Adding a signature acknowledgment for HR documents

Release version: Xanadu

Updated August 1, 2024

2 minutes to read

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Summary of Adding a Signature Acknowledgment for HR Documents

The Xanadu release allows you to enhance HR documents with customized signature acknowledgment checkboxes. This feature helps capture the intent behind signatures, such as review, approval, or responsibility. Note that HR Document Templates will be deprecated in the future, so it is recommended to transition to Document Templates for the latest functionality.

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Key Features

Signature Acknowledgments: Capture the meaning of signatures through checkboxes and clarifying text for different task types, including e-signatures and document signing.
Multiple Methods: You can add acknowledgment checkboxes in various ways, focusing on either specific HR tasks or HR templates.
Automated Signing: Utilize DocuSign templates to automate signing requests, streamlining the process for HR tasks.

Key Outcomes

By implementing signature acknowledgments, HR teams can ensure clear understanding and accountability of document signatures. Transitioning to Document Templates will provide a more robust experience. This feature ultimately enhances compliance and clarity in HR processes.

You can add an acknowledgement check box with customized text on HR documents associated with an HR task.

Important:

Starting with the Xanadu release, HR Document Templates is being prepared for future deprecation. It will be hidden and no longer activated on new instances, but will continue to be supported.

Use Document Templates that provides the latest experience for this functionality. For migration guidelines, see Migrating from HR Document Templates to Document Templates.

For deprecation details, see the Deprecation Process [KB0867184] article in the Now Support knowledge base.

Signature acknowledgements are a way to capture the meaning of the signature, such as review, approval, responsibility, or authorship.

For the e-signatures task type, you can show a check box and clarifying text about the meaning of the signature. E-signature acknowledgment

For the sign document task type, you can show a check box and clarifying text about the meaning of the signature. Sign document acknowledgment

For acknowledgments, you can show a check box and clarifying text about using login credentials. Credential acknowledgment

There are multiple ways to add the check box and text for the different task types.

Create signature acknowledgment from an HR task

Using this method creates the acknowledgment check box and text one time for the specific HR task. It does not save it for future HR tasks of the same type.

From an existing HR case, add an HR task.
From the HR task, select an HR Task Type of:
E-Signature.
Select an E-signature template.

Note:

See Adding an HR task to an HR case.

Create or modify an HR template (task)

Using this method creates an acknowledgment check box and text every time the HR service is requested for an HR case.

Table: Select an HR task table.
HR task type: Select one:
- E-Signature
- Sign Document
  Note:
  The parent HR case requires a PDF document.
- Credential
Acknowledgment document: Attach a document.
Acknowledgment text: (Add this field) Enter text to appear next to check box.

Note:

See Configure an HR task template.

Create or modify an HR document template

Using this method creates an acknowledgment check box and text every time the document is associated with an HR case.

From the HR document template, add text in the Acknowledgment text field.

Note:

See Configure an HR document template (HTML) or Configure an HR PDF document template.

Automate signing requests using templates

For more information on using DocuSign templates and automating signing requests using templates, see How to automate signing requests using templates.