The electronic signature feature enables you to sign documents directly in workflows, and save them automatically to employees' profiles or kept within the task.
Creating a workflow
Follow the steps here to create a workflow template and run it on an employee.
In either the template or an assigned workflow, click "Add Task" and then "Sign a doc".
The task contains 4 components:
1. Assignment Date
2. Due Date
3. Assignee
4. Document
Assignment Date
An assignment date allows Shapes to understand when the action should go live. In the example below, 4 days before the due date, the doc task will be assigned to the employee.
Only on the assignment date will the employee be notified, and see the doc in the Assigned Task section/email.
Due Dates
All due dates are based on the anchor date. Due dates can either be before, after, or on the due date. Due dates can also remind the assignee of the task.
Assignee
Assignees are responsible for completing the task that they have been assigned. Assignees with access to Shapes will receive an email and see all their tasks in the assigned tasks section.
Assignees that have not been invited to Shapes will still be notified of the doc via email, but only users with access to the platform can log in to complete it (more on how to invite users to Shapes here.)
You can choose whether workflow documents are sent to an employee’s work email or personal email. This is especially helpful for pre-onboarding workflows, where documents often need to be sent to an employee’s personal email before their work account is active.
Document to sign
Upload a document for the assignee(s) to sign. You can keep the document within the task, or auto-save the signed document to the user's profile by selecting the relevant file field.
eSign variables
Create a signing template, place fields from the People Directory onto the document, and have them automatically populated when employees sign.
How it works:
Place employee fields on the document template
View the document with populated data in the assigned task
Sign the document
View the signed document with all fields populated
Multiple signers
You can also assign multiple employees to a single eSign task.
How it works:
All assignees can sign in any order
The task is marked as complete once everyone has signed
Fields automatically populate based on the employee assigned to the workflow
Note that assignees can see all fields populated in the document, regardless of their permission level.
If you have any questions, feel free to reach out to support@shapes.co