Use two places for files. Employee Document, under Employee Lifecycle, stores a file on the employee record, such as an ID or contract you already have. Digital Signatures is where people sign: Signature Template, Signature Request, and Signature Envelope.
Onboarding can collect both. A document with capture Upload, ID Document, or Headshot lands on the onboarding record. A document with capture Signature uses a signature template and a signing link. See Start onboarding.
Which screen to open
- To file something you already have on an employee, open Employee documents.
- To design the page people sign, open Signature templates.
- To ask one person to sign, open Signature requests.
- To ask several people to sign the same document, open Signature envelopes.
- The person who received the link follows Signing a document. They do not sign inside your HR menu.
What you should see
- Signature templates are Active or Inactive.
- A signature request moves through Draft, Sent, Viewed, and Signed. It can also be Expired or Cancelled.
- A signature envelope moves through Draft, Sent, Partially Signed, and Fully Executed. It can also be Expired or Cancelled.
- After someone signs, the request or envelope shows a Signing certificate with the time, and the device details captured when they submitted.
If it fails
A template with no signing fields cannot be sent. A request stays Draft until you save it and choose Send for Signature. An envelope with no signers stays unsent and says to add at least one signer. An expired or cancelled link tells the signer the request is no longer active.