WFM UK: HR UK: Sending E-Sign Documents in Batches

Overview

To enhance the user experience of the E-Sign functionality, the ability to send E-Sign documents in batches of more than one employee was added. Batches are sent for the same DocuSign envelope for all employees in the batch. Before using the E-Sign Batch Admin functionality, the E-Sign Documents functionality must be enabled with all prerequisites detailed in the following user guides:

Whilst the above guides and detailed perquisites are considered mandatory, it is recommended that users familiarise themselves with the 'Single Send' E-Sign functionality before using the Batch Admin functionality. These are detailed in:

Please Note: Currently, there is no maximum number of e-sign documents that can be sent in a single, or multiple, batches from a Fourth perspective. However, any limits imposed by DocuSign must be considered. Review the agreement with DocuSign or contact DocuSign to understand if the DocuSign account(s) that may be used have any envelope limits.

User Access to E-Sign Batch Functionality
Creating an E-Sign Batch
Deleting an E-Sign Batch
Sending an E-Sign Batch
Tracking E-Sign Documents Sent via a Batch

User Access to E-Sign Batch Functionality

For a user to have access to the E-Sign Batch Admin functionality, three permissions need to be set.

Go to HR > Users > Assign User Access > find and select the User > User Profile
Under the 'Administration' section, enable E-Sign Document Templates and for E-Sign Documents, select Full Access

Fig.1 - User Access Permissions for E-Sign Functionality

Then, under 'HR Administration', enable the permission HR Administration (Use With Caution)

Fig.2 - HR Administration Access Permission

Scroll down and Save

Important: The reason for this permission to be assigned is that the E-Sign Batch Admin functionality requires the user to be able to access any employee, with any job title, employment type and contract type as well as any location. Please continue to use this permission with caution and only have this assigned to users who already have the permission set or are allowed to have it.

Creating an E-Sign Batch

To access the E-Sign Batch Admin page, go to:

HR > Administration > Document Management > E-Sign Batch Admin

Fig.3 - E-Sign Batch Admin Location

The Batch List page will then open.

Select Create New Batch

Fig.4 - E-Sign Batch Admin, Batch List

This will display a list of E-Sign templates that have been created in HR (see here for guidance on creating templates).

Select the template that will be sent in a batch

Fig.5 - Template Selection

Next, search for and select the employees to be included in the batch submission by using the Send Document tick boxes
Select/Deselect All buttons are also available
Then select Add To Batch

Important: Use the Add To Batch button for all selections before advancing through each page of employees, or changing any search filters (Job Title, Location, etc). This will ensure that all employee selections are saved and added to the batch.

Fig.6 - Employee selection for a Batch

As employees are selected and added to the batch, they will appear at the top of the list.

Fig.7 - Employee List ordered to show selected employees at the top

To only view employees that have been selected for the batch, select View Selected

Fig.8 - View Selected Employees Button

The list will update and show only those employees selected for the batch.

To remove a selected employee, untick their Send Document box and select Update Batch

Fig. 9 - Selected Employees for Batch

When all required employees are selected, use the Create Batch button

Fig.10 - Selected employees, 'Create Batch'

Select OK to proceed

Fig.11 - Batch Creation Confirmation

In the next message that appears, enter a name for the batch (as it will appear on the Batch List page (see Fig.2) and select OK

Fig.12 - Batch Name Confirmation

The Batch List page will then display the created batch with a Status of 'Pending'. This means that the batch is currently being created by the system in preparation to be sent.

Fig.13 - Created Batch in the Batch List, pending

Depending on the size of the batch (see the Benchmarks section), after a time, the Status will update to 'Created', meaning it is ready to send.

Fig.14 - Created Batch in the Batch List, created

To see the details of the batch, select View

Fig.15 - View Batch Details

This will list all the employees in the batch including their Name, Email, Document Status, Batch Item Status, Status Description and two options to Edit Data (see Fig.16) and Open Document (Fig.18).

