Manage signing processes in Simployer One

How do I manage signing processes in Simployer One? 

After you send a document for electronic signature, you can monitor its progress from the Signing processes page. From there, you can track signatures, download completed documents, duplicate existing signing processes, or revoke a signing process if changes are needed. 

Before you begin 

• By default, Owners and Admins can manage signing processes.
• Managers can manage signing processes they have created if they have the E-signing / Signing process permission.
• Navigate to Documents → Signing processes.  

How do I view signing processes? 

To view all signing processes: 

1. Navigate to Documents → Signing processes.
2. Review the list of signing processes.
3. The overview displays the current status of each signing process so you can quickly see whether documents are waiting for review, awaiting signatures, or have been completed.

How do I track the status of a signing process? 

The Status column shows the progress of each signing process.

Depending on the stage of the process, you may see information such as:

• The document is in Review
• How many signing parties have completed their signatures
• Whether the signing process has been completed

Open a signing process to view more detailed information about its progress. 

How do I download a signed document? 

Once all required signing parties have signed the document:

1. Navigate to Documents → Signing processes.
2. Locate the completed signing process.
3. Click the three-dot menu (Actions).
4. Select Download PDF.
5. The signed document is downloaded as a PDF. 

Note 

A signed PDF is only available after all required signing parties have completed the signing process. 

How do I duplicate a signing process?

If you regularly send similar documents, you can duplicate an existing signing process. 

To duplicate a signing process: 

1. Navigate to Documents → Signing processes.
2. Locate the signing process you want to reuse.
3. Click the three-dot menu (Actions).
4. Select Duplicate.

A new signing process is created using the same setup, allowing you to make any necessary changes before sending it. 

Duplicating a signing process can save time when sending similar documents to multiple employees or candidates. 

How do I revoke a signing process? 

If you discover an error after sending a document, you can revoke the signing process. 

1. To revoke a signing process:
2. Navigate to Documents → Signing processes.
3. Locate the signing process.
4. Click the three-dot menu (Actions).
5. Select Revoke signing.
6. You will then choose one of two options.

What happens if I revoke and reopen the draft? 

Choose The document or signing setup is wrong if you need to correct the document or signing process.

When you choose this option:

1. The current signing process is revoked.
2. All signing parties are notified that the signing process has been revoked.
3. A new draft is automatically created.
4. You can edit the draft.
5. Send the updated signing process when it is ready.

This option is useful if you need to correct the document, update participants, or change the signing order.

What happens if I revoke without reopening the draft? 

Choose Nothing, just revoke if you no longer need the signing process.

When you choose this option:

1. The signing process is cancelled.
2. The document is discarded.
3. The candidate or employee remains available in Simployer One.
4. You can create a new signing process later if required.

This option is appropriate when the document is no longer needed.

Can I edit a signing process after it has been sent? 

No. 

Once a signing process has been sent, it cannot be edited directly.

If changes are required:

1. Revoke the signing process.
2. Select The document or signing setup is wrong.
3. Edit the newly created draft.
4. Send the updated signing process.

This ensures that all participants sign the correct version of the document.

What happens when everyone has signed? 

After all required signing parties have completed their signatures:

• The document is sealed.
• The signing process is marked as complete.
• A signed PDF is created.
• The signed document can be downloaded.
• The signed PDF becomes available to participants with access in Documents → Shared documents.

Best practices 

Tip

Monitor the Status column regularly to identify signing processes that are waiting for signatures. 

Tip

Duplicate signing processes for recurring documents instead of creating them from scratch. 

Tip

Review documents carefully before sending them to avoid having to revoke and resend the signing process. 

Important

If changes are required after sending, always revoke the signing process and create a new draft. Documents that have already been sent cannot be edited directly. 

FAQs

Can I edit a signing process after sending it? 

No. You must revoke the signing process, edit the automatically created draft, and send it again. 

Can I download the signed document?

Yes. After all required signatures have been collected, you can download the signed PDF from the Actions menu. 

What happens when I revoke a signing process?

You can either revoke the signing process and reopen it as a draft for editing, or revoke it without creating a new draft. 

Will participants be notified if I revoke a signing process? 

Yes. If a signing process is revoked, all signing parties are notified. 

Can I reuse an existing signing process?

Yes. Use Duplicate from the Actions menu to create a new signing process based on an existing one. 

Where can I see whether a document is waiting for signatures? 

The Status column on the Signing processes page shows whether the document is in review, waiting for signatures, or completed.