Once you have subscribed to the Digitalisation module, the option must be enabled from the Configuration > Software > Customisation > Document management > Digitalisation module: Electronic signature

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You will then be able to access the module from the navigation menu.

If you want the tile to be displayed in your portal, you will need to add it via the menu Setup > Customisation > Portal.

The tile will be created automatically, and you can find it directly in the dropdown list.

To help you set up electronic signatures correctly in Kelio, we have listed the key steps below:

Setting up electronic signatures

tog_minus        Setting up user rights

In order to use electronic signatures, the user employees in question must possess the necessary user rights.

You can set these up from the menu User rights > Profiles:

In order to access the digitalisation module, send a document out for signature and monitor the whole process, the user employee must possess the Administrator - Data exchange right.

In the Digitalisation tab, check the boxes that correspond to the rights you wish to assign.

From the Time & Activities > Print/Export > Standard reports menu, you can request that the end-of-period individual reports (with or without account details) be sent for signature.

For the Certified signature tab to appear, the user employee must possess the Administrator - Time and activities right.

Check the corresponding boxes in the Administrate > Print... tab

Click to enlarge/reduce        Get a mass-mailed report signed

From the Staff administration > Print/Export > Mass-mailed reports menu, you can request mass-mailed reports to be sent for signature.

For the Request signature on reports tab to appear, the user employee must possess the Administrator - Staff administration right.

Check the corresponding boxes in the Administrate > Print/export tab.

tog_minus        How do I create a signature template?

Depending on your company’s requirements and the types of document you want to get signed, you can create different signature templates by going to: Digitalisation > Electronic signature > Signature templates.

You can then define multiple templates depending on whether the document you want to send for signature is a standard report or an external document, for example.

To create a template:

1.Click on icn_add_black.

2.Enter a Description and an Abbreviation.

3.Select the Document category associated with your template :

oExternal document

oStandard report: end-of-period summary or end-of-period summary with account details (Time & Activities module)

oMass mailing: staff administration documents

By default, all signed documents are archived in the Signed documents menu.

If you also want the requester to receive the document by email once it has been signed, check the Receipt of the signed document by email for the requester of the signature box.

Signature properties: if necessary, set the number of days to wait before archiving the signed document (limited to 180 days).

Email to be used for the signature request: select business or personal email address.

Authentication method: select whether you want the signatory to receive their unique use code by email (either business or personal address, depending on the option selected above) or SMS (business phone only).

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Telephone numbers must be formatted according to international standards with the code for your country starting with “+XX”.

Enterprise signature: check this box and complete the fields if you want to automatically append a signature in the name of your company to the document.

Additional signatories:

•If necessary, select different additional signatories and their respective authentication methods. These will be related to the main signatory, e.g. they may be the main signatory’s line manager or absence request validator.

•If necessary, select one or more named signatories directly from your organisation chart.

 

 

External document

Standard report

Mass mailing

Signatories responsible

to the main signatory

Line manager (defined in the employee file)

Line manager (defined in the employee file

Attendance declaration validators

Absence request validators

Line manager (defined in the employee file

Named signatories

Access to employee list based on managed population

Access to employee list based on managed population

Access to employee list based on managed population

The signature will be invoiced to the signatory according to the same price list irrespective of whether they are a main or additional signatory.

 

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If their line manager and absence request validator for an additional signatory are the same person, for example, a block will be triggered when the document is sent out for signature,

In such cases, you will need to create a new template.

If you have selected several different signatories and are going to send out your document in sequential mode, you can use this tab to define the order in which they need to sign the document and where each signature should be placed.

4.Save.

 

 

The different stages of getting your document signed

tog_minus        Creating the document and submitting it for signature

If you want to send an external document out for signature in Kelio, you will need to complete the following steps:

1.Open the menu Digitalisation > Electronic signature > Addition of external documents.

2.Select the document you want to get signed on your PC using the icn_paperclip button (PDF format only).

