Introduction
XeopleSign is designed to manage the digital document workflow and allows you to generate, submit/receive and e-Sign online documents. This saves time with flexible workflow capabilities that allow you to automate and standardize critical processes and with the ability to set the order of steps and recipients of documents.
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Currently, we are supporting the Enterprise Version of the XeopleSign that is integrated with the Entire OnHire application.
How to Access XeopleSign?
1. Direct Dashboard
To access the XeopleSign Dashboard, click the XeopleSign from the user login of the Entire OnHire application as shown in the figure below.
On clicking the XeopleSign, the XeopleSign Dashboard page opens and displays all the documents placed at various stages.
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2. Personnel Card
To access the XeopleSign and share the document with a specific member, use the Personnel Card option. From the Personnel Card option, you can access the XeopleSign in the following ways:
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Now, select the Appointment tab and click the XeopleSign icon to share the document with the member.
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3. Contact Member
To access the XeopleSign and share bulk documents with the members, use the Contact Member option.
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Select the required members for bulk sharing of the document and click the XeopleSign icon.
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XeopleSign Dashboard
Open the XeopleSign with the valid authorizations and the Dashboard page of XeopleSign opens.
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In XeopleSign Dashboard, the documents placed at various stages are linked to the Shared Documents page for further action in the document.
Search User
You can search for the specific user from the Search User 🔍,by providing the name of the user.
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To activate the Search User at least three characters of the user name are required. On selecting the specific user, the current electronic documents of the user are displayed.
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Filters
The Filters are used to retrieve specific documents from the Dashboard page and facilitate in narrowing down the search of the particular documents for the users.
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Click Filters and the Filters pop-up window opens.
Provide the desired filter criteria and click Save.
The Dashboard page is refreshed based on the Filters provided.
The new search criteria are saved for the user and reflect the number of filters applied in the Filters (as shown in the figure below).
To reset the filters, click Clear.
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Field Name | Description | ||
|---|---|---|---|
User Type | Type of User. Currently, the available user type is Member. | ||
Document Type | Category of the Document Type. Based on the User Type, the Document Type are fetched. | ||
Document Name | Name of the Document(s). | ||
User Name | Name of the Users with whom the documents were shared. | ||
Document Sent Date From & Document Sent Date To | To fetch the document sent in between the From & To date range. | ||
Documents which are pending for completion | Shows the documents that have status as Sent, Opened, and Declaration Agreed. | ||
Document Expiry Days Left | Shows the documents whose link will expire in specified days.
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On the refreshed and filtered Dashboard page, click the Document Name link and the Shared Documents page opens.
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In the Shared Document page, the Applied Filters are visible only if the Filters are applied in the Dashboard page.
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Shared Documents
The Shared Documents shows the repository of all the documents that are shared with the members. It displays the Document Type, Document Name, Status, Days Left, Shared With, Sent, and Workflow.
Field Name | Description |
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Document Type | Category of the document. |
Document Name | Name of the Document with the link. You can click the link to preview the document. |
Status | Shows the current Status of the document. The Status can be Created, Sent, Opened, Declaration Agreed, Completed, Rejected, Withdraw, Disagreed, and Declined. |
Days Left | Number of days left for the expiry of the document link. In case the document link is expired, the Days Left will show ‘Expired’ and if the document link is expiring today, it will show ‘Expiring Today’. Note that the document link received by the member expires after 7 days of receiving the mail. |
Shared With | Name of the member with whom the document was shared. You can click the link to open the User Documents page of the member. |
Sent | Date and time when the document was shared with the member. |
Workflow | Link to view the Document Workflow of the member. |
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Share/Remind User
You can share the document with the User(s). To share the document with the user:
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| Info |
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The user will not be able to share the document with the Status as ‘Completed’. |
Export To CSV
The Export To CSV creates and downloads a CSV file for all the available Shared Documents. To create a CSV file, click Export To CSV and all the records will be exported into the CSV file.
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| Note |
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In case the filters are applied on the Shared Documents, only filtered document details are exported to CSV. |
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Search Documents
You can search specific documents using the search option in the Shared Documents. The documents can be searched based on Document Type, Document Name, or any data provided in the search. Once the search details are provided, click Search 🔍.
The Search helps to quickly fetch the required documents from the list of Shared Documents.
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Document Type
The Document Type includes various types of documents and forms a repository of all the available document types. The Document Type page shows the Document Type Name, Created Date, Created By, Status and Action.
You can edit the existing Document Type by clicking the Action icon as shown in the figure below.
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Add New Document Type
To add a new document type:
Click Add New Type.
The Add New Document Type pop-up screen opens. Provide all the required details.
Click Save. The newly added document type is reflected in the Document Type page.
