XeopleSign - Phase 1
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.
The XeopleSign helps to make the process simpler for tracking and reminding the status of the document until completed. It emails a link to the recipients that can be used to access the document. These documents are stored securely for easy retrieval .
The highlighting features of the XeopleSign include:
Generate templates and define workflow – You can pre-populate fields, gather, and validate data while signing and sending the data to your systems.
Track documents easily and securely – Your clients can quickly access and sign legal documents from any device.
Transparency in managing document process – You can view the status of each document at every stage. This keeps you updated about the current status of the document.
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.
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:
This will be a one-to-one sharing of the XeopleSign document.
A. Click the Personnel Card Quick Link and search for the required member.
Now, click the XeopleSign icon for the selected member.
For the Entire OnHire Applicants, the XeopleSign icon will be visible once the interview is scheduled.
B. From the Personnel Card of the specific member, click the Documents link as shown in the figure above and the Electronic Submission / Storage of Employment Documents page opens.
Now, click the XeopleSign icon to share the document with the member.
C. From the Personnel Card of the specific member, click the Appointment link as shown in the figure above and the Recruitment page opens.
Now, select the Appointment tab and click the XeopleSign icon to share the document with the member.
3. Contact Member
To access the XeopleSign and share bulk documents with the members, use the Contact Member option.
Go to Profiles
→Members→Contact Member.
Select the required members for bulk sharing of the document and click the XeopleSign icon.
XeopleSign Dashboard
Open the XeopleSign with the valid authorizations and the Dashboard page of XeopleSign opens.
The Dashboard provides a complete view and control of all the documents. You can view and monitor the document workflow. The dashboard displays the number of documents for each document name, currently placed at the various stages:
Created → When a document is added into the member account from the template.
Sent → When staff sends that document to the user for signing.
Withdraw → The staff has the option to withdraw the document.
Opened → When a member clicks the link shared over the email and opens the document.
Disagreed → When a member disagrees with the terms and conditions of the XeopleSign document.
Agreed → When a member agrees to the terms and conditions of the XeopleSign document.
Declined → When a member has not given consent to sign the document (selected ‘Decline’).
Completed – When a member completes the signing of the document (selected ‘Complete’).
Rejected → The staff has the option to reject the document.
The pictorial representation of the XeopleSign Workflow is explained below .
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.
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.
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.
The documents can be filtered based on User Type, Document Type, Document Name, User Name, and the date range of Documents Sent. The Filters set are saved for the logged-in User.
To set the Filters in the Dashboard:
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.
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. Note that the Days Left range should be between 0 -7 days. |
On the refreshed and filtered Dashboard page, click the Document Name link and the Shared Documents page opens.
The Shared Documents page shows the Applied Filters that were set in the Dashboard page by the User. The Applied Filters are in Read-only mode and the user can view the applied filter.
Note that in this scenario, the Dashboard page filters are considered as the master filters for the Shared Documents filter search.
In the Shared Document page, the Applied Filters are visible only if the Filters are applied in the Dashboard page.
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 |
|---|---|
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. |
Share/Remind User
You can share the document with the User(s). To share the document with the user:
Select the checkbox of the document on the left side of the page and click Share/Remind User.
The confirmation pop-up window appears. Click Yes and the mail is sent to the selected User.
Once the document is sent to the User, it will appear at the top of the Shared Document page with the updated Sent date and time.
Similarly, you can share the document with all or multiple users.
To share the document with All users, select the checkbox in the heading row and all the documents are selected (except document with Status as ‘Completed’), now click Share/Remind User. The documents are shared with all the Users.
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.
The downloaded CSV file shows the Document Id, Document Type, Document Name, User Name, Signing Status, Last Activity, Days Left, User Email, Sender Name, Created On, Send Date, and Reason details of the Shared Documents.
In case the filters are applied on the Shared Documents, only filtered document details are exported to CSV.
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.
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.
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 |
|---|---|
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. |
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.
The Document Templates save time and effort as they are re-usable. You can create multiple document templates for ready reference and share them with the users.
The Document Templates page shows the Document Type, Document Name, Approval, Status, Created By, Created On, and Action of the existing Document Templates. You can edit the existing Document Templates by clicking the Action icon as shown in the figure below.
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.
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.
To add a new template:
Click Add Template.
The Add New Template page opens. Provide all the required details.
Field Name | Description |
|---|---|
Document Type | Category of the Document Type. This document type is fetched from the available list of Document Type. |
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. Only .png, .jpg, and .jpeg formats are allowed with a maximum size of 2 MB. |
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. Only .png, .jpg, and .jpeg formats are allowed with a maximum size of 2 MB |
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.
In the Template Details area:
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.
Include Declaration
You can add declarations while creating the template. The declaration will act as a formal statement, consent, or announcement by the member.
To Include Declaration in the document:
Click + Add.
Provide a Title of the declaration.
Provide a Description of the declaration.
You can delete the existing declaration by clicking the delete icon at the end of the declaration.
Email Configuration
The Email Configuration provides the sender's email details.
In the Email Configuration:
Provide Email From. If required provide Email CC and Email BCC.
Provide Email Subject.
Email Template
The Email Template includes the email content that will be sent to the member. You can customize the formatting of the content by using the Formatting menu.
Email Signature
The Email Signature provides the signature text appended to the end of the email message that usually includes the sender’s name, contact information, or company logo.
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.
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.
For the Footer:
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.
Once all the required details are provided in the Add New Template, click Save, and the new template is created successfully.
For any new template, it is mandatory to provide the Recipient Signature in the Template Details area else you will not be able to save the new template.
Before saving the template, you can preview the newly created template by clicking Preview Template. Review the new template with all the required details provided.
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.
The document can be Withdraw, Disagreed, Declined, Rejected, and Resubmitted by the user/member . For detailed working of the workflow refer to XeopleSign Dashboard.
The Document Workflow page displays the Status Type, Status Keyword, Description, Sorting Order, Status, Created By, Created On, and Action.
Only the Administrator has permission to set/change the workflow of the document.
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.
Share Document with Member
Now, the document is ready to be shared with the member .
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