Document signing

Signed inside the process, filed on the record

Electronic document signing built into the HR process. Contracts, letters and policies are signed where they are created: inside an HR Manage workflow, by people inside and outside the company, with every signature tracked and the signed copy filed on the person’s record. No per-envelope fee.

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Why it matters

From generated document to signed record without leaving HR Manage

No separate e-signature subscription

Signing is part of the workflow engine, so a contract generated in one activity is signed in the next, and there is nothing extra to pay per document.

Built in, no per-envelope fee

Everyone can sign, account or not

Employees and managers sign in the web application. New appointees, contractors and other outsiders sign on the public signing portal from an e-mailed link, with a one-time code or their HR Manage login.

Internal and external signers

The signed copy lands where it belongs

When the last signer is done the document is sealed, an audit report is produced, and the signed copy is filed on the person’s compliance record as a new version.

Filed on the record, with an audit report

What it does

What electronic document signing does

Sign templates

A sign template says which documents are signed, in which order, and by which roles. A role is a person, a position holder or a relationship such as the direct manager, or it is left open and the people are chosen when the workflow reaches that step.

Several documents in one request, signed in sequence
Roles by person, position or relationship
People specified at the start of the activity when the template leaves a role open
Reuse one template across every workflow that needs it

Fields and signature places on the PDF

The PDF designer places form fields, signature boxes and initials on each document, so the signer fills in what is theirs and signs where the template says. A required field is a required field; the signer cannot submit without it.

Text, choice and date fields placed on the page
Signature and initial boxes per role
Required fields enforced before submission
Form fields built from an existing PDF with AI assistance

External signers on the signing portal

An outside signer receives an e-mail with a secure link, consents to electronic signing, confirms a one-time code sent by e-mail, then completes and signs the documents in the browser. Someone who has an HR Manage account can use that login instead of the code.

E-mailed link, no account needed
One-time code, or sign in with HR Manage
Fill and sign on a phone, tablet or computer
Reminders and cancellation from the request

Internal sign-offs

Inside the company the same documents are signed in the web application by the people the workflow assigns, one role after the other, or signed off informally where the full ceremony is not needed. A signer may decline with a reason, which sends the workflow down its reject branch.

Tracked sign requests or simple sign-offs
Sequential roles, each notified in turn
Decline with a reason
Undo and cancel by the workflow owners

Stored signatures and initials

Each person stores a signature and initials once, securely, and reuses them on every document afterwards. On the portal, outside signers draw or upload theirs.

One stored signature and set of initials per person
Drawn or uploaded on the portal
Offered automatically on the next document
Stored encrypted

Sealed, audited and filed

When the final role has signed, the completed document is flattened and certificate-signed, an audit report lists who signed what, when and from where, and the signed copy is filed on the person’s record as a new version of the compliance document it belongs to.

Audit report with every signer, time and address
Certificate-sealed final PDF
Filed as a compliance document on the record
Previous versions kept in history

Spotlight

The signing portal, as the outside signer sees it

The signer opens the e-mailed link, sees the documents in the request and consents to sign electronically. After the one-time code, the documents open in the browser with the fields and signature boxes for that role highlighted.

Signing is one step for all the documents in the request. The next role is notified when this one is done.

The HR Manage signing portal showing a document with its form fields and a signature box ready to sign

Typical uses

Anything that needs a signature in an HR process

Appointments and contracts

A contract generated from the data captured during onboarding, signed by the new appointee on the portal and countersigned by the manager, then filed on the new employee’s record.

Policies and acknowledgements

A policy or code of conduct sent to many people at once from the batch sign request creator, with every acknowledgement tracked and filed.

Changes in conditions

A letter generated by a change-of-conditions workflow, signed internally by the employee and the manager, with the trail kept on the workflow.

Contractor and supplier documents

External companies and their people sign on the portal without an HR Manage account, and the signed documents land on the contractor’s compliance record.

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