Using EZSign and EchoSign

EZSign and EchoSign are used to allow your employees to easily fill out documents and/or gather their signatures from your Workflow Management. 

Both EZSign and EchoSign require a service activation that will come with an additional cost. More details below.

Cost

EZSign

  • Flat Monthly Service Free - 39
  • Per User/Employee Per Month Transaction - 0.20

EchoSign

  • Flat Monthly Service Free - 79
  • Per User/Employee Per Month Transaction - 0.69

What Are the Differences?

EZSign

  • Only works with PDF files.
  • Documents must be edited via a document editor to include form fields prior to being loaded into the system 
    • A PDF editor such as Adobe Acrobat Pro is recommended to create your own fillable forms.
  • Documents must be preloaded.
  • Documents are pre-fillable, and can be mapped to desired fields.
    • Signatures can be placed in a specific location on the document 
    • Information can be pulled into the document (e.g., employee name, address, etc). 
  • Captures the time and date stamp of the signer.
  • Signed documents will be stored on the Employee Profile 

EchoSign

  • Works on multiple file types 
    • PDF, Excel, PowerPoint, and various graphics (jpg, tiff, png) 
  • Signature is automatically added to the end of the document or where space is available.
  • The resource must have an email saved against their profile to sign a document.
  • Documents can be fillable.
  • Captures the time and date stamp of the signer.
  • Signed documents will be stored on the Employee Profile

How to Activate EZSign

  1. Open the menu, expand Settings, and go to Workflow Management.

    Menu_-_Settings_-_Workflow_Management_-_00.png

  2. Click EZSign Activation from the top bar.

    Workflow_Management_-_EZSign_Arrow.png

  3. Review the terms of agreement for EZSign. If you accept the terms, enter your full name below and click I Accept the Terms of this Agreement.

    EZSign_-_Activate_-_00.png

How to Activate EchoSign

  1. Expand Settings and go to Workflow Management.

    Menu_-_Settings_-_Workflow_Management_-_00.png

  2. Click Settings from the top bar.

    Workflow_Management_-_Settings_Arrow.png

  3. Review the terms of agreement for EchoSign. If you accept the terms, enter your full name below and click I Accept the Terms of this Agreement.

    EchoSign_-_Activate_-_00.png

Tips for Creating Pre-Filled Forms for EZSign

It is recommended to use a PDF Editor such as Adobe Acrobat Pro to create your fillable forms. As this is a third-party application, we cannot provide instruction that covers 100% of situations, but we can provide some times that can help. For assistance with using your PDF Editor, it is advised to contact the creator of the application. 

  • When setting preparing your fillable PDF form, enable the "This document requires signatures" option. If this option is not selected when creating your form, the correct "Signature" field cannot be added to the document and may not be recognizable by EZSign.
  • When creating a form field, try to match the description of the field to the field name of the original document.
  • When creating your form fields, make sure that they are ordered logically that follows the original form. Sometimes if you create the form fields out of order, they may present incorrectly on EZSign.
    • E.g. You create Form Fields 1, 3, then 2. When EZSign presents the fields to the employee, they will see Step 1, Step 3, then Step 2 if they were not reordered in your PDF Editor.

Adding Your Pre-Filled Forms for EZSign

  1. Go to Settings and click Prefilled Forms.

    Menu_-_Settings_-_Prefilled_Forms_-_00.png

  2. From the Action drop-down menu, click Add New Mapped Form

    Mapped_Forms_-_Create_New_Form_-_00.png

  3. Enable the "EZSign Form" checkbox and enter a name for the Form.

    Prefilled_Forms_-_00.png

  4. Browse your PC for your PDF Form.

    Prefilled_Forms_-_Browse_File_-_00.png

  5. Click Save.
  6. You will be taken to the Mapped Form Fields page. This page will present what form fields it has identified.

    Prefilled_Forms_-_01.png

  7. If the form field can have information exported into it, it can be set to use the information currently existing in your HR system. (e.g. You have a form field for the employee's first name. You can specify the field to pull the first name already entered for the employee in the HR system so the employee does not have to enter it themselves.)
  8. Before making a form field mappable, double-check if auto-filling information is allowed for the document or if the employee is required to enter the information manually.

