EZSign is one of the options to allow your employees to easily fill out documents and/or gather their signatures from your Workflow Management. The other method offered is EchoSign. If you are interested in learning the differences between the two methods, you can refer to the following article.

We offer a video training for this topic on Arcoro Learning.

Table of Contents

• How to Activate EZSign
• Tips for Creating Pre-Filled Forms for EZSign
• Adding Your Pre-Filled Forms for EZSign
• Creating a Workflow with EZSign
• Creating a Workflow Instance for an Employee
• How EZSign Will Appear to Users

How to Activate EZSign

If you have not activated EZSign, you can expand the section below for steps on how.

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 do have an article that goes over the basics of creating a PDF form and some tips below. For detailed 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 and follow 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, and 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.

   

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

   

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

   

4. Browse your PC for your PDF Form.

   

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

   

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.)
   • 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.

   

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

   

   

9. When done, click Save

   

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

    

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.

   

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

   

3. Give your workflow a name, set any other options for your workflow, and click Add Workflow. If you are unfamiliar with the options, you can refer to the following article for more information.

   

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

   

5. Click Add from the Actions drop-down menu.

   

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

   

7. Click Save and to proceed to the other tabs.
8. Click the Prefilled/EZSign tab.

   

9. Select the form and the signature field that should be used.
   • Enable "Allow employee to view document from Employee Portal" if the employee should have a copy on their employee profile after completing the document. 

   

10. Click Save.
11. Add additional steps as necessary, such as notification emails to key employees.

Creating Workflow Instance

For a Group

1. Click the blue number under the "Instances" column for a workflow.
2. Use the Actions drop-down menu and click Generate Multiple Instances.

   

3. Select "All Employees Eligible" or the eligibility rule that is needed from the tab/window, then click Save and Generate.
   • For more information about Eligibility Rules, you can refer to the following article.

   

4. For the workflow instance generation progress indicator to be complete, it must reach 100% and show "Process Complete." Interrupting the process prematurely will result in not adding all employees to the instance.

   

5. The number of total instances for the workflow will reflect the number of employees who have been assigned the workflow.

   

For an Individual

1. Search for the employee.
   
2. Go to HR Data and click Workflows from an employee's profile.

   

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

   

4. Enter an instance name for the workflow, the target completion date, and select the workflow that should be used. Click Add Workflow when finished.

   

How EZSign Will Appear to Users

1. When a user views the step with EZSign, they will see fillable fields that will match with the fillable fields from the PDF file. After filling in the required fields, the user will click Click to sign and preview document.

   

   

2. The user(s) can sign the document by typing their name or drawing their signature. EZSign can accept multiple signatures.

   

3. If the workflow option "Allow employee to view document from Employee Portal" was enabled, a copy of the document will also be placed into the "Documents" section of the employee's profile.