom. 12. Choose a saved flow A list of previously saved flows will appear. Click Use on the one you want to apply.
Capsule 3: Creating and Sending a Document for Signature
Last Updated: September 2, 2025Objective: Prepare and send a document to be signed. Español English Português Steps: 1. Access the document repository From the sidebar, go to My Documents and locate the file you want to send for signature. 2. Select the document Click the checkbox next to the document to activate the top action bar and click on Prepare for Workflow. 3. Prepare for workflow Click on Create Workflow to start the signing configuration process. 4. Add signer(s) Use the Add signer button to assign who will sign the document. 5. Choose the signature type Select one of the following options according to your case: Sign myself Remote Remote SMS Cloud certificate Local certificate Remote advanced signature Sign by other person Remote Remote SMS Remote advanced signature Sign by Legale user Cloud certificate Local certificate Define by signer Validator Contact Legale user Legale mobile Select tablet After selection, click Next. 6. Adjust the signature position Drag the signature box to the desired location within the document and click Next to proceed. 7. Confirm signer and workflow Check signer details and click Next to configure the workflow. 8. Final settings and send Choose whether signatures should be in order or simultaneous. Set expiration for the signing link and decide if a signed copy should be emailed.Click Send to launch the process. 9. Check document status After sending, the document status will change to IN PROGRESS, indicating the signature process has begun. 10. Email notification to signer The signer will receive an email with a secure link to View and Sign the document. 11. Signer reviews the document The recipient opens the signing link and reviews the document before proceeding. They can click Next to continue or Reject if the content is incorrect. 12. Choose the signing method The signer selects how they want to sign: Input: Type your name. Draw: Sign using a mouse or touchpad. Upload: Use a pre-generated signature image. Once ready, click Sign. 13. Confirmation of successful signature A success message is shown. The signed document will be sent automatically to the email address of the signer. 14. Email confirmation to the signer The signer receives an email titled “Document signed”, with secure links to: Download the signed document Access evidences 15. Visual confirmation of embedded signature The document now includes the electronic signature block with metadata (name, timestamp, QR, geolocation, etc.). 16. Document status is updated Back in My Documents, the file’s status changes to SIGNED, confirming that the process was completed successfully.
Capsule 2: Uploading Documents to Legale.io
Last Updated: September 2, 2025Objective: Learn how to upload files to the system. Español English Português Steps: 1. Go to “My Documents” or “Upload” From the sidebar, select the My Documents section or use the Upload shortcut on the dashboard to start the upload process. 2. Select files from your device Use the file explorer to choose one or more documents from your computer or mobile device. You can also drag and drop files directly into the upload area. 3. Assign a name and category if needed Before completing the upload, you may rename the file or assign it to a category for better organization and retrieval. 4. Explanation of accepted file types Legale.io accepts the following file formats: ZIP PDF DOC / DOCX XLS / XLSX CSV PPT / PPTX JPG / PNG 5. View the uploaded document Once uploaded, the document will appear in your repository under My Documents. You can preview it, move it to a workflow, or assign signers as needed.
