How do I send a document for signing to an employee in Simployer One?

What do I need before sending a document for signing in Simployer One?

• Permission: Owners and Admins can create signing processes in Simployer One. Managers need the E-signing / Signing process permission.
• Template (optional): If you send the same document often, create a document template first. Only Owners and Admins can create templates.

For more information, see: Who can create signing processes and document templates in Simployer One?

How do I create a signing process for an employee in Simployer One?

1. Select Documents → Signing processes.
2. Click + New signing process.
3. Enter a clear name in Name signing process, for example “Employment contract – Alex Smith”.
4. Select the target employee. This is the employee the document relates to. You can add only one target employee per signing process.
5. Under Signers & signing orders, click + Add signer to add the people who must sign. At least one signer is required.
6. Assign each signer to a signing step. Click + Add step to create another step.
7. Optional: in the Reviewer section, choose a reviewer in Select reviewer... if someone must approve the document before it is sent for signing.
8. Optional: in the Observers section, choose one or more people in Select observers who should follow the signing process without signing.
9. Choose the signing method: E-signature, or Bank ID for organizations in Sweden. The signing method is required.
10. Optional: select Don’t notify for signing progress if the creator and signers shouldn’t get an email each time someone signs. This only applies to this signing process.
11. Click Continue.

Simployer One saves the signing process as a draft under the Draft tab. Your next step is to add the document.

Note

The target employee is automatically added as a signer in the first step. Remove them as a signer if their signature isn’t needed. If you change the target employee, the new person replaces the previous one as a signer.

How does the signing order work in a Simployer One signing process?

In a Simployer One signing process, signers sign in signing steps:

• Signers in the same step can sign in any order.
• The next step starts only when everyone in the current step has signed.
• Every step needs at least one signer, otherwise you can’t continue.

For example, if the employee should sign before their manager, put the employee in the first step and the manager in the second step.

How do I add a document to a signing process in Simployer One?

After you click Continue, choose how to create the document for the signing process.

Use a document template

1. Select a template from the Apply template drop-down. The list shows your own templates and Simployer’s templates, which are marked “(Simployer)”.
2. Click Apply.
3. Confirm with Yes, apply.

Important

Applying a template replaces any content already in the document.

Variables such as {{firstName}} appear as placeholders in the editor. When you preview the document, Simployer One replaces them with the target employee’s information. For more information, see: How do I create and manage document templates in Simployer One?

Create the document from scratch

Type the document text directly into the editor.

Note

A signing process for an employee contains one document. To send several documents to a candidate, see: How do I send a document for signing to a candidate in Simployer One?

How do I preview and send a signing process in Simployer One?

1. Optional: click Preview at the top right of the document to see it with the variables replaced.
2. Click Preview and send.
3. Check the document content, the filled-in variables, the signers, the signing order and the signing method. Optional: turn on Highlight variables to see where variables have been filled in. Use Edit to go back to the content or the signing details.
4. Click Send for signing. The Send for signing dialog opens.
5. Check the fields under Fill in yourself. Fill in or remove blank fields, because you can’t send with blank fields. Optional: click + Add field to add a field.
6. Click Send for signing.

The signing process starts immediately. If the signing process isn’t ready, click Save draft instead. Drafts are listed on the Draft tab under Documents → Signing processes.

Important

Check the document and signing order carefully before you send. You can’t edit a signing process after you send it. To make changes, you must revoke it. For more information, see: How do I change or cancel a signing process after sending it in Simployer One?

What happens after I send a signing process in Simployer One?

After you send a signing process in Simployer One:

• If you added a reviewer, the reviewer reviews the document before signing begins.
• Observers get an email that the signing process has started.
• Each signing party gets an email with a link to the document when it is their turn to sign. Signing parties in later steps also get an email when the signing process starts, telling them they will be notified when it is their turn.
• The creator can follow the progress under Documents → Signing processes.

When all required signing parties have signed, the document is sealed and the signed PDF is stored in Simployer One. For more information, see: What happens when everyone has signed a document in Simployer One?