🚀 Why This Page is Important
🌟 Centralised Document Management: All your important eSign documents are organised in one place—no more searching through scattered folders or emails.
🔍 Real-Time Document Tracking: Instantly see the status of each eSign document—whether it’s Signed, Pending, Cancelled, Declined, or Expired.
✅ Enhanced Compliance: Ensure that all eSign documents are signed and stored securely for audit readiness.
⏱️ Time Efficiency: Send, track, and manage eSign documents with just a few clicks—saving time and reducing administrative overhead.
🌐 Professional Presentation: Maintain a polished and organised approach to eSign document management, enhancing your brand’s credibility.
⚡ How This Page Will Help You
📂 Stay Organised: Maintain a clear view of all your eSign documents, whether they are for candidates, clients, or internal use.
💡 Instant Access: Quickly find any eSign document using search, filters, or sorting options.
📝 Streamlined Workflows: Send new documents for e-signature within seconds, and monitor their status in real-time.
🛡️ Secure Compliance: Ensure all critical eSigned documents are properly signed and stored, maintaining a legal record for your operations.
🔔 Proactive Monitoring: Instantly know if a eSign document has been signed, declined, or is pending, and take action if needed.
🚦 What You’ll See on This Page
📜 ESign Document List and Details
A clear, organised list of all documents sent for e-signature.
Each eSign document displays:
Document Name: Clickable to open the document.
Candidate: The candidate’s name and Jombone ID.
Signee: The signee’s email.
Sent Date: When the document was sent.
Sent By: The user who sent the document.
Status: The current state of the document (Signed, Pending, Cancelled, Declined, Expired).
🔎 Advanced Filtering Options
Search by Document Name or Signee Email: Quickly locate the document you need.
Status Filter: Refine your view by selecting specific document statuses:
✅ Signed: Successfully signed by the recipient.
📌 Pending: Awaiting signature.
❌ Cancelled: Manually stopped by the sender.
🚫 Declined: Recipient refused to sign.
📢 Contact Admin: Requires admin attention.
⏳ Expired: Not signed within the set timeframe.
📅 Sent Date Filter
Select a date range for the documents you want to view:
Last 30 Days, Last 14 Days, Last 7 Days, or Custom Date Range.
✉️ E-Sign Menu
Access the eSign button to send new documents for signature:
Send eSign to Candidate: For candidate onboarding, job offers, or policy agreements.
Send eSign to Client: For service agreements, contracts, or client-specific documents.
📌 Document Actions (Three-Dot Menu)
Each eSign document has an action menu (three-dot icon) with the following options:
📂 Open Document: View the eSign document directly within the platform.
📥 Download Document: Save a copy of the eSign document for your records.
📝 How to Send an E-Sign Document
Initiate eSign Request:
Click on the "eSign" button.
Choose between "New Document" or "Approved Templates".
Upload the document (PDF or DOC format).
Click "Submit".
Prepare Document for eSignature:
Add necessary fields to the document (Signature, Text, Checkbox, Date, etc.).
Assign fields to the designated recipient(s).
Click "Continue".
Set Up Recipients:
Specify the recipient(s) of the document (e.g., candidate or client).
Verify their email addresses.
Click "Send".
Track Document Status:
Monitor the status of the document under Document Management.
Use filters to view documents by status (Signed, Pending, Declined, etc.).
🌐 Contextual Scenarios: Real-World Use Cases
🌟 Candidate Onboarding: Send employment agreements or policy acknowledgment forms to new hires for their signature.
💼 Client Agreements: Securely send service agreements or contracts to clients for approval.
✅ Compliance Documents: Manage signed NDAs, tax forms, or other regulatory documents.
📋 Custom Agreements: Quickly create and send custom documents to clients or candidates.
💡 Points to Remember
Always monitor the status of sent eSign documents to ensure they are completed.
Use the Status Filter to quickly find Pending or Signed documents.
E-Sign Documents with an Expired status should be resent if still required.
Download signed documents for local backup if necessary.
🌟 Quick Tips for Document Management
✅ Use the Search Bar: Quickly locate any eSign document by name or recipient email.
🔍 Filter by Status: Prioritise your workflow by focusing on Pending documents.
📅 Sort Documents: Arrange eSign documents by Sent Date to stay updated.
💡 Customise Messages: Add clear instructions in your e-sign emails for better recipient understanding.
📌 Regularly Monitor Compliance: Ensure all mandatory eSign documents are signed.
📂 Backup Signed Documents: Download and store critical signed documents for secure record-keeping.
🚀 Resend with Ease: Use the three-dot menu to resend a document without starting over.