GIF
Documents

Managing Document Assignments

Once a document has been uploaded to the directory ###link to adding doc###, you can start assigning the document to employees.

There are two places you can go assign documents. The first one being on the Doc Preview page where in the upper right hand corner of the screen you'll see a "Assign" document button. You'll automatically be redirected to this page after creating a new document. The other place that you will see the "Assign" button is on the "Employees Assigned" page.

Assign View-Only Documents

After selecting the ‘Assign’ button for a View-Only document, you must click on their name from the list on the left side, bringing them to the right side list (the “Selected” list), and then clicking the ‘Assign’ button. To make the assigning process easier, you have the following tools:

  1. The Search Bar to find the specific employees you are looking for.
  2. Use the Filter button to isolate employees by:
  • Department
  • Position
  • Status (Active, Onboarding, Terminated)

Once you have isolated the employees you want to assign the document to on the left side, you can:

  1. Select each individual name one at at time to transfer that person to the “Selected” list on the right side
  2. Select the “All # Filtered Items” button, between the Search bar and the first name on the left side lists
  • This will transfer everyone adhering to your filter specifications over to the right side
  • By selecting this without using any filters, it will bring all Employees (Active, Onboarding, and Terminated) over to the right side. So if you are sending out a Document to all current employees, it is recommended to use the Filter to isolate all ‘Active’ Employees
  1. Click the ‘Select Page’ text at the bottom
  • This will transfer all 25 employees on that ”Page” to the right side
  • You can toggle through the pages of your employees, each with a max of 25 employees on it, with the arrows on the bottom left of the window.
If you accidentally add the wrong people to the ‘Selected” list, simply click on their name in the “Selected” list to remove them. You can also select the “Remove All’ text in the top right corner of the window to remove everyone that is currently in the “Selected” list.

Once you've have assigned employees, a request will be sent to them to sign the document. The notification will appear on their homepage within Humi and they will also receive an email notification informing them that they must acknowledge the document.

Assign Single-Sign Documents

After selecting the ‘Assign’ button for a Single-Sign document, you must click on their name from the list on the left side, bringing them to the right side list (the “Selected” list), and then clicking the ‘Assign’ button. To make the assigning process easier, you have the following tools:

  1. The Search Bar to find the specific employees you are looking for.
  2. Use the Filter button to isolate employees by:
  • Department
  • Position
  • Status (Active, Onboarding, Terminated)

Once you have isolated the employees you want to assign the document to on the left side, you can:

  1. Select each individual name one at at time to transfer that person to the “Selected” list on the right side
  2. Select the “All # Filtered Items” button, between the Search bar and the first name on the left side lists
  • This will transfer everyone adhering to your filter specifications over to the right side
  • By selecting this without using any filters, it will bring all Employees (Active, Onboarding, and Terminated) over to the right side. So if you are sending out a Document to all current employees, it is recommended to use the Filter to isolate all ‘Active’ Employees
  1. Click the ‘Select Page’ text at the bottom
  • This will transfer all 25 employees on that ”Page” to the right side
  • You can toggle through the pages of your employees, each with a max of 25 employees on it, with the arrows on the bottom left of the window.
If you accidentally add the wrong people to the ‘Selected” list, simply click on their name in the “Selected” list to remove them. You can also select the “Remove All’ text in the top right corner of the window to remove everyone that is currently in the “Selected” list.

Once you've have assigned employees, a request will be sent to them to sign the document. The notification will appear on their homepage within Humi and they will also receive an email notification informing them that they must sign the document.

For a Multi-Sign Document

After selecting the 'Assign' button for a multi-sign document, the 'Assign Roles' box will appear. On this page you'll be able to select the employees you want to assign the document to and if applicable, the signing order. Using the drop-down fields that contain a list of all employees at the company you can select an 'Employee', 'Primary Cosigner', etc.

Hint: You can type in the text-field to help filter the dropdown of employee names

You also have the option to "Save employee to this role" for each signee role, checking off this box means that this signee will be automatically populated for this text field every time you try to assign this document. You can remove them from auto-populated by simply un-checking this box.

Finally you have the ability to customize the order that employees will be sent this document to sign. To do this, click on the 'Assign signing order' box located at the bottom of the 'Assign Roles' box.  Once this box is checked, each role will be numbered next to their signee role (ex/ primary cosigner), so you can verify the order and make any changes necessary by using the arrow located next to their signee role to move them up or down in the signing order.

Once you've have clicked 'save', a request will be sent to the employees to sign the document. The notification will appear on their homepage within Humi and they will also receive an email notification informing them that they must sign the document.

Managing Document Assignments

There are two ways you can manage assigned documents: using the Assigned Docs tab in the Doc Directory or using the Employees Assigned tab located within a document.

Assigned Docs

After going to the Doc Directory, you'll see a tab called "Assigned Docs". If you go to this page you'll be able to see an overview of all the documents that have been assigned to employees. A key features of this page is the "Assignments" column, that lists how many employees have either signed the document or have acknowledged it. This will allow you to easily keep track of the progress on documents and if you would like to remind your employees to either sign or acknowledge the document, you can use the "Remind employees" button located in the same row as the document.

If you want to see a more in-depth list of the employees assigned to a specific document, then click on that document row and it'll redirect you to the Employees Assigned Page.

Employees Assigned

You can navigate to the "Employees Assigned" by either clicking on a document in the Doc Directory or by going to the Assigned Docs page and then clicking on the specific row of the document. On the "Employees Assigned" page you'll see a list of employees that are currently assigned to the document. It'll also list any cosigners assigned for that employee's document, the date the document was assigned, that date the document was signed and the current status (Pending or ready to Download).

To make it easier to find specific employees assigned in this list, you can filter it in two ways:

  1. Use the search bar located at the top of the list
  2. By clicking on any of the column titles (‘Employee’, ‘Date Assigned’, ‘Status’), it will reorganize the order of the documents (alphabetically, chronologically, etc)

If it's a multi-sign document and you would like to see a more detailed break down of which cosigners have signed so far and the ability to 'remind' them individual, just click on the document row and a pop-up will appear that contains the signing status of each employee assigned and a button to remind them .

There are also two more methods you can use to remind employees. One way is to click on the three dots located to the right of the employee's assignment row, you can either remind the employee to sign/acknowledge the document or you can delete them from the document. You cannot delete someone from a document if they have already acknowledged or signed it. Another method is to remind all the employees that still haven't signed/acknowledged this document by clicking on the "Remind All" button located in the upper right hand corner of this page.

Finally the last thing you can do on this page is to use "Assign" button located in the upper right hand corner of this page to assign it more employees.

Managing Audit Trail of Signing Documents

Once an employee has signed a document and it has been processed by HelloSign, an audit trail page will be added on as the last page of the document. This audit trail contains a detailed document history including the following:

  • Date the document was assigned
  • When the employee viewed the document
  • The date the document was signed