*Enterprise version only*
Company documents can be set up to require an electronic signature from employees to signify that this document has been read and understood.
When a document is signed, several pieces of information are recorded. The user's electronic "signature" (which can either be generated from their name or drawn), their name, the date and time, their IP address and some information about the browser they used are also recorded, as shown below:
Setting up Electronic Signatures
Firstly, you should ensure that there has been a default declaration created for employee electronic signatures. This declaration will appear wherever a signature is required. An example declaration might read "I have read and agree to the attached document."
To set up your default declaration, from within an administrator account, go to:
Administration > Company > Settings > Company settings
If you scroll down to the 'Self-service' section, the final field in this section entitled 'Electronic signature notification text' will allow you to create your declaration message. Once completed, you should then Submit the changes at the bottom of the page.
Uploading a Company Document
To upload a new company document, you will need to go to:
Documents > Company Documents
Click on the 'Upload' button near the bottom of the screen. The following screen will be shown:
To require electronic signatures from a document, you should set the Electronic signature required field to 'Yes'.
Once an employee has signed the document, signatures can be viewed by clicking on the small tick icon in the 'Actions' column next to the company document.
A company document which has been signed by employees cannot be deleted and will need to be archived, or the "Document View Status" set to "Private" in the case of an Employee Document instead of a Company Document, if the document is no longer needed.
How to electronically sign a company document
A notification will appear in the Notices section on the employee's dashboard inviting the employee to sign the document directly. The notice will contain the label 'Signature', as shown below:
Once the employee has clicked through this notice, they will be taken to the below screen where they can download the document to view its contents and electronically sign it:
Employees can use the 'Auto generated' signature option to type their name into the box and automatically generate a signature. Alternatively, the 'Draw manually' option will allow them to provide a free-hand signature using their mouse, trackpad or touchscreen as available.
You can direct employees to a version of this article relevant to their access level here: