Types of participants in a document: Document Creator, Signers, and Observers

In Cincel, the efficient management of your documents is based on clear and defined roles for each person involved in the signing process. Understanding these roles is essential to optimize your workflows and ensure that each document is processed in a secure, transparent, and legal manner.

This article details the different types of participants you can assign to a specific document, distinguishing them from organizational roles (Administrator, Editor, Viewer) that manage general access to the platform and teams.

Document Creator

The Creator is the Cincel user who initiates the signing process. This person has the authority to prepare the document, define the signature fields, invite other participants, and monitor progress.

Essential functions:

Upload and configure: Uploads the file, assigns a name and description, and establishes security settings (signature type, life proofs, geolocation, etc.).
Invite participants: Adds signers and observers, specifying their email addresses.
Manage the flow: They are the only ones who can send reminders to pending signers and track the document status in real-time.
Full access: Maintains total control over the document, with the ability to download it and its backups once the process is finalized.

Signers

Are the individuals whose signature is required to validate the document. They are the active and essential part in the formalization of any agreement.

Essential characteristics and functions:

Simplified access: They do not need to have a Cincel account to sign. They receive an email invitation with a secure link that directs them straight to the document.
Signature flexibility: They can sign from any device (computer, tablet, or smartphone) using the signature methods enabled by the creator (digital autograph signature, e.firma, FIREL, among others).
Privacy and control: They only have access to the document to sign and, once the process is complete, to download it along with its legal backups.
No limit on signers: Cincel allows for an unlimited number of signers per document, facilitating complex agreements with multiple parties.
Transparent process: Although they cannot cancel a signature request once sent, they have the freedom to not sign the document if they so choose.

💡Cincel Tip: Whether it is a digital autograph signature or an e.firma, our platform ensures that consent is recorded securely and is admissible under Mexican law.

Observer(s)

An observer is a user who needs to stay informed about the progress of a document but does not need to sign it or make modifications to it. Their role is informative.

Full visibility: They have access to view the document and its status at any point during the signing process.
No direct interaction: They cannot sign, edit, delete, or perform any action on the document. Their participation is limited to observation.
Enhanced transparency: They are ideal for keeping stakeholders, managers, legal advisors, or anyone who needs to follow an agreement informed without actively intervening in the signature.
No limit on observers: Cincel allows for an unlimited number of observers per document, ensuring that all interested parties are kept in the loop.

💡Cincel Tip: The inclusion of observers facilitates communication and process supervision, ensuring that no one is left out of the information flow.

❗️Important: Remember that other members of your team where folders are shared have access to documents according to the role level assigned to them (viewer, administrator, etc.) by the team administrator, despite not being participants in the document.