Send and sign documents in Simployer One

How to send and sign documents in Simployer One

With e-signing in Simployer One, you can send documents for secure electronic signature, follow their progress, and keep the completed documents stored in one place. 

Before you begin

By default, Owners and Admins can create signing processes. Managers can also create them if they have the E-signing / Signing process permission. Managers can use existing document templates but cannot edit them. 

Send a document for signing

1. Go to Documents → Signing processes. 
2. Select + New signing process. 
3. Give the signing process a clear name, such as Employment contract – Alex Smith. 
4. Choose an existing document template or create the document from scratch. 
5. Add the target employee or candidate. This is the person the document concerns. 
6. Add the people who must sign under Signing parties. At least one signer is required. 
7. If needed, add Observers who should be able to view the document and follow its progress without signing it. 
8. Preview the document and check that its content, employee information, and participants are correct. 
9. Select Send. To finish later, save the signing process as a draft instead. 

Each signing party receives an email containing a link to the document. 

Note: Adding a target employee automatically adds that person as a signing party. You can remove them as a signer if their signature is not required. 

Sign a document

1. Open the email notifying you that a document is ready to sign. 
2. Follow the link in the email. 
3. Review the document carefully. 
4. Sign using your Simployer One account or BankID if your employer has enabled it. BankID signing is available in Sweden only. 
5. Submit your signature. 

If you cannot find the email, sign in to Simployer One and go to Documents → Signing processes to access the document. 

After everyone has signed

When all required signatures have been submitted, the signing process is marked Sealed. The completed document: 

• Can be downloaded as a PDF. 
• Is automatically stored in Simployer One. 
• Appears under My documents or Shared documents, depending on your role in the signing process. 

Only the signing parties, observers, and the person who created the signing process can access the signed document. 

Correct or cancel a signing process

The creator can revoke an active signing process by going to Signing processes → Active, opening the three-dot menu, and selecting Revoke signing. Everyone involved will be notified. 

If an active signing process is edited, the existing process is revoked and the signers are notified. Simployer One then creates a new draft that can be corrected and sent again.