Signatures

Send an issued letter or contract for electronic signature, follow who has signed, and keep a sealed copy with an audit certificate.

Contents: Who can use it · The screen · Send for signature · Follow a request · The signer's page · Statuses · Expiry and changed documents · Example · FAQ

Who can use it

• HR needs the e-signature request permissions in the Roles screen: List and View to see requests, Create to send, Remind to send the link again or correct an email address, and Cancel to stop a request.
• Signers need no login and no permission. The personal link in their email is enough. A signer can be an employee or someone outside the company, such as a director or a witness.

Where: HR → Documents → Signatures. You can also start from Letters: the Send for signature action on an issued letter opens the same form.

The Signatures screen

Column / control	What it shows or does
Search by title, All statuses	Filter the list
Document	The title and the employee it is about. Click it to open the request
Signers	How many have signed, for example "1 / 2", and "Waiting for Karim Hossain"
Status	Waiting, Signed, Declined, Cancelled or Expired
Expires, Sent on	When the links stop working, and when it was sent
Row menu	Open, Remind (or Send again when expired), Download signed copy, Cancel request

Send a document for signature

Only a letter or contract that was already issued can be signed. Issue it first on Letters.

1. Click Send for signature.
2. Choose the Document. The list shows letters and contracts you issued that nobody has signed yet.
3. Check the Title. It is filled from the template name.
4. Under Signers, the employee the document is about is already added as the first signer with the role "Employee". Click Add a signer for each extra person. Pick Employee and select the person, or Someone else and enter the name and email. Add a Role such as "Employer" or "Witness". You can have up to 10 signers, each with their own email address.
5. Set Link works until. Leave it empty for 14 days.
6. Leave Sign one after another on if order matters: each person is emailed when it is their turn. Turn it off to email everyone now and let them sign in any order.
7. Optionally write a Message to the signers. It is shown above the document.
8. Click Send for signature. Each signer whose turn it is gets an email with a personal link.

Follow a request

Open a request to see each signer with their status (Not yet, Signed, Declined). For a signed person you see how they signed (Typed name, Drawn or Clicked to accept), when, and from which IP address. For a waiting person you see when the link was sent, how many reminders went out and "not opened yet" if they never opened it.

• Remind sends the link again to the person whose turn it is. A new link replaces the old one.
• Change email fixes a wrong address. The old link stops working.
• Download original and, once everyone has signed, Download signed copy.
• Check the seal confirms the signed copy is genuine. It reports whether the document is unchanged since it was sent, whether the signed copy is unchanged, and whether the audit trail is unbroken.
• Audit trail lists every step with its time and IP address: link sent, opened, code emailed, signed, reminder sent and so on.

The signed copy has a certificate page at the end recording who signed, how and when. It is also filed in the employee's documents. The person who sent the request is notified when it is completed, declined or expires.

People who have not answered are reminded automatically every few days (by default after 3 days, at most 3 times).

What the signer sees

The signer taps the link in the email. The page works on a phone and needs no login.

1. The page greets them by name ("Hello Rahim") and shows the title and your message.
2. They click Open the document to read it, and see the list of Signers with who has signed.
3. Under Your signature they choose how to sign, from the ways allowed for this document: Type (type your full name), Draw (sign with a finger or mouse; Clear starts again) or Accept.
4. If the document needs a verified signature, they click Email me a code and enter the 6-digit code. The code works for a few minutes.
5. They tick the consent box and click Sign the document.

They see "Thank you. Your signature was recorded." When everyone has signed, each signer gets an email with the signed copy, and the link opens the Signed copy and Certificate for 30 days. A signer can click I do not want to sign, give an optional reason and Decline; that closes the request for everyone.

If it is not their turn yet, the page says "It is not your turn yet" and who they are waiting for.

Statuses

Status	Meaning
Waiting	Open; at least one signer still has to sign
Signed	Everyone signed; the sealed copy is ready
Declined	A signer declined. The reason is shown on the request
Cancelled	HR cancelled it with a reason. Every link stops working; signatures already given stay on record
Expired	The link date passed before everyone signed

Expiry and changed documents

• Expired: open the request and click Send again. The people whose turn it is get a new link, valid for another 14 days.
• Changed document: the document's fingerprint is taken when you send it. If the file changes afterwards, signing is blocked, the audit trail records "Signing blocked: the document was changed", and you must send the new version.
• Revoked letter: a letter revoked on Letters can no longer be signed.

Example scenario

Padma Net Support confirms Nasrin Akter after probation. HR issues her confirmation letter, then clicks Send for signature. Nasrin is signer 1; HR adds the managing director, Mahmud Hasan, as signer 2 with the role "Employer" and keeps Sign one after another on. Nasrin signs on her phone by drawing her signature. Mahmud is then emailed, types his name and signs. HR downloads the signed copy with its certificate page; a copy is already in Nasrin's documents.

Tips

• Issue the letter, check it, then send it. Do not regenerate it while it is out for signature.
• Use Change email instead of cancelling when a signer gave a wrong address.
• Some country rules ask for a stronger signature for some documents (an emailed code). If the law asks for a qualified signature, sending is refused; use a qualified trust service provider for that document.

Troubleshooting and FAQ

The document is not in the list. Only issued letters and contracts that are not signed yet appear. A revoked letter, or one already waiting for signatures, cannot be sent.

"That person is not the one who signs next." In an ordered request you can only remind the person whose turn it is.

The signer says the link does not work. It was replaced by a newer one (after a reminder or an email change), or the request ended. Click Remind to send a fresh link.

"The expiry must be in the future." Pick a later Link works until date.

Related pages

Documents and letters · Announcements and policies · Employees · Hiring