The Onboard platform makes it easy for workers to sign important documents digitally within their Worker Portal. You can also configure the documents to be counter-signed by Fountain users.

Document tasks are supported by an integration with Dropbox Sign.

Create a Document Template

Before a document can be assigned to your workers as a task, you must first create a document signing template. To create a document signing template, follow the steps below:

Click on Onboard in the left sidebar and then click Document Signing.
Click Add Document in the top right.
On the Document Details page, type a name and decide whether the document should be counter-signed.
1. Name: This will be visible to workers.
2. Must be counter-signed: Used if you want a Fountain user to counter-sign the document after the worker.
Select any Attributes for your template to repopulate information on the document for your worker.
1. For example, you may choose the Start Date attribute so that the worker's start date is visible on the document when they go to sign.
2. You cannot create a new Attribute once in the document template editor so make sure you select what you need before moving on to the next page!
Upload your PDF document that requires a signature. The document must be in a PDF format
Click Next.
On this screen, you will format the signatures and fields of the document.
1. Drag and drop fields from the left side onto the document.
2. By default, worker signer fields will be selected, but you can change the signer by clicking the Signer dropdown.
  1. Sender: Used to add the previously selected worker attributes onto the document so the information is prepopulated for the worker. More information on this in the next step.
  2. Worker: Will be used for worker signatures.
  3. Employee: Will be used for counter signatures.
  4. Me (rarely used): Allows you to add information on the document during the time of template creation that will be visible to both workers and Fountain signers. This is different from the prepopulated fields discussed in step 4.
3. Helpful fields to add are covered in the next section of this article.
If you are prepopulating information onto the document with worker attributes, select Sender as the signature and drag and drop the Textbox field onto the document where you want the prepopulated information to go. On the right, scroll to the "what text goes here?" section and select the correct attribute from the dropdown.
Click Save Template. The template will now be saved in the Document Signing Templates table.

To remove a template, click the 3 dots button to the right of the template’s name and then click Delete.

Helpful Fields

Fountain suggests using the following fields.

Signature or initial fields: You will be required to include at least one signature or initial field for the worker and at least one signature or initial field for the Fountain user (Sender) if counter-signing was enabled.
Auto-filled fields: These are filled in the document automatically based on the information provided by the worker and saved in their Worker Profile as a Worker Attribute or based on your company’s account Attributes. You must have selected the correct attributes on the previous screen to use them with auto-fill fields.

Standard fields: These fields will be manually typed or selected by the worker or Fountain user (Sender)

Adding a Signature Task

After creating your template, you can now assign a signature task to your workers:

Create a new onboarding flow following the steps in this article, including entering a Flow Name, selecting a Flow Type, and adding a Flow Description.
On the Create Flow screen, add the Signature task type.
Select the template you created in the Template dropdown.
Create a new worker attribute or select a previously created attribute.
1. Once a document has been signed by a worker, the document will be available in the Attributes tab of their worker profile under this attribute.
Finish the rest of the flow creation steps and Publish.

Worker Experience

When workers are assigned a signature task, they will be able to review and sign or initial the document digitally from their desktop or mobile device.

Document Status Table

To view the statuses of all signature tasks that have been assigned to workers, follow the steps below:

Click Onboard in the left sidebar. Then click Document Signing.
Click the Signature Requests tab.
You can review the workers and their status via the columns.
1. Use the filters or search to find specific workers.

Counter-Signing

If you enabled counter-signing during the document template creation process, there are two ways to access the documents to counter-sign after the worker has completed their portion.

On the Sgnature Requests table, click the orange PENDING COUNTER SIGN label. The Fountain user will be prompted to sign the document.

In Fountain’s Notification Center, you'll receive an alert whenever a new document is ready to be counter-signed. Click on the Counter Sign button to sign and complete.

After a document is counter-signed, the status will change to a green COUNTER SIGNED label.

Reviewing Signed Documents

After a document has been signed by all required parties, there are two places to review the completed documents.

On the Signature Requests table in the Status column.

Within the Worker Profile. Access the Worker Profile by clicking Workers in the bottom left sidebar. There will be a Download signed document button in the Attributes tab under the assigned Attribute created during the task creation process.

Additional Resources

Review the video below to see the steps to create a document template:

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