How to Use Document eSign

How to manage and use electronic signatures on your contract placement documents

Once you have set up your document eSign, Firefish allows you to finalise contracts without the need for ever lifting a pen! You even have the option to add a countersignature if required, as well as an easy way to view the eSign status of all of your contracts straight from your Dashboard.

• Candidate contracts

• Employer contracts

• Signing a document

• To Do List, Actions and Reports

 

Candidate Contracts 

You can choose whether to enable eSign on a Candidate contract when making a placement; information on how to set up and manage Candidate contracts can be found here.

Follow your usual steps to complete and Confirm your placement. Then select your chosen Candidate contract from the Template drop down in the contracts side-panel and click Create.

Next, at the bottom of the side-panel you will see a slider option for Candidate eSign (this will be disabled by default). Clicking the slider will enable Candidate eSign and insert the candidate signature box into the document:

If you're not happy with the position then don't worry as you can easily drag and drop the signature box within the document.

At this point you can decide if you will want to add a countersignature for your Candidate contract in the form of one of your Users. It's important to note that you cannot add a countersignature if you choose not to enable Candidate eSign; disabling Candidate eSign will disable both options automatically.

To add a countersignature, simply click the Counter eSign slider to enable it. You'll then be presented with a drop down where you can select your User. Selecting from the list will add the countersignature box to the document, directly below the candidate signature box:

If you want to change the User, simply select a different option from the drop down and the countersignature box will update automatically.

If you need to remove a signature box from the document, you can click the corresponding slider to disable eSign, or you can manually delete the box from the document (this will automatically disable the corresponding slider). Remember, if you disable or delete the Candidate eSign, both signature boxes will be removed.

Your Candidate contract is now set up for Document eSign and you can move onto the Employer contract

Employer contracts

Much the same as the Candidate contract, you should create your Employer contract.

To add the contact signature box click the Contact eSign slider to enable it (this will be disabled by default). You will then be presented with a mandatory text field to select the relevant contact:

Clicking this field will give you the suggested option of the contact associated with the Job, but also the option to select a different contact from that company/associated companies; just start typing to see auto-suggested options.

Once you have selected your contact, the contact signature box will be added to the document:

You can now decide to add a countersignature if required. Check the Candidate contracts section above for full details on how to do so.

Once you are happy with your Candidate and/or Employer contracts, click Send to complete your placement and generate the placement emails. The candidate and contact will be able to follow the link from these emails and sign their contracts!

Signing a document

When the candidate, contact or User providing countersignature clicks the View link in the email, a new tab will open in their browser showing the Document eSign page of your website.

First they will need to click the Next button that appears in the eSign panel header:

This will open the signature modal where they will be prompted to enter their name, initials and draw a signature. This can be done with a mouse, or with a pen or finger on mobile devices:

Once they are happy with their signature, they can click Setup and Sign; this closes the signature modal and they can now click the X on the document to add the signature:

Finally the submit signature modal will open where they can Cancel to begin the process again or click Submit to submit the signed document:

A success message will now be displayed and the document has been signed. A time and date stamp will also be added to the signature on the document.

The link for signing the document will now expire and can no longer be used. In the event that a document requires resigning; the final document will need to be deleted from the placement summary and the create contract and enable eSign process repeated.

Final contracts that are awaiting signature will display a Requested status on the placement summary and will be saved as a Word document:

Once all signatures have been completed, the candidate, contact and User will all receive a confirmation email with the final PDF copy of the signed contract attached.

This PDF will now appear on the placement summary and show a Signed status; the signatures will be visible when previewing the document.

Final contract documents are locked for editing and the filename can no longer be changed.

You will be able to see the eSign status of all of your placements from the Placement Tab on the job itself:

Any placements that are not enabled for eSign, or that do not require contracts will appear blank in this column. When all documents have been signed, the status will update to Signed. Countersignatures do not have an impact on the eSign status.

To Do List, Actions and Reports

Awaiting eSign

You can easily track the status of your eSign documents from your Dashboard by clicking the Awaiting eSign To Do list, found in the Jobs section:

All users will be able to view all contracts in the Awaiting eSign section. 

From here you can see specifically which document has been Requested or has been Signed as well as the Date that corresponds to each status:

Clicking the email icons will display a read only copy of the Candidate or Contact placement emails that contain the Document eSign request:

You can also view the Placement Owner and link to the Candidate, Contact, Job and Company for each placement.

Once all documents have been signed, they will automatically be removed from this list, or you can select and manually remove them individually or in bulk.

Signed document actions

When a candidate or contact successfully signs a document using Document eSign this is recorded in an action on the Recent Activity.

For candidates, this appears as a Candidate Contract Signed action and is recorded on the Candidate and Job record:

For contacts, this appears as an Employer Contract Signed action and is recorded on the Contact, Job and Company record:

Where a countersignature is required and has been completed, the action will be updated to also record this:

You can display or hide these actions on the Recent Activity by selecting Document Signed within the Filter:

Reports

The Candidate Contract Signed and Employer Contract Signed actions are available in the following reports:

· Analyse>Standard Reports>Jobs>User Action Summary Report

· Analyse>Standard Reports>Exports>Export Actions Report

For both reports:

The Candidate Contract Signed action will display the Candidate in the User column

The Employer Contract Signed action will display the Contact in the User column