Sign a Document With an Electronic Signature

 

 

This article focuses on workflows. You can start to create and monitor all your workflows from the Workflow Hub.

 

This article explains how to sign a document with an electronic signature. This option is available for work contracts exchanged within the recruiting section while an offer is being prepared for a candidate, and for general documents (such as data protection statements) that are filed in the Documents tab of employee profiles.

 

How the Signature Process Works

To find out how to initiate requests for signatures and what requirements need to be fulfilled for contract proposals during the offer process, read this Help Center article, and for employee documents, read this Help Center article.

After you have sent the emails requesting signatures, follow this process to have documents signed electronically:

 

e-signature-singing-process-with-placeholders_en-us.gif

 

Steps during the signing process For proposed contracts (candidate profile) For employee documents (employee profile)

The first person to sign the document receives an email with the document template and the request to add their digital signature. A custom message can also be added.

The contract can be signed on a computer using the mouse or trackpad. Alternatively, the signer may scan the QR code with their smartphone or tablet and sign the contract directly on their mobile device.

Once you have clicked on Send offer, the process of requesting signatures from the various parties is launched. The offer status in the candidate profile changes from Created to Pending. You can check View offer to see where the process is at and whether any signatures are still outstanding.


Once you request the signature, the process of requesting signatures from the various signatories is launched. If the document isn't a template with a signature placeholder, the signatory can place their signature anywhere within the document.

By clicking on Options, signatories can download the document or decline to sign it.

If a signatory declines to sign, the status of the requested signature changes to Declined in the offer overview in the candidate profile, and the request for any other signatures is canceled.

If a signatory declines to sign, the status of the requested signature changes to Declined in the Documents tab in the employee profile, and the request for any other signatures is canceled.

Optional: Sometimes signatories need to fill in placeholders for the date and/or place of signing in addition to adding their signature. 

The date placeholder automatically enters the current date at the time the signature is added (currently only available in UK format).

The location placeholder must be filled in manually.

The date placeholder automatically enters the current date at the time the signature is added (currently only available in UK format).

The location placeholder must be filled in manually.

Once the first signatory has applied their signature to the document and confirmed both the T&Cs and security information, they can click Send document. 

The signature status in the candidate profile then changes from Pending to Signed. The document (including all signatures already obtained) is then sent to the next signatory.

The signature status in the employee profile changes from Pending to Signed. The document (including all signatures already obtained) is then sent to the next signatory. If the employee is the only signatory, the process stops, and the document is stored fully signed.
If there are several signatories, you can view the status of the various signatures by hovering the cursor over the status.

Once all parties have signed the document in the defined order, all signatories receive an email with the finalized file.

The document, including all electronic signatures, is available in the candidate profile.
All you have to do is change the status of the offer to Offer accepted and select the position to be closed.
The document, including all electronic signatures, is available in the employee profile.

Note:

The employee who requests a signature will not be notified about its status unless they are also a signatory.

Employees with the corresponding access rights will be able to check the status of a signature through either the Offer tab in the candidate profile or the Documents tab in the employee profile.

However, only admins will be able to check the status of all open signatures through both the Workflow Hub and the Signatures Overview page.

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