Signature Requests

A Signature Request sends one document to one signer for legally trackable e-signature. Smooth HR creates the request from a Signature Template, emails a secure link to /sign/{access_token}, and records status, timestamps, document hashes, and a full audit trail until the PDF is signed.

Use Signature Requests for NDAs, single-party policy acknowledgments, offer letters with only an employee signer, and any standalone document that does not require a second party to countersign on the same PDF.

Help URL: smoothhiring.com/help/hrms/documents-compliance/signature-requests

Table of Contents

1. Overview
2. Who this is for
3. Signature Request vs Signature Envelope
4. Desk paths
5. Step-by-step: create and send
6. Step-by-step: from Job Offer
7. Step-by-step: from Employee Onboarding
8. Status lifecycle
9. Key fields
10. Audit trail and document integrity
11. Desk actions
12. Tips
13. Troubleshooting
14. Related guides

Overview

When a template defines fields for multiple signer roles (employee and company), Smooth HR creates a Signature Envelope instead—not a Signature Request.

Who this is for

Signature Request vs Signature Envelope

If you expect countersignature from HR on the same PDF, place company role fields on the template—Smooth HR will route through an envelope automatically during onboarding or manual sends that detect multi-role templates.

Desk paths

Open Documents & Compliance from the app switcher (when enabled) or search Signature Request in Awesome Bar.

Step-by-step: create and send

Step 1: Prepare the template

1. Go to /app/signature-template.
2. Confirm the template is Is Active and uses a single signer role on all PDF fields (or is an HTML Template).
3. Note Expiry Days (default 7) and Require Consent Checkbox settings.

Step 2: New Signature Request

1. Navigate to /app/signature-request → Add Signature Request.
2. Signature Template (required): select your template.
3. Signer Name and Signer Email (required): the person who will sign.
4. Save—the record starts in Draft status. Smooth HR copies the template PDF to Original Document and computes Original Document Hash (SHA-256).

Step 3: Send

1. Click Send for Signature (primary button when status is Draft).
2. Status changes to Sent; Sent On and Expires On populate from template expiry days.
3. Signer receives email with link: {your-site}/sign/{access_token}.
4. Audit trail logs "Signature request sent" with recipient and expiry.

Step 4: Signer completes document

1. Signer opens the link (no login).
2. First open moves status to Viewed and sets First Viewed On.
3. Signer completes signature, date, initials, text, or number fields on the PDF canvas (or AcroForm fields when detected).
4. Optional consent checkbox must be checked if required on template.
5. On submit: status Signed, Signed On set, Signed Document attached, Signed Document Hash recorded.

Step 5: HR review

1. Open the Signature Request in desk.
2. Click View Signed Document to download/open PDF.
3. Review Audit Trail section for viewed, signed, and hash events.
4. Check Related Documents cards for linked Employee, Job Offer, or Onboarding.

Step-by-step: from Job Offer

Recruitment flows can trigger signature requests without manually creating the desk record:

1. Open Job Offer at /app/job-offer/{name}.
2. Use the send offer / e-sign action (select Use Existing Template or upload PDF).
3. Enter signer name and email (typically the applicant).
4. Smooth HR creates a Signature Request with linked record = Job Offer.
5. Track status on the request or from offer connections.
6. When signed, applicant workflow may proceed to Accepted depending on your process.

Step-by-step: from Employee Onboarding

When an onboarding required document row links a Signature Template with single signer role:

1. Employee opens Onboarding Portal at /app/onboarding-portal.
2. On the document row, click Sign document (upload is disabled for e-sign-only rows).
3. API creates Signature Request if none exists; returns signing_url.
4. Employee completes signing; PDF syncs to row attachment with status Uploaded.
5. If Employee is linked, file may also create/update Employee Document.

Requirements:

• Employee must be linked on the Employee Onboarding record before e-sign.
• Employee must have personal_email or company_email.

The request stores employee_onboarding, linked record = Employee Onboarding, and onboarding_document_row for traceability.

Status lifecycle

Draft ──Send for Signature──► Sent ──signer opens──► Viewed ──signer submits──► Signed
  │                              │                                              │
  │                              ├──Cancel Request──► Cancelled                  │
  │                              └──past expires_on──► Expired ◄──Resend─────────┘
  └──Resend (from Expired)──► new token, Sent again

Key fields

Audit trail and document integrity

Every Signature Request maintains a JSON audit_log rendered in the Audit Trail section. Typical events:

Each entry stores timestamp, action, ip_address, user_agent, and optional details (template name, hash, recipient).

Hashes let you demonstrate the signed PDF matches the document presented at send time—important for compliance reviews.

Desk actions

Tips

• Verify email before send. Typos mean expired requests and frustrated signers.
• Resend generates a new token. Old links stop working—communicate if you resend while signer has tab open.
• Use Copy Signing Link for in-person onboarding when email is slow.
• Match template expiry to urgency. Offers: 7 days; policies: 14+ days.
• Enable Send Copy to Signer on template so signers retain the executed PDF.
• Check Connections to jump to Job Offer or Onboarding without searching.
• Do not delete templates with active requests—deletion cascades to linked requests.

Troubleshooting

Related guides

• Documents & Compliance Overview
• Signature Templates
• Signature Envelopes
• Signing Portal (/sign)
• Employee Onboarding
• Onboarding Portal
• Job Offer

Last updated: May 2026