Field Name | Description |
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User Type | Type of User. Currently, the available user type is Member. |
Document Type Name | New name of the Document Type. |
Status | The Status of the document can be set to Active or Inactive. |
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Document Templates
The Document Templates facilitates to automate the documentation process and create standardized documents with the same typefaces, colour, logos, and footers. The Document Templates designs the pre-formatted templates that include page content, layout, and dynamic elements that appear on multiple pages.
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You can also create a copy of the existing template by clicking the Copy Template icon (as shown in the figure below). On clicking the Copy Template, a new document template is generated with the pre-populated details. Provide the new Document Name, customize the template, and click Save for further use.
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Add New Template
To add a new template in the Document Templates, you need to specify the details in Template Details, Include Declaration, Email Configuration, Footer, and Page Number.
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Click Add Template.
The Add New Template page opens. Provide all the required details.
Field Name | Description | ||
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Document Type | Category of the Document Type.
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Document Name | New name of the document. | ||
Approval Required | Document approval required by the staff. | ||
Notify Users | The Email Ids of the users to whom the members will notify about the status of the document. | ||
Browse Logo | Adds logo in the document.
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Authorized Name | Name of the authorized person. | ||
Authorized Role | Role of the authorized person. | ||
Status | Status of the document. Status of the document can be set to Active or Inactive. | ||
Browse Authorized Signature | To add the authorized signatory in the document.
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Template Details
The Template Details is the place where you will create your customized content that will be shared with the members. The template is designed as per your requirement with the help of the Placeholder list and Formatting menu.
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Key-in the content or you can copy-&-paste existing content in the new template details area.
Use the Formatting menu to make the document effective and appealing.
Use the Placeholder List. You can drag-&-drop the Placeholders from the available Placeholder List wherever required in the template details area. The details of the placeholder list are explained below.
Placeholder List
Placeholder Name | Description |
|---|---|
##FirstName## | First Name of the member. |
##LastName## | Last Name of the member. |
##EmailID## | Email address of the member. |
##MobileNumber## | Mobile number of the member |
##Address## | Address of the member |
##DateOfBirth## | Date of Birth of the member. |
##HiredDate## | Member’s hiring date. |
##LastWorkingDate## | Last working shift date of the member. |
##TotalWorkedHrs## | Total paid working hours of the member. |
##Qualification## | Qualification of the member. |
##PayLevel## | Level of pay of the member. |
##TodayDate## | Current date. |
##RecipientSignature## | Receiver’s signature. |
##AuthorisedSignatory## | Authorised person’s signature. |
##Logo## | Logo of the company. |
##EmployeeID## | Identification Number of Employee. |
##SignDate## | Adopt Signature Date. |
All the placeholder’s values will be fetched only when you assign this template to a member except for ##TodayDate##, ##AuthorisedSignatory##, and ##Logo## placeholders.
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Include Declaration
You can add declarations while creating the template. The declaration will act as a formal statement, consent, or announcement by the member.
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You can delete the existing declaration by clicking the delete icon at the end of the declaration.
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Email Configuration
The Email Configuration provides the sender's email details.
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To add the Email Signature, click the Browse Email Signature. The Email Signature allows only .png, .jpg, and .jpeg formats with a maximum size of 2 MB.
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Footer
The Footer information is added at the bottom of the document page containing data common to other pages. The information in footers may include page numbers, creation dates, copyrights, or references.
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Provide the required details in the text area.
By default, the Footer Margin is set to ‘20’. You can increase/decrease the footer margin.
Select any one of the footer options for your document:
Include page footer on the first page
Include page footer on each page
Do not include page footer
Page Number
To provide the Page Number on every page of the document, select the Show Page Number checkbox.
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Finally, the Document Template is ready for Sharing with the members 😊 👏 .
Document Workflow
The Document Workflow shows the workflow of the documents with the sorting order. The typical workflow of the document proceeds with the following steps – 1. Created → 2. Sent → 3. Opened → 3. Declaration Agreed → 4. Completed.
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You can only update the existing Status of the document by clicking the Action icon as shown in the figure below. For updating the Status, you will be able to edit the Name of Status, Colour Palette, and Description.
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Share Document with Member
Now, the document is ready to be shared with the member 😇.
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From the Staff portal, click Personnel Card quick link.
Search the member and click the XeopleSign logo on the page.
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User Documents
On clicking the XeopleSign logo for the selected member, the User Documents page opens in the XeopleSign. The User Documents page of the member shows the User Name, User Id (internal & external Ids), User Type,and current electronic documents of the user.
Add New Document
To add a new document for a member.
Click Add New Document (as shown in the figure below).
The Add New Document pop-up screen opens. Provide all the required details.
Before adding, you can preview the document, by clicking Preview.
Click Add.
