- Wizest version only -

In HRWize's Documents module, it is possible to set up Company Documents that require an electronic signature from employees, for example, to signify that the 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.

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Setting Up Electronic Signatures

First, 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

Go to the Self-Service section and locate the final field in this section entitled "Electronic signature notification text". This is where you can create your declaration text.

Once completed, you should then 'Submit' the changes at the bottom of the page:

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Uploading a company document requiring a signature

To upload a new company document, go to:

Documents > Company documents

Click on the 'Upload' near the bottom of the screen. 

To require electronic signatures from a document, you should set the Electronic signature required field to 'Yes'. This will create an additional field that will display the declaration. This will contain the Default Declaration Text from your Company Settings, but can be overwritten if you need a different text for this document:

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Viewing Document Signatures

Once an employee has signed the document, signatures can be viewed by clicking on the 'View Signatures action button next to the company document:

This will display a table containing the names and works IDs of employees who have access to the document, along with a label indicating whether the document has been signed by the employee, and if it has been signed, information about the signature provided.
If the employee has signed the document, you can view the signature by clicking on the 'View' action button:

Please Note - Company Documents that have been signed by employees cannot be deleted and will need to be archived. In the case of an Employee Document that has been signed, the "Document View Status" can be set to 'Private' in the case of an Employee Document if the document is no longer needed.

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How to electronically sign a company document

A notification will appear beneath Notices on the employee's dashboard containing the ability to sign the document directly. The notice will contain the label "Signature", as shown in their To Do List:

Once the employee has clicked through this notice, they will be taken to the screen below 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 or touchscreen as available.