    Prefileld_Forms_-_Mappable.png

  9. If a form field requires specific formatting, such as a date, you can click Formatting to specify how the information should be formatted.

    Prefilled_Forms_-_Formatting_-_01.png

    Prefilled_Forms_-_Formatting_-_00.png

  10. When done, click Save

    Prefilled_Forms_-_03.png

  11. After saving your fields, you can preview what the form would look like if any of the fields were mapped.

    Prefilled_Forms_-_Preview_-_00.png

Creating a Workflow with EZSign

After adding your pre-filled form, it is suggested to test the form with a workflow to ensure that it appears properly to your employees. Depending on your need, you can place the Prefilled/EZSign form at any workflow step.

  1. Expand Settings and go to Workflow Management.

    Menu_-_Settings_-_Workflow_Management_-_00.png

  2. Open the Action drop-down menu and click Create Workflow.

    Workflow_Management_-_Create_Workflow_-_00.png

  3. Give your workflow a name, set any other options for your workflow, and click Add Workflow.

    Workflow_Management_-_Create_Workflow_-_02.png

  4. Click the "Step 2 - Configure Steps" tab after adding your workflow.

    Workflow_Management_-_Create_Workflow_-_03.png

  5. Click the Action drop-down menu and click Add.

    Workflow_Management_-_Create_Workflow_-_04.png

  6. Enter a Step Name and specify the resource for the step, such as employee.
  7. Add any relevant instructions to help inform the employee what to do, expect, information to have prepared, etc.

    Workflow_Management_-_Create_Workflow_-_09.png

  8. Click Save when to proceed to the other tabs.
  9. Click the Prefilled/EZSign tab.

    Workflow_Management_-_Create_Workflow_-_05.png

  10. Select the form that should be used.

    Workflow_Management_-_Create_Workflow_-_06.png

  11. Click Save.

Creating a Workflow with EchoSign

After adding your pre-filled form, it is suggested to test the form with a workflow to ensure that it appears properly to your employees. Depending on your need, you can place the document for Echosign at any workflow step.

  1. Expand Settings and go to Workflow Management.

    Menu_-_Settings_-_Workflow_Management_-_00.png

  2. Open the Action drop-down menu and click Create Workflow.

    Workflow_Management_-_Create_Workflow_-_00.png

  3. Give your workflow a name, set any other options for your workflow, and click Add Workflow.

    Workflow_Management_-_Create_Workflow_-_02.png

  4. Click the "Step 2 - Configure Steps" tab after adding your workflow.

    Workflow_Management_-_Create_Workflow_-_03.png

  5. Click the Action drop-down menu and click Add.

    Workflow_Management_-_Create_Workflow_-_04.png

  6. Enter a Step Name and specify the resource for the step, such as employee.
  7. Add any relevant instructions to help inform the employee what to do, expect, information to have prepared, etc.

    Workflow_Management_-_Create_Workflow_-_09.png

  8. Click Save when to proceed to the other tabs.
  9. Click Attach Document.

    Workflow_Management_-_Create_Workflow_-_07.png

  10. Check the "Require Electronic Signature" box, enter a name for the document, the display order if there are multiple files, and browse for the file to upload. Click Add Document.

    Workflow_Management_-_Create_Workflow_-_08.png

Creating a Workflow Instance for an Employee

  1. View the profile of an employee.
  2. Hover over HR Data and click Workflows.

    Employee_-_Profile_-_HR_Data_-_00.png

  3. Click the Action drop-down menu and click Create Workflow Instance.

    Employee_-_Profile_-_HR_Data_-_01.png

  4. Select the workflow that should be used and click Add Workflow.

    Employee_-_Workflow_-_00.png

How EZSign Will Appear to Employees

When an employee views the step with EZSign, they will see fillable fields that will match with the fillable fields from the the PDF file.

EZSign_-_Employee_Example_-_02.png

After filling in the required fields, the employee can sign the document by typing their name or drawing their signature.

EZSign_-_Employee_Example_-_01.png

How EchoSign Will Appear to Employees

When an employee views the document, they will see a prompt to enter their signature that has been automatically placed by EchoSign.

EchoSign_-_Employee_Example.png

Clicking on Click Here to Sign will prompt the employee to either type or draw their signature.

EchoSign_-_Employee_Example_Sign.png

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