Research-note e-signature

When you sign, the note’s content at that moment is fixed as a version, and a fingerprint (hash) calculated from that content is stored with the signature record. Each time a signed version is opened, the stored content is checked again against the moment of signing, so you can use signatures for documents such as lab notes whose content must be kept exactly as recorded.

What does a signature record?

Content fingerprint: The note’s title, body and research note metadata at the time of signing are combined to calculate a SHA-256 fingerprint (hash).
Signature history: The version number (v1, v2 …), signer, signing time and content fingerprint are kept as history. The signing dialog also says The signing time, signer, and content fingerprint are recorded as a permanent history.
Signature image: The signature you had registered when signing is saved with that version. Changing or deleting your signature later doesn’t change how already-signed versions look.
Integrity check: Each time a signed version is opened, the fingerprint is recalculated from the stored content and compared. If they differ, the app shows The content was modified after signing. The integrity of this version cannot be trusted.

1. Register your signature

First register the stamp or signature image to sign with.

Open the Account menu → Settings and select the Signature tab.
Under My signature, select Register (or Change if you already have one).
In the Register signature dialog, pick a method:
- Stamp: Enter your Name or initials and pick a shape (Square, Vertical, Round, Oval). Up to 4 characters appear on the stamp; when you sign, it’s sealed at the top right of the note.
- Handwriting: Enter your name and pick a style (Pen, Brush, Gaegu, Dokdo). When you sign, it’s placed in the signature field at the bottom of the note.
- Image: Upload a PNG, JPG or WEBP image (up to 10MB) with Choose signature image. An image with a white background is placed as-is in the signature field at the bottom of the note.
Select Save signature.

You can change your signature in the same dialog, or delete it with the delete icon at the bottom left (Delete registered signature).

2. Fill in research note metadata

Before signing, you can select the Research note metadata icon in the note’s top bar and fill in these fields. All are optional.

Project name
Experiment ID
Experiment date

The metadata is included in the snapshot when signing and is subject to verification; fields left blank aren’t displayed. The icon doesn’t appear while you’re viewing a note in its signed state.

3. Sign a note

Open the note and select the Signature history icon in the top bar. The signature history panel opens on the right.
Select Sign (or Sign new version if a signed version already exists).
In the Signing this note dialog, check the note and version. Read the notice After signing, the contents of this page can no longer be edited directly. and check I agree to the above and sign under the name of {signer}.
Select Sign.

When signing finishes, the note switches to the signed document view, showing your stamp or signature image together with the author and signing time.

In a workspace that can’t use e-signatures

The signature history panel shows a Business only label, and selecting Sign opens the Business plan required dialog:

Research note e-signatures are available only on the Business plan.

Viewing previously signed versions and hash verification remain available on the free plan.

Selecting Upgrade in this dialog opens the Billing tab of workspace settings. To add e-signatures, see the R&D solution.

To keep editing a signed note

A signed version can’t be edited directly. To keep writing, select ⌥ Start a new version from v{version} in the signature history panel. The editor opens again and the already-signed version stays preserved. When you finish editing and sign again, a new version with the next number is created.

4. Assign a reviewer and get a review signature

You can assign a reviewer to a version the author has signed, to get a review signature (approval).

The author selects Assign reviewer on the signed version in the signature history panel.
Choose a workspace member to review and sign this version, then select Assign. The version’s status changes to Awaiting signature and Awaiting review: {name} appears.
The reviewer opens the same note’s signature history panel and selects one of:
- Sign as reviewer: The version becomes Approved, and the reviewer’s signature is added to the signed document view.
- Reject: Rejects the version, optionally with a Rejection reason (optional). The version becomes Rejected, and Rejection reason: {reason} is shown to the author.

Keep in mind:

The reviewer must be a workspace member other than the author. Guests can’t be assigned.
Only the version’s author can assign a reviewer, and only the assigned reviewer can sign or reject.
The reviewer doesn’t get an Inbox notification or email. Let them know yourself after assigning.
In the signed document view, the reviewer’s signature appears in the Reviewer slot.
To fix rejected content, start a new version, sign it again and assign a reviewer.

Check the signature history

The signature history panel lists versions newest first. For each version you can see its status (Signed, Awaiting signature, Approved, Rejected), the author and reviewer, and signing times. Every workspace member except guests can view the signature history.

Signed notes can’t be deleted

To preserve the record, signed notes can’t be moved to Trash or permanently deleted. Trying to delete one shows Signed notes cannot be deleted. Archiving will be supported later.