3.Select the signature template you want to apply – you can also view a summary of the data entered earlier.

4.Insert a comment if necessary.

5.Select the signatory/signatories for the document.

6.Click on Submit for signature to have the submission for signature validated by the HR service.

7.You will need to confirm two pop-up windows before the document is finally sent out for signature.

From the Time & Activities > Print/Export > Standard reports menu, you can request that only the end-of-period individual reports (with or without account details) be sent for signature.

1.Select the report you want to send out for signature.

2.Select the signatory/signatories for the document.

3.Customise the contents according to your needs.

4.Certified signature tab:

•Check the box marked Request report signature

•Select the signature template you want to apply – you can also View a summary of the data entered earlier

5.Click on Submit for signature to request validation of the document before it is sent out for signature.

From the Staff administration > Print/Export > Mass-mailed reports menu, you can request that only the individual reports be sent for signature.

1.Select the report you want to send out for signature.

2.Select the signatory/signatories for the document.

3.Customise the contents according to your needs.

4.Format and distribution tab:

•Check the Request signature on reports box.

•Select the signature template you want to apply – you can also View a summary of the data entered earlier

5.Click on Submit for signature to request validation of the document before it is sent out for signature.

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For the Request signature on reports check box to appear, you must enable the Can request electronic signature option from the report setup.

You will be able to see all the documents you have submitted for signature in the Digitalisation module > Electronic signature > Documents awaiting signature.

Depending on their rights, the signature requester may be able to receive an alert email notifying them of whether their request has been validated or denied.

tog_minus        Viewing documents awaiting signature

Once you have submitted them for signature, you will find all your pending documents in the Digitalisation module > Electronic signature > Documents awaiting signature.

 

There are a number of filters you can use to adapt your display:

•Filter by display period: click on Modify to define your display period

•Filter by document type: you can select all document types or just certain categories

•Filter by employees: consider selecting the user employee(s) concerned from the employee list. There is also a grouped mode by default, which allows you to retain your selection when viewing all your documents to be signed.

•Click the Apply button to refresh your screen once you have selected your filters.

 

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Remember, you can also save your desktop customisation by going to Tools > Save desktop. Remember to verify and refresh your filters regularly to make sure that all your documents are displayed.

1.You can view documents (by clicking on their names) before sending them out for signature; this is strongly recommended if you want to check their contents before finally submitting them.

•You can select the line or lines in question and click on Validate sending for signature.

•Alternatively, if you find a mistake or a problem with the document and/or the signature, you cam select the line in question and click on Deny sending for signature.

•In both cases, the signature requester may be able to receive an alert email notifying them of whether their request has been validated or denied (depending on their rights).

2.The line will disappear once submission for signature is complete. You will then be able to view the document in the Signature monitoring tab.

In case of errors (croix demat), you can click on the Details icn_3 dots button to view the corresponding error messages.

Examples:

•Signatory email address does not match email address selected in template

•Signatory does not have a mobile phone no.

•Phone no. syntax not entered correctly – no. must begin with “+XX” in accordance with international standards

•Requester email address does not match email address provided

•Etc.

3.Once you have corrected the problem indicated in the Details, you can attempt to send out the document again by selecting the line in question once more and clicking on Validate sending for signature.

4. The HR administrator who has access to this screen can be notified by email if there are documents awaiting validation on their part. To do this, an automatic function can be set up from the Configuration module for the Monitoring of documents awaiting signature to be validated or denied. Automatic emails can also be set up to provide regular summaries of the signatures that are in progress, with the required frequency.

An Administrator - System right is required to access this setup.

tog_minus        Monitoring signatures

All the documents that have been sent out for signature are displayed on the screen Digitalisation > Electronic signature > Signature monitoring.

 

There are a number of filters you can use to adapt your display:

•Filter by display period: click on Modify to define your display period

•Filter by document type: you can select all document types or just certain categories.

