General principles
Thanks to the Core HR electronic signature module, you can send documents for signature in 5 steps:
- Import of the documents to be signed;
- Selection of the employee concerned by the documents and whether they need to be saved into their HR file;
- Selection of the signatories;
- Selection of the language used for the notification email;
- Entry of the title of the signature request.
Requirements
In order to submit a signature request, you will need to have access to the “Signature request” entry. This entry can be accessed via 2 permissions: "Send a signature request to" and "View and modify signature requests made by".
The "Send a signature request to" permission lets you restrict the users who can send and view a signature request.
The "View and modify signature requests made by" permission lets you manage requests submitted by other people.
How to submit a signature request
Via the Documents > Electronic Signatures module, click on “Submit a signature request”.
Once you have generated a document via the corresponding module, you can also request that it be sent for signature.
Selection of the documents to be signed
The first step involves importing the documents to be signed in PDF format. If you have requested the signature via the document generation feature, the file will already have been uploaded. Otherwise, you can select the file(s) from your computer.
Employee selection
This step consists of selecting the employee concerned by the document and the data from the HR file in which the document needs to be saved.
The document will be saved in the HR file when it is sent for signature. Then, it will be automatically replaced by the signed document once it has been signed by all of the parties.
Signatory selection
The following step consists of selecting the signatory/signatories. The document will be considered legally signed when all of the signatories have signed it.
The signatories must be employees with an HR file in Core HR.
If an employee has not joined the company yet or if they’ve left the company, the document to be signed will then be sent to their personal email address.
When a signature request is completed, the signatories will be notified.
You can also add employees who will only receive a notification when the signature request is completed.
Sequential signature
It is possible to define an order for the signatures. The signatories will only receive the signature request once the previous signatory has signed the document.
In the event of signature refusal by a signatory, the signature request as a whole will be cancelled and subsequent signatories won’t receive the signature request.
Simultaneous signature
If signature in a specific order is disabled, all of the signatories can sign the document(s) at once.
Document approval before sending for signature
This option is only available for sequential signatures.
It lets you send the document to be signed to an employee so that they can check and approve the signature request. This employee won’t have to sign the document.
If the document is approved, it will be sent to the first signatory.
If the document is rejected, it won’t be sent for signature.
Naming the request
The final step consists of naming your signature request. This title will be seen in the dashboard for signature requests and in the notifications sent. Using a clear name (for example: document type - employee’s full name) will make it easier to find later.
The request name will automatically be prefilled with the name of the imported file, but it can still be edited.
How to sign a document
You can find all of the steps to signing a document on the dedicated help sheet.
Available actions for an existing signature request
The main page lets you track all of the signature requests that have already been created, whether they’re in progress, signed, refused, canceled, or in error.
There are several available actions for a signature request once it has been created:
- View the progress of the request;
- Manually send a relaunch to people who haven’t signed yet;
- Cancel a signature request;
- Download the files.
Relaunches are automatically sent every three days to signatories who have not signed the document yet.
Request statuses
A signature request may be:
- In progress, when the documents are pending signatures;
- Signed, when all of the signatories have signed all of the documents for the request;
- Refused, when a signatory refuses to sign at least one document. In these cases, the request is automatically closed, and the signatories will no longer be able to sign the document;
- Canceled, when the request is manually interrupted,
- In error.
Track the progress of a request
When you click on the signature request, you’ll access its details. These include:
- Date of creation;
- Author of the request;
- Signatories who have signed the request;
- Pending signatures;
Relaunching signatories
For any request in progress, you can send an email reminder to signatories who have not yet signed the documents. The reminder email sent will include a link to access the document(s) to sign.
Canceling a request
When you cancel a request, an email notification is sent to the signatories. They will no longer be able to access the documents and the request will be considered completed.
The cancellation of a signature request is permanent.
Downloading files
The following documents will be available for a signature request:
- The original documents that have been sent for signature;
- The signed documents. These are documents that include all signatures;
- The audit trail, which is a proof-of-signature document.
Upcoming developments
You can let us know what developments you’d like to see by following the process explained in this article.