Templates, organizational stamps, and electronic signatures

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Templates, organizational stamps, and electronic signatures within SmartERP.

SmartERP Letter & Correspondence Management eliminates repetitive manual formatting and ensures visual brand integrity through centralized letter templates, cryptographically protected organizational stamps, and legally binding electronic signatures.

{screenshot:templates-stamps-and-signatures-overview-dashboard}

2. Prerequisites & Security Access Groups#

• Required Modules: smarterp_letter, smarterp_correspondence
• Security Groups:
  • Letter Registry Clerk (Technical ID: smarterp_letter.group_letter_clerk)
  • Executive Reviewer (Technical ID: smarterp_letter.group_letter_reviewer)
  • Director General (Technical ID: smarterp_letter.group_letter_executive)
• Master Data Dependencies: Dual calendar templates (Ethiopian & Gregorian), official stamp repository, letter reference numbering formats, and departmental dispatch routes.

3. Step-by-Step Configuration & Execution#

Step 1: Navigating to the Module Interface#

1. Log into your SmartERP instance at https://smarterp.et/odoo.
2. Open the main App Switcher (grid icon in the top-left corner).
3. Select the Correspondence app icon.
4. From the top navigation bar, open Correspondence → Letters → Inbound / Outbound / Internal Memoranda.

{screenshot:templates-stamps-and-signatures-app-switcher-navigation}

Step 2: Creating and Parameterizing Records#

1. Click the New button in the top-left control panel.
2. Complete the mandatory fields in the record form:
   • Letter Subject (Mandatory): Clear administrative or commercial subject heading
   • Sender / Recipient Entity (Mandatory): External institution or internal department
   • Dispatch Channel (Mandatory): Physical courier, hand delivery, or digital dispatch
   • Dual Date (EC & GC) (Mandatory): Official Ethiopian calendar and Gregorian dates
3. Configure optional operational parameters and localized tags as required:
   • Digital Signature / Seal (Optional): Authorized executive cryptographic stamp
   • Security Classification (Optional): Routine, Confidential, Secret, or Top Secret
   • Related Prior Reference (Optional): Cross-referenced correspondence tracking ID
4. Click the Save icon in the control bar to commit the record.

{screenshot:templates-stamps-and-signatures-record-creation-form}

Step 3: Validating and Processing Transactions#

• State Transitions: Execute operational state progression (Draft Memo → Editorial Review → Legal Clearance → Executive Signature & Stamp → Dispatched / Archived).
• Ledger & System Impact: Maintains immutable institutional correspondence registry with cryptographic QR validation for external party verification.
• Audit Verification: Automated recording of author ID, timestamp, and immutable revision history.

{screenshot:templates-stamps-and-signatures-transaction-processing-state}

Bilingual letter templates#

Templates (smarterp.letter.template) allow organizations to standardize correspondence layouts across departments. Each template supports English, Amharic, or bilingual side-by-side presentation.

Dynamic placeholder variables#

Templates support dynamic evaluation of letter, counterparty, and company attributes:

Authorized organizational stamps#

In Ethiopian corporate and public institutional practice, an official letter is incomplete without an authorized organizational seal (የድርጅቱ ማህተም). SmartERP provides a secure digital stamp registry (smarterp.letter.stamp) that balances visual authenticity with cryptographic security:

• Role-Based Stamp Protection: Stamps are restricted to authorized registry officers, department heads, or legal custodians.
• PIN / Password Authentication: High-security executive seals can require an authorization PIN code before they can be affixed to an approved letter.
• Watermarking & Audit Tracking: When a stamp is applied to a PDF, the system embeds an invisible cryptographic watermark, the user ID of the officer who affixed it, and the exact timestamp.
• Visual Positioning: Placed seamlessly over the signatory block or letter footer using coordinate-based canvas positioning (ReportLab).

Electronic signatures and legal compliance#

Through deep integration with SmartERP Sign (smarterp_sign), outgoing letters and executive memos can be electronically signed with full legal validity under the Ethiopian Electronic Signature Proclamation No. 1072/2018:

flowchart LR
    A[Letter Approved] --> B[Generate Standard PDF]
    B --> C[Create SmartERP Sign Request]
    C --> D[Signatory Receives Secure Link / PIN]
    D --> E[Signatory Signs with Touch / Certificate]
    E --> F[Generate Audit Evidence Certificate]
    F --> G[Seal PDF with SHA-256 Digest]
    G --> H[Final Document Saved to DMS]

Signature security features#

1. Non-Repudiation: Captures signatory IP address, authenticated user identity, GPS coordinates (if mobile), and timestamp.
2. Document Tamper-Proofing: Any subsequent modification to the PDF breaks the cryptographic hash, invalidating the signature.
3. Audit Certificate: Every signed letter generates an embedded Evidence Summary Certificate detailing the exact signing sequence, authorized parties, and public key digests.

4. Advanced Configuration Points#

• Automated Actions & Scheduled Tasks (Crons):
  • Letters: Check dispatch delivery receipt status (smarterp_letter.ir_cron_dispatch_check): Runs daily to verify courier delivery confirmation slips
  • Letters: Follow-up on pending memorandum actions (smarterp_letter.ir_cron_followup): Runs weekly to alert assigned officers of pending correspondence replies
• Custom Print Templates & Reports:
  • Official Letterhead Dispatch Copy with QR Verification
  • Institutional Letter Inward/Outward Registry Ledger
• Multi-Company Rules: Record-level security isolation under Company 1 (Ashewa Technology Solutions S.C.), preventing cross-company ledger leakage across parent and subsidiary legal entities.

5. Comprehensive Troubleshooting Matrix#