June 19th 2024, Release Note: WFM UK | HR UK: E-Sign Documents

Summary

E-Sign Documents

Functionality has been added that allows the dispatching of documents that require an 'E-Signature'

Release date: June 19th 2024

• Enabled by default? - No
• Set up by customer admin? - No
• Enable via support ticket? - No
• Affects configuration or data? - No

What's Changing?

The HR module has been enhanced to allow the sending and administration of 'E-Sign' documents by integrating with DocuSign. Users will be able to call for document templates (set up in DocuSign) to be sent to employees and request an E-Signature. The HR module will accommodate tracking these documents through to the point of the document being signed and completed. 

Reason for the Change

To streamline the onboarding process and administration of documents that require E-Signatures.

Customers Affected

All customers using the HR module.

Release Note Info/Steps

 Important: Detailed user guides showing how to integrate and operate the functionality will be made available to customers who proceed to use the E-Sign functionality in the HR module. 

 

Contents

• Getting Started
• Enabling the E-Sign functionality
• E-Sign Account Management
• Assigning E-Sign Accounts to Brands (optional) 
• Creating E-Sign Document Templates in the HR Module
• Sending an E-Sign Document
• Employee Fourth Mobile App Notification
• Tracking an E-Sign Document
• Viewing an E-Sign Document
• Voiding an E-Sign Document
• Resending an E-Sign Document
• E-Sign Documents in an Employee's HR Record
• E-Sign Documents in an Employee's Self-Service

Getting Started

To integrate with DocuSign, there are two options:

1. Integrate with a pre-existing and customer-owned DocuSign account, whereby the cost per envelope will be at the agreed price between the customer and DocuSign
   or
2. Integrate with a Fourth 'sub-account', whereby there will be a pass-through cost per envelope sent which will be billed to the customer, by Fourth

Both options should first be considered and discussed with Fourth, so that all the benefits, details of what is included with adopting a Fourth sub-account, and implementation steps can be explored to determine the best option.

Please liaise with your Fourth contact to discuss this.

 Important: Adopting a Fourth sub-account provides options to allow Fourth to carry out the implementation of the DocuSign integration on behalf of the customer. 

 

Enabling the E-Sign Functionality

To enable the E-Sign functionality in the HR module:

• Go to HR > Administration > Global Settings > Edit Portal Configuration
• Locate the 'E-Sign Documents' section, tick Enable E-Sign Documents and then Save

Fig.1 - E-Sign Documents Global Setting

 

E-Sign Account Management

To enter the DocuSign details into the HR module:

• Go to HR > Administration > E-Sign Account Management
• Select Create E-Sign Account and enter the required details:
  • E-Sign Account Name - the name/description of the E-Sign account being added
  • User ID - taken from DocuSign
  • Account ID - taken from DocuSign
  • Connect Key - taken from DocuSign
    
• Press Save when complete

Fig.2 - Entering the E-Sign account details

Prerequisite: There must be at least one template created in the DocuSign account being used. This is how the integration validates the account, by attempting to retrieve a template.

If the details entered are not legitimate or are duplicated DocuSign credentials or at least one template has not been created in the DocuSign account, whether that is when creating a new E-Sign account record or updating an existing one, one of the following errors will be displayed: 

Fig.3 - Create E-Sign Account with incorrect details error message

Fig.4 - Update E-Sign Account with incorrect details error message

 

Assigning E-Sign Accounts to Brands (optional)

Please Note: The E-Sign Documents Global Setting must be enabled to have the ability to assign an E-Sign account to brands.

If using the Brands functionality in the HR module, then it is possible to assign E-Sign accounts to a brand, following on from creating a brand and assigning locations (release note here).

• Go to HR > Company Admin > Brands
• Select the desired brand (or create one if required) 
• Make a selection from the E-Sign Account drop-down menu
• Select Save

Fig.5 - Assigning an E-Sign account to a brand

 

Creating E-Sign Document Templates in the HR Module

The next step in preparing the HR module to send E-Sign documents is to create E-Sign document templates.

To do this, go to:

• HR > Administration > Document Management > Document Templates (top right) > Upload New Template

Then complete as follows:

• Tick Is An E-Sign Document? so that the screen updates to the E-Sign document template configuration page
• Select an E-Sign Account from the drop-down

This will now display a complete list of all active document templates set up in DocuSign for the chosen DocuSign account.

The E-Sign function will allow multiple DocuSign templates to be sent as one, known as an 'envelope'. These can be configured in DocuSign as well, but the option to select the documents in HR allows for added flexibility in what is sent via the E-Sign function.

• Tick to Select each document to be included in this template
• Tick Primary for one of the selected DocuSign templates
  • Selecting Primary first will automatically Select the template
  • Selecting a DocuSign template as Primary will set that template as the one that provides the subject and email content sent by DocuSign following submission of an E-Sign document to an employee
• Enter a Description for the HR E-Sign template
  • This will be the name of the template, as it shows when choosing to select an E-Sign template to send. However, this can be amended if required
• Enter a brief summary of what the template is for in the Notes section, but this is not mandatory
• Select Upload

Fig.6 - Linking a DocuSign Template for use in HR

• Next, select the Location(s) that will apply to the E-Sign document using the arrows to move them across to the 'Assigned' box (the double arrow will move all available locations over)

This means that only employees at the chosen Locations will be available for use of this E-Sign template (subject to the other criteria).

