There are two parts to creating a document. The first page covers the document configuration and initial email message. The second page is where you add content to the document for eSignature.
Before you begin
To successfully send a document:
Dynamic fields must have existing data to pull from in the user’s profile.
Sender fields must be filled out.
Signed documents are securely sealed with digital tamper-evident seals.
The recipient must click Finish in the top right-hand corner in order to complete the signing process.
To save yourself some time, consider creating a document template that can be reused repeatedly.
To send to multiple recipients, use a document template for bulk send.
Watch a video
For a demonstration on how to use documents for eSignature, check out our webinar, Streamline pay & promotion confirmation with the new bulk eSignature module.
Document configuration and initial email
To create a one-off document, follow these steps:
Click Create document in the top right-hand corner of the Documents main page.
Click Create one-off.
Add the name of the document.
Tip: If you choose to import the document after signature, this title will be visible in the Documents section of the recipient’s user profile.Search for the main recipient of the document. This is the person the document is for. The main recipient’s data will populate in the document from their user profile.
Note: They must be an internal employee with a Humaans account.Click Add recipient to add multiple people for signature. You can send to their work or personal email.
Tip: To add an external recipient (no Humaans account) type their name and click Enter on your keyboard.Drag and drop the recipient fields to adjust the signing order of the documents. After each person signs, the document automatically moves to the next recipient until all have signed.
Once you’ve added recipients, in Import to profile, you can define how the document will behave after signing. You can choose if and where it is imported within the Documents section of a user’s profile.
In Expiration, choose whether or not the document expires. Once the document expires, recipients can’t view or sign the document.
Tip: If a document expires before a recipient has opened it, they can securely request a refreshed link to be sent to them.In Email, add the title and message of the initial email the recipient will read before opening the document for eSignature.
Click Next in the top right-hand corner to go to the next section, or Exit to save the document as a draft.
Adding content to the document for eSignature
To edit the document for eSignature, follow these steps:
Click Edit document to start adding content.
Use the text toolbar at the top of the page for styling text, and adding custom fonts, headings, clickthrough URLs, numbered or bulleted lists, images, code blocks, tables, and columns.
Tip: To align an image left or right, add it to a column. Adjust the sizing of the column to move the image.To populate data from the main recipient’s user profile within Humaans, choose from the list of dynamic fields on the right-hand side.
To add a populated by the recipient field, click the dropdown at the top of the list. You’ll see options to add a signature field, custom text field, and date field, which will be filled in by the sender or recipient/s.
Click Done, followed by Send, if you’re ready to send the document off immediately. You can also choose to exit and save as a draft or return to the previous page.
You’ll see the document is added to the list of documents on the main page where you can track its status.
Dynamic profile fields
Only the main recipient’s user profile data populates in dynamic profile fields, which are highlighted in purple.
Dynamic profile fields pull data from the following user profile sections within Humaans:
Basics
Compensation
Upcoming compensation
This data already exists in the user profile but has a future start date.
Employment
Job Role
Offboarding
Health
Social
Banking
Emergency Contact
If the information doesn’t exist in the user’s profile, the field will be highlighted in red and display an “!” mark.
The Send button won’t be clickable and the message, “In order to send the document it must not refer to missing profile data” will appear if any of the fields within the document aren’t filled out.
Populated by the recipient fields
These fields are filled out by recipients and include a signature field, custom text field, and date field. The sender can also add text and date fields, which should be filled before sending.
These options appear in the dropdown at the top of the dynamic field list.
