Digital signing - How do I use e-signing via Scrive in HRM?

⚙️Administrator setting up Scrive for e-signing? Here you will find the settings.

Integration with Scrive

With this module, you can send contracts of employment, HR-forms, and CVs for digital signing in Scrive via HRM, thus avoiding paperwork and manual signatures. Managers and HR staff, among others, get a complete overview in HRM of all ongoing and signed documents, eliminating the need to handle documents across multiple systems.

Scrive manages email notifications to all signatories, reminders for documents not yet signed, and the technical management of the signing process. All documents are available in both HRM and Scrive.

Digital document signing via Scrive

Below is a description of the workflow for digital document signing in HRM.

 

Send documents for e-signing
To send a document for e-signing, follow the steps below.

1. G o to the curr ent employee in the Employee register. Here you select a contract of employment , an HR-form or a CV that you want to send for digital signing.

2. In the next step, make your desired selections, such as adding appendices to the contract of employment. You can then choose to download the contract as before by clicking the Download button, or, if you prefer, send the contract for digital signing by clicking the Send for e-signing button.

3. In the following step, select who will sign and, if desired, set a signing deadline.

By default, the system suggests that the employee subject to the document and the logged-in user both sign the document. For example, a contract of employment should be signed by both the employee and a manager sending the contract for signing. If you want someone else to sign, or perhaps only the employee, you can add and remove recipients as required.

If the recipient is in the current company and you are authorised to access them, you can simply select them in the first column. You can also choose whether to use the employee’s work or private email address. If someone else should sign, you can instead fill in name and email address manually.

In cases where you use Pin code by SMS, you must also include a mobile number, including country code.

4. The authentication option sets how the person opening the document will verify their identity, preventing others from opening the document. If authentication is to be done with BankID, you also need to specify the national ID number.

5. Next, choose whether the recipient should sign or approve the document. Signing is stronger and legally binding, while approval cannot be considered legally binding. If you have chosen signing, you must also specify whether signing will be done with BankID or any of the other signing methods offered by Scrive.

6. In the list of Documents to sign, you can see which documents will be sent for signing. Here you can also add or remove documents for signing. Each document will be handled individually.

 

7. Before sending a document for signing, you can preview it by clicking the document icon with a magnifying glass. If you also wish to edit the document before it is sent, first click the middle icon, Download, edit the document, save it on your computer, and then click the icon on the right, Upload, to upload your edited document for signing.

Please note that the Upload icon is only active after you have first downloaded the document.

 

 

8. Other information - Signing order allows you to choose whether recipients sign one after the other or if all recipients can sign the document in parallel.

Language is set here for all signatories.

Deadline sets when the document must be signed by, and Scrive will send reminders to recipients as the deadline approaches according to your configured settings.

You can edit the message the recipient receives upon signing the document, in case you do not want to use the default message.

9. When you click the Send for e-signing button, the document is sent from Flex HRM to Scrive, which in turn sends email notifications to the recipients who are to sign.

Sign a document

The recipient who is to sign a document will receive an email that looks roughly like the image below. To review and sign the document, follow the instructions provided.

1. After clicking Go to document, verify your identity with BankID, if you have chosen this as the authentication method.

2. Once authentication is completed, you are taken to the document to audit and sign. Follow the arrow to read through the document.

3. When you reach the bottom after following the arrow, you can choose to sign or reject the contract.

If you choose to reject, you must specify the reason, which is then sent back to the sender.

If you choose to sign the document, enter your national ID number and click Sign.

4. When signing is complete, you will receive confirmation.

 

The employee’s documents

On the Documents tab in the Employee register, you can see both documents saved in Flex HRM and those sent for e-signing. Here, you can also download and open a document sent for e-signing in the same way as for other documents. If the document is signed, a final page will be added containing technical information about the signing process, making the document legally binding.

For documents sent for e-signing, updated information is shown in the Status column. The current status is retrieved from Scrive every time you enter the tab. Click the information icon next to the status for more details about the signatories and their individual status.

 

Overview for e-signing

If you want an overview of all documents sent for e-signing, you can use the overview view found under Personnel – E-signing. Here, you see documents for employees you are authorised to view in this view, which means a manager can see documents for their group, and someone in HR can see an overview for the entire company.

On the left of the view, you can filter which documents are displayed. The number next to each status checkbox shows how many documents exist with the current status.

The list contains one row per document sent for signing. You can see which employee the document concerns as well as the status. By clicking the row, you see additional details about the signatories. Here, you can also send a reminder to a recipient by clicking the bell icon at the far right.

If you realise the wrong document has been sent, you can also cancel e-signing by selecting the row and clicking the button below the list. There is also a button here to download the document.