Capsule 1: Introduction to Legale.io
Last Updated: September 2, 2025Objective: Get to know the platform and its purpose. 1. What is Legale.io? Legale.io is a digital platform designed to simplify, automate, and secure legal document management and electronic signature processes. Its goal is to transform the way people and organizations manage their document workflows, reducing paper usage, streamlining time, and ensuring traceability and regulatory compliance. 2. Tour of the Dashboard main screen The Dashboard in Legale.io provides an overview of your account status and active workflows. It serves as the starting point to quickly access documents, view statistics, and receive important alerts. Document Status Chart Displays the current status of uploaded and active documents in a circular chart with the following categories: READY FOR WORKFLOW: Documents prepared to be included in a workflow. READY TO SIGN: Documents ready to be signed. IN PROGRESS: Documents currently in the signing process. SIGNED: Documents successfully signed. PENDING DELETION: Documents queued for deletion. SIGN LINK EXPIRED: Documents with expired signing links. Activity Bar Chart Shows the number of documents signed or expired per month. This helps identify activity peaks or documents not handled on time. Also you can Create a custom report of the status in a period of time of your documents. Quick Access Shortcuts for frequently used actions: My documents: Direct access to your document repository. Upload: Quickly upload new files. Create Workflow: Start a new signing workflow. In progress / Pending / Signed: Displays the number of documents in each status. Workflow information / Signatures in process: Details about active workflows and signing actions. Notification Alarms Displays active notifications configured as system alerts. Includes: Alarm title: Name of the configured alert. Notification: Description of the associated event. If there are no active alarms, the message “No data” will be displayed. Expired Links Lists documents whose signing links have expired. Includes: End date: Expiration date of the link. File Name: Name of the affected document. If there are no expired links, the message “No data” will be displayed. Storage Graphical representation of used and available storage space in your account. Displayed in gigabytes (GBs), showing: Used (blue): Currently occupied space. Free (green): Remaining available space. 3. Explanation of side menus The Sidebar Menu in Legale.io allows quick and organized access to all key features of the platform. It remains visible at all times to facilitate navigation between modules. Below is a description of each section: Dashboard Overview of system activity, document statuses, alerts, and quick access to key functions. My Documents Access to the personal and organizational document repository. From here, users can upload, manage, preview, and interact with documents. Contacts Module for managing contact information of signers, clients, or internal users. Useful for reusing participant data in workflows. Users User management section. Admins can create, edit, or deactivate user accounts and assign roles or permissions. Devices Displays authorized mobile devices used for signing or authentication. Allows secure management of linked devices. Certificate Provides access to personal or organizational digital certificates. Notifications Configuration and review of alert rules. Users can define triggers and receive alarms related to document events or security. Workflow Module to create and manage signing workflows. Allows assigning participants, setting signature orders, deadlines, and conditions. Integration Contains tools to connect Legale.io with other platforms or systems. Smart Document Creation and management of intelligent document templates. These templates allow dynamic fields and conditions for automation. Automation Settings to configure automatic behaviors based on specific conditions or statuses. Compliance Create and export reports based on specific conditions. Settings General configuration options: 2FA, password, geolocation and preferences. Security Log Detailed access log for the account and historical actions. 4. What you can achieve with Legale.io? Legale.io is a comprehensive platform for document management and electronic signatures, enabling users to operate efficiently, securely, and in compliance with applicable regulations. With its various features, you can: Electronically sign documents Use simple or advanced electronic signatures, compliant with local and international laws. Sign from anywhere and any device. Request evidence such as photos or ID verification during the signing process. Control the signing flow. Automate processes Create custom workflows with conditional logic. Set up automatic document delivery, reminders, and link expiration. Use smart templates to autofill fields based on context or user data. Store documents in the cloud Securely store all documents in a cloud-based repository with controlled access. Visually monitor your available and used storage. Organize, tag, and classify files for efficient document management. Monitoring in real time Track the status of each document (signed, pending, expired, etc.). Access detailed activity logs by document and by user. Generate automatic reports for traceability and compliance. Set up custom alerts for critical events. 5. Difference between “Documents,” “Workflows,” and “In Progress Signatures” In Legale.io, each module plays a specific role within the electronic signature lifecycle. Understanding the distinction between these concepts helps you manage operations more efficiently and with greater control: Documents This is the central repository where all uploaded or generated files within the platform are stored. From this section, you can: View the history of each file. Download or delete documents. Tag, classify, or move documents into a workflow. See the general status of a file, but not detailed signature progress. Example: A newly uploaded PDF contract will first appear in “Documents”. Workflows Workflows are predefined signing sequences that manage how, when, and by whom a document must be signed. Within this module, you can: Define signing routes. Assign participants and set the order of signatures. Set deadlines, conditions, and automated reminders. Monitor the overall progress of the entire workflow. Example: A contract sent to three people for signature in a specific order is managed as a Workflow. Signatures in Process Displays active individual signature requests, regardless of which document or workflow they belong to. From here, you can: See which documents and signers have not yet completed their signature. Resend pending signature invitations. View specific details of each signing request (send date, expiration, type of signature). Cancel or modify active signature requests if you have the appropriate permissions....