•Filter by status: waiting for signature, denied, revoked, signed, etc.

•Click the Apply button to refresh your screen once you have applied your filters.

 

This screen shows you all the documents that have been sent out for signature, together with various information:

•Name

•Status

•Signatures completed: how many of the signatories have signed the document so far

•Signatures expected: how many signatories need to sign the document

•The signature template used

•The requester, etc.

By clicking on the Details icn_3 dots button, you can view more details on who has signed the document and when.

 

Once one of your signatories has signed the document, this will be counted as a completed signature.

 

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Please note: in a situation where you have three signatories, for example, of whom two have signed the document but the third refuses to do so, the two completed signatures will nevertheless be invoiced.

In the bottom right of your screen, you will see two buttons:

•Revoke: if you notice a mistake, you can cancel the submission for signature or abort the signature process at any time. Please note that you will still be invoiced for any signatures that have already been added.

•Relaunch: if you have not received a response from some of your signatories, you can send the document out to them again. The system will then send out a reminder email to those who have not yet signed the document.

Click to enlarge/reduce        Monitoring signature completion

You can find the number of signatures that have actually been completed in the Digitalisation > Electronic signature > Signature completion tab.

There are filters you can apply if you wish to hide certain sections, for example.

 

The number of completed signatures shown on this screen will match the number that have currently been invoiced.

Once one of your signatories has signed the document, this will be counted as a completed signature.

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Please note: in a situation where you have three signatories, for example, of whom two have signed the document but the third refuses to do so, the two completed signatures will nevertheless be invoiced.

The completion numbers provided on this screen may differ from those on the Signature monitoring screen until the document has been signed or denied by everyone.

Signing a document

Click to enlarge/reduce        Signing a document

Once submission has been validated, the signatory will receive an email (at their business or personal email address, depending on the setup in the template being used) with a URL link to the document to be signed.

They can sign it on a computer or a smartphone.

Clicking on the link in the email will open the URL page in a browser (requires Internet access):

1.Scroll down to the bottom of the document in order to sign it.

2.Check the certification box at the bottom of the document.

3.Click on Start signing.

4.Enter the email address or phone number selected in the template.

5.The signatory will then receive an email or SMS containing their unique authentication code.

6.Enter the unique code (6 characters)-

7.Click Finish. The signatory has now officially signed the document.

 

Depending on the selected signature template, the signature process for the document will then continue until it has either been signed by all its signatories or one of them refuses to do so.

 

Once the document has been signed by all the user employees in question, each signatory will receive an email containing a download link for the signed document.

This link will be valid for 90 days. Once this period expires, the link will cease to be valid and the document will be destroyed.

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The document can only be downloaded via the link once; we recommend saving a local copy immediately.

Viewing signed documents

Click to enlarge/reduce        Viewing and downloading signed documents

All internal signed documents can be found in the Digitalisation > Signed documents menu.

If you want to download multiple documents and their evidence file, proceed as follows:

1.Select the required document(s).

2.Click on the Telecharger button.

You can receive a .zip file containing two PDFs: the signed document(s) and your evidence file:

•The signed document will be marked with the extension “_signed”

•The evidence file will be marked with the extension “_proof”. This is a document associated with the signed document that enables official tracing of the electronic signature steps it has been through.

 

Adobe Acrobat® must be used to open the files.

The Signature panel button allows you to verify the integrity of the document, and is deemed irrefutable evidence in case of a legal dispute. Nevertheless Kelio still provides you with the evidence file, just in case.

 

By default, you will have 1 GB of storage if you are using Kelio in SaaS mode. This can also be expanded. Please contact your Sales Representative for more information.

If you are using Kelio in licensed mode, please check your server’s storage capacity.

 

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If you select a document and click on the icn_dustbin button, it will be permanently deleted from Kelio. Make sure you have downloaded the file in question before doing this!