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Monitor and manage signature requests

This article explains how to track all active electronic signature requests. Administrators can access this info via the Active signatures widget in the Automations area. In this area, you can also track your organization's monthly signature contingent. Your organization has a set number of signature requests available each month, depending on your Personio plan. 

Active signatures widget

workflowhub_signatureswidget_en-us.png

Use the Active signatures widget to track the status of all open signature requests in your organization. Administrators can access this widget via Automations > Overview > Active signatures. It shows the number of active requests by status. "Active" includes all signature requests that haven't expired yet. 

There are four different request statuses: pending, signed, declined, and invalid email address. Click a status in the widget to see documents with that status, the signer, and the request's expiration date. 

To see a more detailed view of signature requests, click View all signatures at the bottom of the widget. This opens the Signatures Overview page.

Signatures overview page

The Signatures Overview page shows all requested electronic signatures in detail, and how much of your organization's monthly signature contingent has been used. You can filter or sort the view by Status, Sender, Request date, Expiration date, and more. 

Administrators can access the Signatures Overview page by following these steps:

  1. Go to Automations > Overview. 
  2. Find the Active signatures widget.
  3. Click View all signatures to open the Signatures Overview page. 

The following information is available in the overview: 

  • Document: Click the document name to see a preview of the file. You'll see the version that was originally sent out. Once a document has been signed by all signatories, you can download the signed PDF file here. 
  • Request date: This is the date on which the sender requested that the signatory/signatories sign the document. 
  • Expiration date: This is the date on which the signature request will expire, four weeks after the request date. Signatories will no longer be able to finalize the signature process after this date. 
  • Document status: This is the status of the overall document. Once a signature has been requested, the document status is set to "Pending". Once all parties have signed the document, the status updates to "Signed". If the signing process is not completed within a period of four weeks, the document status changes to "Expired".
  • Actions: The available actions depending on the document's status. If a document has the status "Signed", you can choose to download the Audit trail. For documents with a "Pending" status, you can send a reminder to the signee. 

What Is the Audit Trail? 
The audit trail is provided by our partner, SignaturIT. It's a document that stores all electronic verification data generated throughout the signature process. This trail serves as evidence of a document's integrity. For more info about the audit trail provided by SignaturIT, read this Help Center article or visit the SignaturIT website.  

Check the status of a signature request

As an Administrator

Administrators can check the status of a signature request on the Signatures Overview page. Follow these steps:

  1. Go to Automations > Overview. 
  2. Find the Active signatures widget.
  3. Click View all signatures to open the Signatures Overview page.
  4. Filter and sort the signatures by Document, Status, Expiration date, etc.

See Send a reminder for a signature request below to send a signee a reminder email.

As an Employee

Employees with access rights can check the status of a signature in the Employee Profile. There are five statuses: Not requested, Pending, Signed, Expired, and Email Bounced. To check the status, follow these steps: 

  1. Open the relevant Employee Profile > Documents.
  2. Find the document in the list, then hover over the status in the Signature column.
  3. You'll see the requested signer(s) and the expiration date of the request.
    • If multiple people need to sign, a status appears for each person. They receive the request one by one in the listed order, and only after the person before them has submitted their signature. 
  4. See how to send a reminder for a signature request in the section below, or Sign a document with an electronic signature for more info on the signing process.

Note: The employee who requests a signature will not be notified about its status unless they are also a signatory. You can create a custom workflow using the "Signature status is updated" trigger to notify employees about changes in a document's signature status. 

E-signature request expiration

  • E-signature requests expire four weeks after the date they're requested.
  • This happens if one of the signatories fails to complete the digital signing process within the four-week window. Once this period ends, the document can no longer be signed.
  • Expired signature requests do not appear in the Active signatures widget. 

Tip: Notify the relevant employees when a signature's status changes to "Expired". Set this up by creating a workflow using the "An employee's document signature status is updated" trigger. 

Send a reminder for a signature request

When initially requesting a document signature, users can choose to send automated signature reminders. They can also manually send a signature reminder by following the steps below. 

As an Administrator

If a document hasn't been signed, Administrators can send a manual reminder to the signee(s). Follow these steps:

  1. Click Automations > Overview > Active signatures widget > View all signatures to open the Signatures Overview page.
  2. Filter and sort by Status, Document, Sender, Expiration date, etc.
  3. Select the checkbox next to the employee(s) who require a signature request reminder.
  4. At the top of the page, click Actions > Send a reminder to sign. 

The selected employee(s) will receive an email reminder, which includes a direct link to the document and e-signature tool. They can also review all of their open signature requests while in the e-signature tool.

If the employee doesn't see the email, they should check their spam folder or other possibilities in the Troubleshooting section.

As an Employee

Employees with the necessary access rights can send a signature reminder to the signee(s) by following these steps:

  1. Open the relevant Employee Profile and click Documents.
  2. Select the document category, then find the document in the list. 
  3. Hover over the document name, and click the Send reminder icon that appears to the right. 

The employee will receive a reminder via email. 

Cancel a signature request

To cancel a signature request for a document, you have to delete the document, which permanently removes it from Personio. Follow these steps:

  1. Open the relevant Employee Profile and click Documents.
  2. Select the document category, then find the document in the list.
    • Optional: To save the document before removing it from Personio, click the Three dots icon > Download.
  3. Click the Three dots icon > Delete. Confirm the document deletion.

This permanently deletes the document from Personio, and cancels the signature request. The Signatures Overview page shows the status of the signature request.

More information

 

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