Fig.7 - Assigning Locations to an HR Document Template (E-Sign)

• If the Brands functionality is being used and an E-Sign account is assigned to the brand, then only the locations assigned to that brand will display in the 'Available' Location selection (Fig.7). If that same E-Sign account is assigned to more than one brand, then the Locations for all the brands the E-Sign account is assigned to will display in the Location selection. In this scenario, the brands can be filtered to only show the locations per brand (Fig.8)

Fig.8 - Assigning Locations with Brand filter

• Select Next
• As with Locations, select the Job Titles that will apply to the E-Sign document template

This means that only employees with the chosen job titles will be available for use of this E-Sign template (subject to the other criteria).

Fig.9 - Assigning Job Titles to the E-Sign Document

• Select Next
• Then, select the Contracts that will apply to the E-Sign document template 

This means that only employees with the chosen contracts will be available for use of this E-Sign template. If no contracts are assigned, then this means every employee can have this E-Sign template made available to them (subject to the other criteria).

Fig.10 - Assigning Contracts to the E-Sign Document

• Next, select the employment types (multiple selection tick boxes) that will apply to the E-Sign document template

This means that only employees with the chosen employment types will be available for use of this E-Sign template (subject to the other criteria).

• Then select Next

Fig.11 - Assigning Employment Types to the E-Sign Document

This completes the template setup for an E-Sign Document in the HR module, and the template will show in the list of document templates (Fig.12).

Fig.12 - Setup E-Sign Document in HR module

Please note: E-Sign Document templates cannot be downloaded and viewed as a 'blank' templates like non-E-Sign document templates. The template must be viewed in DocuSign.

 

Sending an E-Sign Document

To send an E-Sign Document to an employee:

• Go to HR > Administration > Document Management > E-Sign Documents
• The Current Documents view (Fig.13) presents a list of every E-Sign document submission that has been made, or at least created (and not necessarily sent)

Fig.13 - Current Documents View

• Select Send New Documents 
• Filter by Employee Number, First Name or Surname if needed and then select Search

This will display a list of every E-Sign document template created, for every employee that applies to the criteria assigned to that template (Location, Contract, Job Title and Employment Type).

If the user does not have access to see certain employees, those employees will not show in the list, adhering to the portal hierarchy

• Select Send Document against the required employee for the document that should be set to them
  • A pop-up will appear (Fig.15 - if this does not happen, review browser settings and ensure 'allow pop-ups' is enabled)

Fig.14 - Send New Documents E-Sign page

• This pop-up is made up of:
  • Send Details - the details of the employee including their name, the email the document will be sent to (using the employee's personal email address) and their employee number
  • Send Template - the details of the templates making up the DocuSign envelope that will be sent
  • Data Label - the labels within the DocuSign template that are mapped/merged with selected fields in HR
    • Note: this field is governed by the DocuSign template itself, not the HR module. This cannot be changed here

  • Mapped Values - the fields in HR used to merge with the DocuSign data labels. These can be selected via the drop-down lists. These consist of almost many fields available within an employee's record.

If the Data Labels (above) are suitably named, it will be easier to know which data to map here. Use the Manual entry selection for data that will be manually typed in.

Fig.15 - E-Sign Documents send template configuration page

• • Value - the value that the mapped value will return. This field remains editable meaning the user can enter what they would like, changing the merged field if required 
    • Note: Once sent, this cannot be edited

  • Required - If ticked, it means that something should be entered, but if left blank it will prompt the recipient to enter something in the field when they receive the document

    • Note: This field is governed by the DocuSign template itself, not the HR module. They cannot be changed here

  • Read Only - If ticked, it means that the field cannot be amended within the received template by the recipient. It does not mean data cannot be mapped at this stage

    • Note: This field is governed by the DocuSign template itself, not the HR module. They cannot be changed here.

Note: If the HR E-Sign template is being used for the first time, all fields will be set to Manual entry and will require the user to select the required mapped values. If the HR E-Sign Template has been used before (either for the same or a different employee), then the mapped value fields (not the data they return, as will differ per employee) will be retained and stored against the DocuSign data label, reducing the effort required to consistently use the same HR E-Sign template.

Fig.16 - Mapped Values list

•  

Once complete, it will look like this:

Fig.17 - Complete E-Sign Submission mapping

• Once mapped values have been selected and the required values entered, select Save & Preview Document

The screen will then state that the document is being saved, and give the user the ability to preview the document about to be sent.

