WFM UK: HR UK: Exploring the E-Sign Documents Page in HR

Overview

This article showcases the E-Sign Documents page in the HR module, and how to navigate through it.

For guidance on integration with DocuSign and sending/tracking E-Sign documents, please refer to our other knowledge articles.

Navigating to E-Sign Documents in HR

To access the E-Sign documents in HR the functionality must be enabled and user access assigned. The integration steps must also be completed for data to be populated in the E-Sign Documents page.

[ADD LINK TO ENABLING FUNCTIONALITY]

Once all necessary steps are completed,

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

Fig.1 - Accessing E-Sign Document in HR

The 'Current Documents' view will be displayed. This shows a list of every E-Sign document that has at least been initiated but not necessarily sent.

Search filters can be used to find E-Sign submissions by:

• Document Status - Guidance on statuses can be found here 

• From Date & To Date - Dates are based on the 'Document Last Updated' column
• Employee Number
• First Name (employee)
• Surname (employee)

Fig.2 - E-Sign Documents, 'Current Documents' search filters

E-Sign submissions are presented in rows, with the following columns:

• Employee Number - the employee the submission was made for

• Employee Name - the employee the submission was made for

• Document Template - the name of the HR E-Sign template used for the E-Sign submission. Please see here for guidance

• Document Status - the status of where the E-Sign submission is up to in the process. More information on document statuses can be found here 

• Document Last Updated - the date and time the most recent Document Status was set

• Sent By - the user ID of the person who created and submitted the E-Sign document

• Document - 'Edit' or 'View' actions can be taken here, depending on the status of the document. More information can be found here

Fig.3 - E-Sign Documents - 'Current Documents' columns

E-Sign Documents - Send New Documents View

• Next to the 'Current Documents' view, select Send New Documents and then Search

Fig.4 - Navigating to the Send New Documents View in E-Sign Documents

This will bring the user to the Send New Documents view. 

This shows a list of every single E-Sign template available to send for each employee, subject to the mappings set up on the template (Job Title, Location, Contract, Employment Type) - shown in this guidance.

Employees can be searched for and filtered by Employee Number, First Name, and Surname. All E-Sign templates available to be sent to the employee(s) in question will then be listed.

Future releases will see additional filters (such as available document templates) on this page.

Fig.5 - E-Sign Documents - 'Send New Documents' view

For each E-Sign template available for an employee, it will appear in the table as its own row. If an employee has 10 E-Sign templates available, there would be 10 rows for that employee, with a row for each template.

E-Sign templates are presented in rows, with the following columns:

• Employee Number 

• Employee Name

• Document Template - the name of the HR E-Sign template available for employees, created in this guidance

• Document - the Send Document for the required employee and E-sign template can be taken here. Guidance on this can be found here

Fig.6 - E-Sign Documents - 'Send New Documents' columns