This article outlines the electronic acknowledgement/signature capabilities and filetype requirements for isolved Onboarding.

Background

isolved Onboarding has the capability of requiring electronic signatures or acknowledgements for onboarding documents during the onboarding process. After signature or acknowledgement, these signed or acknowledged documents will be directly stored in the Employee Documents section of the employee's profile.

Generally speaking, isolved Onboarding best handles documents that contain the following attributes:

• Are standardized forms meant for a wide swath of your hiring population
• Do not require per-employee customization

Common examples of excellent candidates for inclusion in Onboarding are:

• Employee Handbooks
• Non-disclosure Agreements
• Company Policies

While the features of electronic signatures and acknowledgements through isolved Onboarding are robust for most clients, the system does have the following limitations:

• Does not support per-employee customization (ie: Offer Letters)
• Does not support multi-step signature workflows (ie: Signature required by both EE and ER)

Electronic Signature/Acknowledgement Functionality

There are two different ways that isolved Onboarding can collect an employee's agreement to a document - an Electronic Acknowledgement or a Fillable Signature. Each of these methods are a bit different, and each of them have their own pros and cons. 

Method 1: Electronic Acknowledgement

This is the simpler of the two methods. With this method, an employee is simply instructed to download the document and asked to click/tap a “Sign” button to acknowledge that document. 

With this method, no signature lines are required on the document, as this is not a true “electronic signature” in the way that Docusign or Adobe Sign are. Instead, once the “Sign” button is clicked/tapped, the system will modify the document in the following ways:

An “Electronic Document” banner will be created and displayed across all pages of the original document.

The system will generate an “Acknowledgement and Receipt” page at the end of the document, which will include the following information:

• The document name
• The legal company name and DBA name
• The email address of the employee
• The name of the employee
• The date and time stamp of the employee’s acknowledgement

Required Filetype: Plain PDF

Example Files:

• Original Document
• Acknowledged Document

Method 2: Fillable Signature

This method is a true “electronic signature” functionality, which will open the document within the Onboarding module and allow employees to sign the document. 

When signing the document, the employee will have the choice of either drawing their signature or using a stylized font to print their name.

Documents used for this method are required to have the following fillable fields available:

• Signature
• Date

This method also allows employees to fill in additional fillable fields provided on the document, but only Signature and Date fields can be required by the system. 

Additionally, any fields completed outside of Signature and Date cannot be parsed by or reported on by the system, so if responses to other fillable fields need to be used by your team, they would need to be reviewed manually on the Employee Documents screen after the employee has been hired. 

Required Filetype: Fillable PDF

Example Files:

• Original Document
• Signed Document