Fig.16 - Batch Details

Selecting Edit Data will display all the field mappings used with the necessary DocuSign template Data Label, similar to the single send functionality. Adjustments to the Mapped Values or Value fields can be made here and confirmed by selecting Update Document

Fig.17 - Edit Field Mappings for DocuSign Data Labels

Please Note: The values and mappings from the DocuSign template will automatically apply to all employees in the batch. If all mapped values show as 'Manual entry' then it is possible that the data labels of those names have never been used and mapped to any mapped values in the system before. It is recommended that a single send of this document template is used before using a Batch send.

When updating an individual employee's mappings within the batch (Fig.17), upon selecting Update Document, it will only update the mappings for that employee.

Selecting Open Document will open a new tab and show that employee's document details and history, with the ability to View the document before it is sent

Fig.18 - Employee document details, 'View' button

A preview of the document will appear within an iframe.

To close the page use the Close button located at the top right of the page (Fig.19), but to just close the iframe, select Close at the bottom left (Fig.20)

Fig.19 - Employee Document Preview

Fig.20 - Employee Document Preview - iframe close button

Deleting an E-Sign Batch

Please Note: An E-Sign Batch can only be deleted before it has been sent, where its Status is 'Created'.

To delete an E-Sign batch, return to the Batch List page (HR > Administration > Document Management > E-Sign Batch Admin) and select Delete against the batch that needs to be removed

Fig.21 - E-Sign Batch Delete Button

The Status will then be updated to 'Pending'.

Fig.22 - E-Sign Batch Delete - Status Update to Pending

When returning to the Batch List page the Batch will then no longer be listed.

Fig.23 - E-Sign Batch Deleted

Sending an E-Sign Batch

To send an E-Sign Batch, return to the Batch List page and select Send

Fig.24 - Send an E-Sign Batch

The Status will then be updated to 'Pending'.

Fig.25 - Sent E-Sign Batch Status Update - Pending

Depending on the size of the batch (see the Benchmarks section), after a time, the Status will update to 'Sent'.

Fig.26 - Sent E-Sign Batch Status Update - Sent

Upon selecting View, the 'Sent' Status by each employee is shown, to confirm it has been sent to each employee. Any employee errors that are part of the batch will be detailed on this screen

Fig.27 - Status Update, by Employee within a Sent Batch

Please Note: The Document Status being 'Sent' confirms that the request to DocuSign to send the document has been completed. The Batch Item Status confirms that the system has processed the batch send request, which triggers the request to send each document via DocuSign.

Please Note: Once a document has been successfully sent the data can no longer be edited within the document mappings, nor can then the Batch be deleted. At this point, DocuSign will consider the envelope request as chargeable.

Tracking an E-Sign Document Sent Via a Batch

Tracking an E-Sign Document sent via a Batch can be done in two ways:

With the E-Sign Batch Admin functionality
With the E-Sign Documents functionality (single send)

To track the status of an E-Sign Document sent via a Batch using the E-Sign Batch Admin functionality,

Return to the Batch List page (HR > Administration > Document Management > E-Sign Batch Admin), and locate the batch either by searching in the batch list or using the batch name search
Select View

Fig.28 - View Button of an E-Sign Batch

The status of each document will be updated as and when an employee interacts with the E-Sign Document.

- Sent - the employee has received the E-Sign Document
- Viewed - the employee has received the E-Sign Document and opened it up
- Signed - the employee has received the E-Sign Document and signed it
- Declined - the employee has received the E-Sign Document and declined to sign it

Fig.29 - Different Status updates of individual E-Sign Documents

To track the status of an E-Sign Document sent via a Batch, using the E-Sign Documents functionality (single send),

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

Even when an E-Sign Document is sent via the batch send functionality, it will still be listed in the dashboard of the single send functionality.

Using the filters and search functionality to see individual employee E-Sign Documents, they will appear and can be viewed

Fig.30 - Different Status Updates of individual E-Sign Documents

Overview

Contents