HR e-signature
Summarize
Summary of HR e-signature
The HR e-signature feature allows users to electronically sign documents, including managed documents and knowledge articles, from any desktop or mobile device. This scoped application enables the use of typed or drawn signatures, credentials, or acknowledgments. The e-signature plugin requires a minimum of two active e-signature admin users to prevent deletion of the only admin user.
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Key Features
- Supports three signing types: Acknowledgement, Credential, and Signature.
- Handles two document types: Managed Documents and Knowledge Articles.
- HR roles are associated with specific e-signature roles, allowing users to manage permissions effectively.
- HR administrators and basic users can create e-signature templates that link document types with signature types.
- Migrates existing HR task templates and open HR tasks to the new e-signature task type automatically through a scheduled job.
- Activation of e-signature occurs automatically with Case and Knowledge Management, or can be manually activated if needed.
Key Outcomes
By implementing HR e-signature, organizations can streamline their document signing processes, ensuring compliance and efficiency in HR tasks. Users can create tailored e-signature templates for various document types, facilitating quicker processing of HR tasks. The migration feature ensures a smooth transition to e-signatures, allowing for better management of existing tasks.
Sign electronic documents from any desktop or mobile device with e-signature. E-signature is a scoped application that enables users to sign managed documents, knowledge articles, or HR document templates with their typed or drawn e-signature, their credentials, or as an acknowledgment.
HR and e-signature roles
By default, the following HR roles contain the following e-signature roles.
| HR role | E-signature role |
|---|---|
| HR administrator [sn_hr_core.admin] |
E-signature administrator [sn_esign.admin] |
| HR basic [sn_hr_core.basic] |
E-signature manager [sn_esign.config_manager] |
You can use the assignments as-is or change them. To change the default assignments, see Components installed with e-signature for information on how to assign a role to another role, group, or user.
How to use e-signature templates with HR tasks
Users with the HR administrator [sn_hr_core.admin] or basic [sn_hr_core.basic] role can create e-signature templates. Each e-signature template pairs a document type to sign (managed document, knowledge article, or HR document template) with a signature type (signature, credential, or acknowledgment). For example, you could create an e-signature template for a non-disclosure agreement that requires a typed or drawn signature.
For more information, see Configure an e-signature template.
You can then use the e-signature templates in HR tasks or HR task templates to request signatures from users.
Migrating existing HR task templates and open HR tasks to e-signature
Migrate existing HR task templates and open HR tasks to the new HR task type for e-signature with the Migrate HR e-signature tasks scheduled job. The scheduled job automatically updates the HR task type and e-signature template based on your existing configurations. It also disables the old HR task types for credential, e-signature, and sign document.
For more information, see Migrate existing HR task templates and open HR tasks to e-signature.
Activation information
E-signature automatically activates when you activate Case and Knowledge Management. If it does not activate, you can manually activate e-signature. For information on what components install with the feature, see Components installed with e-signature.