How to Initiate eSign for Documents 🚀
1. Accessing the eSign Feature
Navigate to the Document Management section of your Staffing Workspace. Or JEM - Locate a candidate teaser - 3 dot menu - Send Documents for eSign.
Click on the "eSign" button in the upper right corner.
Choose the type of eSign you want to initiate:
✅ Send eSign to Candidate: Perfect for offer letters, employment agreements, and onboarding documents.
✅ Send eSign to Client: Ideal for client contracts, service agreements, and project scopes.
2. Selecting Document Type 📄
A pop-up window will appear, giving you two options for selecting a document:
Option 1: New Document 📥
Click "New Document."
Upload a document by dragging and dropping it into the window or by clicking "Browse" to select a file.
This option is great for one-off documents that are not templates.
Option 2: Approved Templates 📑
Click "Approved Templates."
Select from a list of pre-approved document templates.
This is ideal for frequently used forms, such as offer letters, or client contracts.
3. Preparing the Document for eSign 📝
After selecting the document, click "Submit."
The document will open in the eSign preparation window.
Add or remove recipients for the document:
➕ Add Recipients: Enter the email addresses of the individuals who need to sign.
✅ Assign All to One Recipient: For documents requiring a single signature.
Use the toolbar on the left to add form fields:
🖊️ Signature: Designate where the recipient should sign.
📃 Text Fields: For names, dates, or other required information.
✅ Checkboxes and Radio Buttons: Allow recipients to make selections.
📅 Initials, Date, and Time: For added verification.
4. Setting Up Recipients 👥
Click "Manage Recipients."
Enter the email addresses of the recipients who will sign the document.
You can also add CC recipients who will receive a copy of the signed document.
Use the "Assign All to One Recipient" option for single-signature documents.
5. Customising the Document (Optional) ✨
Customise the document with interactive fields:
🖊️ Signature: Specify where the recipient should sign.
📝 Text Fields: For entering information such as name, address, or other details.
✅ Checkbox or Radio Buttons: Allow users to make selections.
📎 Attachments: Let recipients upload necessary documents.
6. Sending the eSign Document 📤
Once your document is ready, click "Continue."
Review the recipient’s email addresses.
Customise the message for clarity and instructions.
Click "Send Invite."
7. Monitoring eSign Document Status 📊
Go to the Document Management section.
Use the Status Filter to track your eSign documents:
🔵 Pending: Waiting for recipient’s signature.
✅ Signed: Document is completed and signed.
❌ Declined: The recipient has refused to sign.
⚫ Cancelled: The request was canceled by you.
🛑 Contact Admin: Document requires administrative assistance.
Real-World Use Cases 🌐
Instant Offer Letters: A candidate is excited to join your company, but they are across the country. Use eSign to send their offer letter, and they can sign it within minutes. ✨
Client Agreements Made Easy: Secure client signatures for project agreements without needing an in-person meeting. Maintain a clear record of the signed agreement. 💼
Compliance Documentation: Ensure that all your candidates complete the necessary compliance forms before starting their roles. ✅
Points to Remember ⚡
✅ Always verify recipient email addresses before sending.
📝 Use pre-approved templates for standardised documents to save time.
📊 Regularly review the Document Management page to track the status of your eSign requests.
✨ For sensitive documents, use the "Customise Message" option for clear instructions.
📂 Keep your document templates updated to comply with company policies.
Quick Tips 🚀
For commonly used documents, save them as templates for easy access. 📑
Use the "Add Recipients" feature to send the document to multiple people at once. 👥
Use the "CC Recipients" option to ensure managers or supervisors receive a copy of the signed document. 📧