How do I send documents for e-signing in Simployer One

How do I send documents for e-signing in Simployer One? 

A signing process allows you to send one or more documents for secure electronic signature. You can create a document from scratch or use an existing document template, add the required participants, and track the signing process until all signatures have been collected. 

Documents can be signed using E-signature or BankID (available in Sweden only). 

Before you begin 

• By default, Owners and Admins can create signing processes.
• Managers can also create signing processes if they have the E-signing / Signing process permission.
• Create any required document templates before starting the signing process.  
• Navigate to Documents → Signing processes.

How do I create a signing process? 

To start a new signing process: 

1. Navigate to Documents → Signing processes.  
2. Click + New signing process.  
3. Enter a name for the signing process in Name signing process. 
4. Select the target employee.  
5. Add the required participants.  
6. Choose the signing method.  
7. Click Continue.  

You can then prepare the document before sending it for signature. When you click Continue, the signing process is saved as a draft, so you can find it later under the Draft tab. 

How do I add a target employee? 

The target employee is the person the document relates to. 

When you select a target employee: 

• Their profile information is used to replace document variables.  
• They are automatically added as a signing party in Step 1. 
• They can be removed as a signer if necessary.  

Only one target employee can be added to each signing process. If you change the target employee, the new person replaces the previous one as a signer. 

How do I add signing parties and define the signing order? 

Signing parties are the people who must sign the document. 

To configure signing: 

1. Add one or more signing parties with Add signer. 
2. Assign each signer to a signing step. Click Add step to create another step. 
3. Arrange the signing order as required. 
4. If multiple signing parties are assigned to the same step, they can sign in any order. 
5. The next signing step begins only after all signers in the current step have completed their signatures. 

Important 

A signing process must include at least one signing party. Every step needs at least one signer, otherwise you can't continue. 

How do I add a reviewer? 

Reviewers are optional participants who approve the document before it is sent for signature. 

To add a reviewer: 

1. Locate the Reviewer section.  
2. Select the person who should review the document in Select reviewer...

The reviewer checks the document before the signing process begins but does not sign the final document. 

How do I add an observer? 

Observers can monitor the signing process without signing the document. 

To add an observer: 

1. Locate the Observers section.  
2. Select one or more observers in Select observers.  

Observers can: 

• View the document  
• Track signing progress  
• Receive access to the signed PDF  

Observers cannot sign or approve the document. 

How do I choose the signing method? 

Select one of the available signing methods: 

• E-signature
• Bank ID (Sweden only)  

Choose the method that best fits your organization's requirements. 

Note 

BankID is only available for organizations in Sweden. 

Can I disable signing progress notifications? 

Yes. 

By default, Simployer One sends email notifications when signatures are completed. 

If you do not want the signing process creator and signers to receive these notifications: 

1. Select Don't notify for signing progress.  

Only this signing process is affected. Future signing processes continue to use the default notification settings. 

How do I add a document? 

After clicking Continue, you can choose how to create the document. 

Use an existing document template 

1. Select a template from the Apply template drop-down list.  The list shows your own templates and Simployer's templates (marked "(Simployer)").
2. Click Apply.  
3. Confirm by selecting Yes apply. Applying a template overwrites any content you have already added. 

The document is automatically populated with the template content and any available employee variables. Variables are shown as placeholders, for example {{firstName}} in the editor. They are replaced with the target employee's information when you preview the document. 

Create a document from scratch

If you do not want to use a template, enter the document text directly into the editor. 

How do I preview the document before sending? 

Click preview above the document to see it with the variables replaced. Before sending the document: 

1. Review the document content.  
2. Verify that variables have been replaced correctly.  
3. Check the signing parties and signing order.  
4. Confirm the signing method.  

If necessary, edit the document before sending it. 

You can also save the signing process as a draft, with Save Draft, if it is not ready to be sent. 

How do I send the document for signing? 

When everything has been reviewed: 

1. Click Preview and send.  
2. Review the signing details. You can turn on Highlight variables to see where variables have been replaced, and use Edit to go back to the content or the signing details. 
3. Click Send for signing.  

The signing process starts immediately. 

Participants receive email notifications according to their role in the signing process.  

What happens after I send the document? 

After the signing process starts: 

• Signing parties receive invitations to sign.  
• Reviewers complete their review before signing begins, if applicable.  
• Observers can monitor the process.  
• The signing process creator can follow the progress from Documents → Signing processes.  

When all required signatures have been collected: 

• The document is sealed.  
• A signed PDF is generated.  
• The signed document is stored in Simployer One.  
• Participants with access can view or download the signed PDF.  

Best practices 

Tip 

Use document templates for documents that are sent regularly, such as employment contracts or policy acknowledgements. 

Tip 

Always preview the document before sending it to verify that variables have been replaced correctly. 

Tip

Use reviewers when documents require approval before they are sent for signature. 

Important 

Check the signing order carefully before sending the document. Once the signing process has started, any changes require the process to be revoked and recreated.

Video guides: E-Signing Processes
Managing E-Signing Processes

E-signing Process from the Signers’ Perspective

Allow Managers to Start E-Signing Processes

FAQs 

Who can create signing processes? 

Owners and Admins can create signing processes by default. Managers can also create signing processes if they have the E-signing / Signing process permission. 

Can I have more than one signer? 

Yes. You can add multiple signing parties and define the order in which they sign. 

Can several people sign at the same time? 

Yes. Multiple signing parties assigned to the same signing step can sign in any order. 

Can I save a signing process before sending it? 

Yes. You can save the signing process as a draft and continue working on it later. 

Can I edit the document before sending it? 

Yes. You can edit the document and preview it before sending it for signature. 

What happens after everyone has signed? 

The document is sealed, a signed PDF is created, and the completed document is stored in Simployer One.