• The following options are then available:
  • View - use this to see a preview of the document (or documents if more than one attachment in the DocuSign envelope) within an i-frame, with the data labels now mapped with the values from UK HR & Payroll
    • To close the I-Frame, select Close beneath the previewed document and not the Close button at the top right of the page (this will close the entire pop-up window). A download of this document can also be made from within the I-frame.
  • Back - will return to the previous screen to remap any fields on the document
  • Void Document - will stop the process of sending this E-Sign document and disable the ability to send it, or allow the employee to view or sign it.
  • Send Document - when happy to do so, this will trigger the send request to DocuSign and send the document to the intended recipient

Up until the point of selecting Send Document, this window can be closed and returned to later if required. The document request will be in the list available on the Current Documents page and the status will be 'Created'.

Fig.18 - E-Sign Documents Preview Page

Fig.19 - E-Sign Documents Preview I-Frame

After selecting Send Document, the screen will tell the user the document is being sent, and when successfully sent, will show a confirmation:

Fig.20 - E-Sign Document send confirmation

 

Tracking an E-Sign Document

Once an E-Sign document has been sent, the journey of that document can be tracked.

To do this:

• Go to HR module > Administration > Document Management > E-Sign Documents

This page will show every E-Sign document that has been sent to an employee, regardless of where it is up to in the process. This page can also be filtered by the document's status, date range of when it was sent, employee number and the employee's name.

At first, the Document Status will be Created meaning the document has been created and is waiting to be confirmed to send.

When the user sends the document, the status will become Pending, which means DocuSign has received the send request and is in the process of sending the document to the intended recipient.

The next Document Status will be Envelope Sent which means the document send request has been accepted by DocuSign and sent to the recipient.

Fig.21 - E-Sign Documents tracking page (Current Documents)

Fig.22 - 'Envelope Sent' Document Status

Once the recipient opens the document the Document Status will update to Envelope Delivered.

Fig.23 - 'Envelope Delivered' Document Status

Once the recipient signs and completes the document, the Document Status will update to Envelope Signed / Complete, completing the process.

Fig.24 - 'Envelope Signed/Complete' Document Status

- The employee has the option to decline to sign, and if so the document status will update to Envelope Declined.

- If the user decides to void the document, then the document status will update to Envelope Voided.

 - If a document is left on created or pending, after 90 days DocuSign will 'purge' the envelope and the document status will be Envelope Purged. 

 

Employee Fourth Mobile App Notification

When an E-Sign Document has been sent to an employee, they will receive a push notification from their Fourth mobile app, as well as being able to read the notification within the application itself. The notification will only inform the employee that an E-Sign Document has been sent to their email address and is awaiting signature:

Fig.25 - Mobile App Push Notification for an E-Sign Document

Fig.26 - Mobile App In-App Notification for an E-Sign Document

 

Viewing a sent E-Sign Document

Within the Current Documents screen, it is possible to view the document that has been sent, delete that document and also resend it if necessary.

To do this:

• Go to HR module > Administration > Document Management > E-Sign Documents
• To view the sent document, click View

This will display the details of the sent document including the history as well as being able to view or download the document and actually see it as the recipient would, including a signed/complete version of the document:

Fig.27 - Viewing a sent E-Sign document (also options for 'Delete' and 'Resend')

Fig.28 - Signed E-Sign document

 

Voiding an E-Sign Document

Please note: An E-Sign document cannot be voided if the Document Status is Envelope Signed/Completed

• To void a document, go to HR module > Administration > Document Management > E-Sign Documents
• Select View on the required submission and then Delete (shown in Fig.27)

This will ask for a delete request reason:

• Enter a reason and click Send (this means 'send delete request to DocuSign')

Fig.29 - DocuSign document delete Request 

The document will then show a 'Envelope Voided' status.

Fig.30 - Envelope Voided document status

 

Resending an E-Sign Document

• To resend a document, go to HR module > Administration > Document Management > E-Sign Documents
• Click View on the required row and then Resend

The document and HR module tracking of the document will behave in the same way as it was the first instance of sending this document, retaining the original submission history as well as providing the history from the resend

E-Sign Documents in an Employee's HR Record

This functionality is also available by going into an employee's record, where documents sent to the chosen employee can be seen but sent too.

To do this:

• Go to HR > Employees > Employee List > search for and select Employee
• Enter the Employee record > Employee Info > Document Management > E-Sign Documents

This will show the familiar tracking page, with an automatic filter on the chosen employee only.

• Select Send New Documents and then Search
• Proceed to send E-Sign documents as shown above but from within the employee's record (select View against the required document)

Fig.31 - Employee E-Sign Documents in HR Document Management 

 

E-Sign Documents in an Employee's Self Service

Once an E-Sign Document has been created and sent, it will appear in the employee's My Documents section within the Fourth app (ESS). The document will be visible to the employee through the all stages of the process from the point of being created to being signed/completed or even declined or voided. This will give the employee the history of their E-Sign Documents.

Please note: This will not create a separate document for each stage. The one document will continue to be updated in ESS as and when it is updated in DocuSign. For example, when the document is signed it will update the document in ESS to the signed version.

E-Sign documents can be identified by the label 'ESign Document'.

The employee can use the download icon to retrieve a copy.

Fig.32 - Employee E-Sign Document in ESS

 

Fig.33 - Employee E-Sign Document downloaded as a PDF