Field Name | Description |
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Document Type | Category of the document. |
Document Name | Name of the document. |
Comment | Add comments (if required). |
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The newly added document is reflected in the User Documents Page. This page displays the current electronic documents of the member that shows the Document Type, Document Name (with a link), Status (current status), Last Activity Log, Shared Document, Staff Comment, Workflow, and Action.
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| Note |
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You will be able to delete the document only when the Status is ‘Created’. To delete the document, click the delete icon in the Action. |
Last Activity Log
The Last Activity Log shows the date and time of the last activity performed in the document.
You can click the link to view the Activity Log details. This Activity Log shows all the activities performed in the document and displays the Operation Name, Status, Time Stamp, Event Initiated By, and link to View Document.
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Shared Document
The Shared Document shows the link to share the document with the member.
You can share the document with the member by clicking the Share Document link. Once the document is shared with the user, you can Remind User about the shared document in case you do not receive any response from the user.
Staff Comment
The Staff can View/ Add Comments for the document and all the provided comments will be saved with the date and time.
To add a new comment for the document, click the link to View/ Add Comment. Provide the required comment and click Save.
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Document Workflow
The Workflow shows the current status of the document shared with the user. To check the current status and Audit Logs details, click the Workflow link and the Document Status page opens.
In the Document Status, you can view Document Details, Document Preview, Workflow, and Audit Logs.
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Document Details
The Document Detail shows the Document Name, DocumentID, Document Type, Shared With, Shared with Email, Status, Sender, Created On, and Send Date.
Field Name | Description | ||
|---|---|---|---|
Document Name | Name of the document. | ||
DocumentID | Identification number of the document. | ||
Document Type | Category of the document. | ||
Shared With | Name of the member with whom the document is shared. | ||
Shared with Email | Member’s email id. | ||
Status | Current status of the document. | ||
Sender | Name of the sender. | ||
Created On | Document creation date and time. | ||
Send Date | Document Send date and time.
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Document Preview
The Document Preview shows the actual visual appearance of the document.
You can preview the document with the full-screen view by clicking the icon on the top-right of the page.
You can download and print this document by clicking Export To PDF. The downloaded PDF file includes Document Details, Workflow, and Audit Logs details.
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Workflow
The Workflow helps to track and manage document workflow. The typical workflow of the document proceeds with the following steps – 1. Created → 2. Sent → 3. Opened → 3. Declaration Agreed
→ 4. Completed.
1. Created →The first stage of the document is Created. This means the document is added for the member and ready to be shared.
2. Sent →The staff sends the document to the member for signing.
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| Note |
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Within 7 days of receiving the mail, the member should review and sign the document. Note that this link will expire after 7 days of receiving the mail. |
3. Opened → The member clicks the link shared over the email and opens the document.
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| Info |
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A member can Disagree with the document in case he does not want to sign the document. |
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4. Declaration Agreed → The member agrees to the terms and conditions of the XeopleSign.
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If required the member can Restart Signing before completing the document.
Click Restart Signing and provide the confirmation and Adopt Signature again to restart the signature procedure.
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5. Completed → The member completes the signing of the document.
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Finally, the workflow of the document is completed with the time and date provided at each stage of the process 😌.
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Withdraw Document
The user can Withdraw Documents at the Created and Sent stage of the workflow.
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From the Action, select Withdraw.
Provide the Reason for the withdrawal of the document in the confirmation box.
Click Yes and the document withdrawn email is sent to the member.
This document withdrawn can be Resend to the member later.
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Reject Document
The user can Reject Documents shared with the member. The document can be rejected when the member has completed signing of the document.
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On rejecting the document, the member receives an Email notification that his signed electronic document has been rejected.
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Resend Document
The user can Resend Documents to the member. In case a user needs to share the updated document with the member, he can resend the document at the Sent, Opened, Declaration Agreed, and Rejected stages.
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From the Action, select Resend.
The updated document is sent to the member. The member will again receive the Email to Review & Sign Document.
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Audit Logs
An audit log shows a record of events and changes in sequential order for the selected document. This log provides documentary evidence of the sequence of activities that have taken place at a specific date and time.
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You can export the Audit Log into the CSV file by clicking the Export To CSV. The downloaded CSV file includes all the details of Audit Logs.
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Contact Log
The Contact Log maintains the detailed XeopleSign logs for a member in the Entire OnHire Staff Portal application. You can view XeopleSign contact logs with details in the comment section of the edit log.
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For instance, the figure below shows the Comments for 'XeopleSign Document Rejected”. Scroll to view the details in comments such as Name, ID, Document Type, Document Name, Status, Document URL, Staff ID, and Staff Name for this contact log. You can also click the Document URL link to open the document.
Sample Comments for the ‘XeopleSign Document Rejected’
Signed Document has been rejected and below are the details: Name: APPLICANT ENTIRE 01 TEST |
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Bulk Sharing with Members
To access the XeopleSign and share bulk documents with the members, use the Contact Member option.
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