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 a digital signature
When you use a digital signature, an email will be forwarded to the signatories with a link. Through this link, the signatory can access, read, and sign the document by using MitID. This is done in Penneo.
To send a document to be signed with a digital signature, you have to:
1. Go to the Digital signature tab 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 completed this step, you can either upload a document or generate one. Learn more about how you can create a document in this guide: Employee Data Card: Document. The Digital Signature title field allows you to add a title for your digital signature.
2. In the following 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 to add an external signatory by clicking “Add external signatory” and then entering the signer's email address. You can add an unlimited number of signatories - both internal and 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 number 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 email.
4. Complete the forwarding by clicking on Save.
Electronic signature: Send for signature from a generated document
In your HR-ON Staff account, you can also sign documents with an electronic signature. To sign a document with an electronic signature, you need your mouse - or your finger if you sign by using a tablet or smartphone.
- To send an invitation for an electronic signature, navigate to the employee's data card and click on the "Documents" section. 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 “Send for electronic signature."
- You can now add signatories, and if you want to specify a particular date, you can include it in the document as well. Otherwise, it will automatically add the dates that the signees have signed the document. In the 'Reminder interval' field, you can select the number of days between reminder emails for signatories who 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 an 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 navigate to the Documents section. Click the “Add a file or folder" button, and then select "New file".
- Upload the file. Once the file is uploaded to HR-ON Staff, click the three dots on the right side of the file name. This will activate a dropdown list, where you can choose 'Send for electronic signature’.
- Next, follow steps 3 and 4 from the previous section in this guide.
To view an overview of the documents you have sent for electronic signature, navigate to Signatures on the specific employee's data card. Then, go to the Electronic Signatures tab. Here, you can view the details and status of the items you have sent to the employee.
In the guide above, you have learned how to send documents for both digital and electronic signatures, allowing them to be signed by both in-house parties and external parties.