E-Signature Completes our HR Module

There are many occasions where you might need to have documents signed. Having to print out and manually sign these documents is often much more time-consuming than it should be.

E-Signatures: A Major Asset for Your Employee Records

Electronic signatures now enable you to have your team members or managers sign various documents electronically, all within the Agendrix application.

Some benefits of electronic signatures:

• Save time: by simply accessing the document you need signed to send a request to one of your employees, you save a considerable amount of time.
• Reduce the risk of lost paperwork: you no longer need to print out the documents you need signed.
• Increased security: the process of validating the identity of signees leaves traces that protect managers in the event of legal recourse.

Not only is the electronic signature process quick and easy, it’s also highly secure. In fact, a procedure has been devised to ensure that the document is read before being signed, and that the identity of the person signing the document has first been verified.

To Use the Electronic Signature

There are two ways of accessing the electronic signature: the first, via a document’s action menu, under the heading Get signatures, and the second, directly on the page of a document (file) in read mode. For the second option, simply press the Sign button at the top of the document to get started.

Here’s the complete process for using electronic signatures in Agendrix

1. Select signees: Once you’ve accessed the Get signatures function, you can choose your signees. By default, the person to which the document belongs will be among the signees. For example, if you are in Alice’s file, your laboratory manager, she will automatically appear in the list of signees. However, it is possible to remove her from this list.You can choose a maximum of 4 signees. To add signees, press the + symbol next to the list of signees.
2. Send request: Click on Send. You will immediately receive confirmation that your signature request has been sent.
3. Keep track of your requests: Under the Documents tab, you’ll see the Signatures sub-tab, where you’ll find all current signature requests.💡 You can easily cancel a signature request, send a reminder, or preview the signed document.
4. Officialize the signature: When you send a request to sign a document, it is converted into a PDF file and can no longer be modified. This provides additional security. In other words, no one can go and change any information after signing an employment contract or performance appraisal, for example. This format conversion makes the document official.

What Information Is Available in the Signatures Tab?

For the Signatures tab, we’ve designed a layout that makes it easier to keep track of signature requests and allows you to act quickly when a reminder or request cancelation is needed.

There, you’ll see the following information:

• Related documents
• The person requesting the signature
• People who signed the document
• The status, which refers to the number of people who have signed, versus the total number of signatures requested. This information will be presented in the following form: ⅔ (2 people have signed the document, out of 3 people asked to sign)
• The date the document was added

E-Signature, a Secure Process

When a manager sends a signature request to a team member, the person concerned is sent an email requesting that they sign the document. Then, when they click on the document to open it, they must tick a box that confirms that they have read and understood the content of the document. This is the first step in the security process.

How to verify the signee’s identity?

When the signee attempts to sign, they are told that they will be sent a code by email.

The signee will then have received a 5-digit code in their email inbox, which they must enter into Agendrix. This completes the signature process.

The legal value of electronic signatures

When the 5-digit code is entered by the signee, a validation certificate is generated, providing legal protection for the employer. This certificate includes the IP address, the type of device used to sign, and other relevant information. This ensures that the right person has signed the document.

Furthermore, when the signee ticks the box before signing, they are giving their explicit consent. This is another security measure.

Who Has Access to the Electronic Signature?

All administrators of organizations with the Plus Plan can benefit from this new feature.

Merry management!