When you need to sign a document in HR-ON Staff, you have two options. On this page you can learn more about them: digital signatures and electronic signatures.
Digital signature: How to send a document for digital signature
When you use digital signature, an e-mail will be forwarded to the signatories with a link. Through this link the signatory can access, read, and sign the document by using NemID or MitID. This is done in Penneo.
To send a document to be signed with digital signature, you have to:
1. Go to the tab Digital signature on the employee's data card. Click on Send document for signature. This will open a new window. In the first field of this window, you can select the document type. Once you have done this, you can either upload or generate a document. Learn more on how you can generate a document in this guide: Employee Data Card: Document. The field Digital signature title allows you to add a title for your forwarding.
2. In the next tab Signatories, you can add the necessary number of signees. Click on Select signer and choose from the dropdown list of employees. Additionally, you have the option of adding an external signatory by clicking on Add external signatory, and then add the signer's e-mail. You can add an unlimited number of signatories - internal as well as external.
3. In the last tab Finalise you can edit the e-mail that is attached to the signature invitation. You can also determine the amount of days between e-mail reminders in case you need to remind the signatories to sign. The link for the document that needs to be signed is automatically included in the e-mail.
4. Complete the forwarding by clicking on Save.
Electronic signature: Send for signature from a generated document
In your HR-ON Staff account it is also possible to sign a document with an electronic signature. To sign a document with electronic signature, you need your mouse - or your finger if you sign by using tablet or smartphone.
- To send an invitation for electronic signature, go to the employee's data card and click on the section Documents. Then, you click on Add file or folder ,and then choose Generate document.
- Pick a document from the dropdown list. Once the document has been edited as needed, go to the bottom right side and click on Send for electronic signature.
- You can now add signatories, and if you want a specific date you can add this to the document as well. Otherwise, it will automatically add the dates that the signees have signed the document. In the field Reminder interval you can pick the number of days between the reminder emails for the signatories that have yet to sign the document, reminding them of the missing signature.
- Finalise by clicking Send and close.
Electronic signature: Send for signature from a new document
As an alternative to generating a document to send for electronic signature, you can upload a new document instead. If that is the case, the approach is as follows:
- Go to the employee's data card and then to the section Documents. Click the button Add a file or folder, and then New file.
- Upload the file. Once the file is uploaded to HR-ON Staff, click in the three dots on the right side of the name of the file. This will activate a dropdown list where you can choose Send for electronic signature.
- Next, follow step 3 and 4 from the previous section in this guide.
To get an overview of what you have sent for electronic signature, go to Signatures on the specific employee's data card. Then, go to the tab Electronic signatures. Here you can see details and a status on what you have sent to the employee.
In the guide above you have learned how to send for both digital and electronic signature, so that the documents pertaining to the employee can be signed both in-house and by external parties.