Getting Started with eSignatures

HR Partner's eSignature module allows you to send out documents for electronic signature so that you can capture a digital signature on any document that needs the extra verification.

This is especially useful if you have New Hire paperwork, policies and procedures or employment contracts. We are especially excited with the latest release of eSignatures which incorporates the use of merge fields, initial fields and checkboxes!

You asked, we listened! Thanks to our customer feedback, we've made an amazing improvement to eSignatures. You now also have the capability to assign up to four individuals to complete an eSignature document.

Requesting a Signature

To send out a Document for electronic signing, start by logging into your Admin User profile clicking on eSignatures -> Request Signature.

From here, you can click to upload a brand new file or choose an existing document from the drop-down menu.

Click Next and then Choose Type to decide who to assign your document to,

Click Next and then Edit Layout to begin editing the Layout of your document.

In a new browser tab, our eSignature editing window will open. You can begin editing the layout by first choosing the Signing Parties by selecting the signing parties, or you can add signers by clicking the +Add icon on the right-hand side of the page.

Click on the parties you would like to assign fields to, then drag your desired fields onto your document.

The colours of the Fields will correspond with the party you have selected.

You can double-click on the fields to edit information, make fields mandatory, or delete the field entirely.

Once you have all the fields for each of the parties placed onto your document, you can click Save Layout, which will navigate back to the eSignature workflow. Select Next, which will navigate you to where you can choose who to send the document to and where you can write an outgoing message in the 'Recipient' section. You can also assign an Admin user to send to if you have an admin user in the workflow.

Click Next, and you will then have the ability to configure the settings for the Signing Order and Delivery Mode, which include the options to send the document in an order you create or to send it to all recipients at once.

Once you have confirmed the sending order, you can set any Reminders for completion.

Once you have selected all the steps, click Send Document.

Signing A Document

When you've been asked to sign a document that has been sent out to you, you will receive an email with a link to follow and begin the signing process.

In a new tab, you will be brought to the signing portal. In this portal, you can see the 'Fields to Complete' that need to be signed by you in the right-side navigation bar and 'Signing History' towards the bottom.

The document to be signed will be front-and-center, and you may use the scroll bar on the right or the buttons at the bottom to tab through each document page before signing.

Click on the yellow box to complete the field. If you've been asked to electronically sign, you will have the option to draw your signature, type it out, or upload a picture of your signature. Click Save to save this Signature to the document.

When you are ready to complete the eSignature document and when all fields that you are assigned have been completed, click on Complete Signing, and a new pop-up will ask for your final confirmation. Click Sign Document to complete the eSignature process and complete the document.

Viewing Assigned eSignature Documents

After sending out any document for eSignature, the recipient will receive an email notification prompting them to follow the link and complete the eSignature document signing process.

You will be able to track the process in your Admin User portal under the eSignatures > Assigned tab.

Don't forget that you can also use the Filter button in the top right corner to filter out what types of documents, who they've been Sent To, or by the Status, so that you can easily find documents that have been sent.

Deleting a Document Template

If you've added a file to eSignatures and no longer need that document template to be signed or used, you can delete it by going to eSignatures > Documents. Scroll to locate the file and click on the three dots icon on the right, and you will see a red Delete option.

Click Delete and another window will pop-up to confirm that you'd like to permanently delete this document template from your eSignatures module. This means that you cannot send the file again for signing or use.