Overview
The Onboard platform makes it easy to have your employees sign important documents straight from their phone. Documents can also be configured to require counter-signing on your end.
Document templates are set up directly within the Worker Experience platform, and then assigned to workers via an onboarding flow task.
Document signing is supported by Dropbox Sign
Set up a Document Template
Before a document can be assigned to your workers as a task, it needs to be set up as a template. To do so:
Click on Onboard in the sidebar and then select the Document Signing tab:
2. From there, click Add Document in the top right to open the Document Template editor
3. On the Document Details page, fill out the following fields:
Name: Specify a name for your template here. This will be shown to your workers, so make sure it's user-friendly!
Must be counter-signed: If this document requires an admin to counter sign it after the employee does, then select this checkbox
Below those fields, pull in your document file, which must be in a PDF format:
4. Click Next to go to the Template Editor
Here, you can drag & drop fields from the left side into the document itself. By default, we show fields for the worker to fill out, but you can change the choice in the Signers dropdown to find fields for you or the sender to fill out:
Fields that may be helpful to add in:
A signature or initial field (required for the worker to have one, and required for you or the sender to have one if counter-signing is enabled)
Auto-filled in fields: These are filled in the document automatically, based on the information set in the worker or company profile in the WX platform
Standard fields that you can give any name to, that will need to be filled out manually by the worker or sender
Once you've added all of the fields for this document, click Continue to finalize adding it as a template.
This will add it to the Document Signing template table:
If you need to delete a template, click the More Actions button for that template > click Delete:
Set Up Template in an Onboard Flow
Now that your document template has been created, it can be assigned to your workers as part of an onboarding flow task. Follow the steps here to create a new flow, and when you're on the Add Tasks page, do the following:
Click Add a Task and select the Signature option
Fill out the following task fields:
Title: The name of the task (will be displayed to your workers in their portal)
Estimated task completion time (minutes): How long you estimate it will take for your employees to read and sign the document template
Template: This field's dropdown will show you a list of all document templates that have been built out in your account. Select the one that you want to be shown in this flow
Save as worker attribute: Create a new worker attribute or select an existing one - once a document has been signed by the worker, it will display in the Attributes tab of their worker profile under this attribute
Once everything is filled out, continue adding other tasks and complete the flow setup.
Worker Portal Workflow
Once an onboarding flow with a Signature task is published, your employees will see it as a task within that flow in their worker portal.
Accessing the task will allow your workers to review and sign the document directly from their desktop or mobile device:
Document Status Table & Counter-Signing
To view the statuses of all signature tasks that have been assigned to workers, go to Onboard in the sidebar > Document Signing > select the Signature Requests tab in the table.
On this table, you can see which documents are still pending, and which ones have been signed:
Counter-Signing
If you required counter-signing for any document templates, there are two ways to see when those documents are ready for counter-signing (after the worker has filled it out themselves)
1). Signature Requests table
An orange status label of 'Pending Counter Sign" will show for documents in this status. Click on the "Pending Counter Sign" label to sign & complete the document:
2). Notification Center
In the Notification Center, you'll receive an alert whenever a new document is ready to be counter-signed. Click on the Counter Sign button to sign & complete the document from here:
After a document is counter-signed, the status will update to a green status label of "Counter Signed":
Reviewing Signed Documents
After a document has been signed, there are two places to see your employee's completed documents:
1). Signature Requests Table
Under Onboard > Document Signing > Signature Requests, clicking on the status label for any worker listed in this table will open their document (whether it's pending or signed)
2). Worker Profile
Alternatively, you can go to the Attributes tab of the worker profile to download & view a signed document. This option will be under the attribute that you set up in the onboard Signature task above:
Additional Resources
See document template creation in action here:
Related Articles
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