Preparing a document for electronic signing
To electronically sign a document, signature tokens must be inserted into it.
You can find more about them in the article Setting up the Electronic Signature module -> Tokens chapter.
- Create a document in DOC or DOCX format.
- Place the necessary signature tokens in the document where electronic signatures should appear (marked in green in the image).
The signature field is 21 × 55 mm in size and the signature token is placed in the middle, so make sure there is enough space above and below the token for the signature (approx. 2–3 lines, depending on the font used) and that the token is not at the left edge of the page or left-aligned text (the distance from the left should correspond to approx. 15–20 characters, depending on the type and size of the font used in the document).
If an employee is required to sign a document in multiple places, the same token cannot be used multiple times in the document. You must define a unique token for each signature occurrence .
You cannot create a new signature token that contains another existing token or is part of an existing one - e.g. _SignCEO and _SignCEO1, where the token name without a number at the end is part of the second token with a number.
You cannot create a new signature token that contains another existing token or is part of an existing one - e.g. _SignCEO and _SignCEO1, where the token name without a number at the end is part of the second token with a number.
- a) If you are not going to use the document as a template for generated documentation, save it as a PDF. Then, if necessary, upload it to the Documents tab of the employee profile it relates to. The document is now ready for electronic signing.
b) If the document is to serve as a template for generated documentation, continue with the next point. - You can add standard tokens to the document used for generated documentation (marked in blue in the image).
- Upload the document to Document Templates .
- From the saved template, generate a document in PDF format in the usual way; it will then be ready for electronic signing on the Documents tab in the employee's profile.
You can refresh your knowledge of working with documents and their generation in the PINYA HR manual in the Documents section.
