> For the complete documentation index, see [llms.txt](https://knowledge.out-smart.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://knowledge.out-smart.com/mobile-app/ios-outsmart-app/core-functionalities/sign-and-send-a-work-order.md).

# Sign and send a work order

Collect a signature, choose recipients, and send a completed work order.

## Sign and send a work order

### Sign and send a work order

When work is registered, collect a signature and send the work order. The completed work order goes to BackOffice.

#### Sign the work order

{% stepper %}
{% step %}

#### Open the review or signature step

Open the work order review summary.

For a workflow, open its signature step.
{% endstep %}

{% step %}

#### Enter who signs

Enter the signer's name when your company requires it.
{% endstep %}

{% step %}

#### Capture the signature

Ask the client to sign on screen.

An empty scribble does not count as a signature.
{% endstep %}

{% step %}

#### Set the job status

Indicate whether the job is completed.
{% endstep %}
{% endstepper %}

#### Choose recipients

You can email the work order to:

* **Client**, **Company**, or **Customer Invoice**.
* **Myself**.
* Added email addresses, when allowed.

#### Send a copy to an inbox

A standing copy, such as an integration inbox, is set on the completed work order email template. Adding it there does not change the recipients you choose on the device.

{% stepper %}
{% step %}

#### Open Email templates

Go to **Settings**, then open **Email templates**.
{% endstep %}

{% step %}

#### Open the completed template

Open **Template notification when work order is completed** for the PDF layout this work order uses.

If that layout has no completed template, the completed template for the PDF layout stored as PDF is used. A copy on another email type, such as a date-change or cancellation template, is not used for this send.
{% endstep %}

{% step %}

#### Add the inbox

Add the address under **Emails**, **CC**, or **BCC**.

Type the address, or choose **Company - Work order e-mail** or **Company - Invoice e-mail**.
{% endstep %}
{% endstepper %}

Those addresses are added when the completion email is sent. **Client**, **Company**, **Customer Invoice**, **Myself**, and an address you add on the device stay as you selected them.

Two settings under **Device policies and settings** can leave out a customer address. They do not remove a copy on the template:

* **Do not send email to customer when work order is completed**
* **Do not send email to invoice customer when work order is completed**

#### When the copy is sent

The copy goes out with the completion email:

* When you sign and send, and the work order is completed.
* When someone sends the work order again from **Mail** on the work order in BackOffice. That send uses **Company Email** and **Customer Email** on that screen, plus **Emails**, **CC**, and **BCC** on the completed template. It does not repeat every address that was selected on the device.

Saving changes on a completed work order does not send another copy. The app does not send the completion email again for a work order that is already completed, processed, archived, or deleted.

Other work order emails use their own templates. A copy on the completed template is not included when a work order is assigned, registered, its date changes, it is reminded or cancelled, or its work status changes.

#### When the copy is left out

* **Disable work order completion email** is turned on for this PDF layout. Open **PDF settings**, then **File and e-mail attachment**. No completion email is sent, so the copy is not sent either.
* There is no completed template for this work order’s PDF layout, and none for the PDF layout stored as PDF. The message that is sent then does not include the template copy list.
* The address is not a valid email address, or it is already on the message. Each address is included once.
* The message already has 20 addresses across the chosen recipients and the template **Emails**, **CC**, and **BCC**. Further addresses are left out.

For a signal each time a work order is completed, including when the completion email is turned off, use an automation. The trigger is **Work order completed**. The action can be **Send email or SMS** or **Trigger webhook**. See [Automation triggers and actions reference](/marketplace-packages-and-power-ups/power-ups/unlimited-automations/automation-triggers-and-actions-reference.md).

That automation runs when the work order is completed. It does not run again when the work order is only edited afterwards, or when **Mail** sends the completion email again.

#### Send the work order

{% stepper %}
{% step %}

#### Tap Send

Tap **Send** from the review summary.
{% endstep %}

{% step %}

#### Pass the checks

The app checks work status, material types, job status, and signature.

A message identifies anything missing.
{% endstep %}

{% step %}

#### Confirm sending

Confirm sending.

If offline, the work order sends when you reconnect.
{% endstep %}
{% endstepper %}

#### Keep in mind

* Sent work orders can no longer be edited.
* Missing optional signatures trigger a warning before sending.
* Recipient options depend on company settings.


---

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