Signable Documents

You can now create and distribute signable documents using Every HR. With signable documents, employees are asked to provide a signature after reading to confirm their agreement. The feature also generates an audit trail and ensures that the document is stored in the correct place on Every HR for future reference.

Permissions Required:

To access 'Documents for Signing' tab you will require the user permission 'View Documents to Sign'. This must be activated alongside ‘Main Settings’ permission.

Please see our article User Permissions for further information on this process.

How do I create signable documents?

Step One - Go to an employee record or vacancy

There are two places where you can create a signable document. The first is through an employee record in the Employees module. In each employee record you will find an Employee Documents page for all documents relating to the employee directly, and a Job Documents page for all documents relating specifically to their job role.

You can also create signable documents in the Recruitment module. Each Vacancy will have a Documents tab.

Creating and distributing a document is the same no matter which module you use, but please note that the module your signable document originates from is where if will sit once it has been signed by an employee (i.e. a signable document created in a vacancy in the Recruitment module will sit in the Recruitment module once signed).

Step Two - Upload a document

As the process is the same across both modules this example will focus on creating documents in an employee record.

First, you need to find the employee record you want to focus on. Go to either the Employee Documents tab (if the document is relevant to the employee themselves) or to the Job Documents tab (if the document is related to their job role).

Select the ‘Edit Details’ button.

Now select the ‘Upload Documents’ button. This will launch the ‘Upload / Edit Document’ window.

You will be asked to do the following:

Enter a title for easily identifying the document.

Use the ‘Select File’ button to choose the file you would like to upload from your computer’s hard drive.

Set an ‘Expiry Date’ - the date after which this document will no longer be valid, or will be superseded by a newer version.

Check the box next to ‘Create signable document from this file after upload’.

Select 'Save' to upload the document and continue.

Step Three - Enter signable document details

This will prompt you to enter further details for your signable document:

A name for the signable document.

A message to be distributed with the document. There is a default message but this can be amended to your requirements.

A 'Signature Deadline' to ensure everyone has signed by this date. The date selector will only allow you to choose a date in the future.

The uploaded document you wish to attach to this signable document request.

Any HR users that need to be notified of updates relating to the document.

All HR or Bureau users who need to sign this document.

Step Four - Add signatories

After this you need to add your signatories. This tells Every HR who needs to sign the document, and in what order. For example the employee may need to sign a document that then needs co-signing by a manager or a member of the senior leadership team.

Select ‘Add Signatory’ to load the ‘Manage Signatory’ window.

Choose whether the signatory is an HR or Bureau user.

List the users who need to sign this document at this stage.

Add any signer tags. Signer tags are previously created groups of employees that have the same signing authority. Instead of choosing an individual you can choose a group or 'tag'. This is especially useful if you work in a large trust and may not know all relevant authorised signatories. Signer tags can be set up in the Settings area for Employees within the 'Signer Tags' tab. From here select 'Add Signer Tag', give your 'tag' or group a name, and then choose the relevant users to be included. Select 'Save' to continue. Examples of 'Signer Tags' could be ’HR Team’ or ‘SLT’.

Choose whether all users must sign or any user must sign for the document to progress to the next signatory stage. This is called the ‘Approval Condition’.

Choose an approval order, or where in the chain of signatories this approval will sit.

Finally, click save to add this to your signable document. You can repeat this process to add as many signatory stages as you need.

You will now see the document in the 'Signable Documents' table. You can use the action column on the right to:

View document full information - shows full document information including status, any messages, and signing information.

Preview document file - allows you to view the document that requires signing.

How do I distribute signable documents?

To distribute a signable document, first locate it in either the Employees or Recruitment module. In the action column select the icon to ‘Preview email'. You will see a preview of the email to be sent. Now select 'Send' to distribute it.

Once the document has been sent the signatory needs to visit My Portal, then My Documents to review it and either sign or reject the document. You will see several tabs. Select the tab titled 'Documents for Signing' then select the 'eye' icon within the right-hand action column of the required document.

You must select the ‘Preview Document' button to view before you can sign or reject it. This is to confirm the document has been read by the signatory.

Once the document has been viewed, you are able to add a ‘signing message' if desired. Next, check the box to confirm you are accepting or rejecting the document. You can sign in the ‘E-Signature’ box by drawing with your mouse, or by using the 'Text for canvas' option to produce a signature in a font and style of your choosing.

Select 'Update Signature' then either 'Sign', or 'Reject'.

Once the document has been signed it will show within the 'Signed Documents Library' tab in the My Documents area of My Portal. By selecting the eye ' ' icon you have the option to preview or download the document.

Where can I find information on distributed signable documents?

If the document sits in the Employees module, go to the applicable employee record and navigate to 'Employee Documents' or 'Job Documents’.

Select the 'Edit Details' button. You will now see icons displayed in the right-hand action column within the 'Signable Documents' table.

Select the 'eye' icon to view the full information for the document. Here you will see the document’s status, when the it was signed and any attached messages. You will also be able to see if the document has been rejected.

If the document relates to the Recruitment module, this information is shown within the documents tab of the applicable vacancy.