AllVoices eSign feature allows admins to send documents created within AllVoices to be signed electronically. The functionality is available to all customers with the Performance or Investigations tools enabled.
- All Admins with the user role: Owner, Primary or Sub with document access can send performance or investigation documents created within AllVoices for e-signature.
- Managers can add e-signature sections to documents they have access to but cannot send for signature.
- Viewers can view eSign documents but cannot add e-signature sections to the document and cannot send for signature as this is a view-only role.
AllVoices ‘Written Warning/Corrective Action’ and “Performance Improvement Plan’ templates have e-signature sections embedded by default as these are typically sent to the employee for signature.
- The e-signature sections can be deleted once the document is created from a template if desired.
- For other documents and templates, the admin can add e-signature sections using the create/edit functionality.
Adding eSign to AllVoices templates or documents
To add an eSign section to an AllVoices document:
Owners, Primaries, Subs or Managers with document access can add an eSign section by editing the document and selecting E-Signature from the section dropdown
Upon adding the E-signature section, enter a signature heading:
For Example: Manager Signature
Press ‘Save’ to save the document.
To add an eSign Section to an AllVoices template
Click ‘See More Templates’
Select ‘Create New Template’ or select the template you wish to edit
Add an E-signature section
Enter a signature Heading
Press ‘Publish’ to publish the template
Deleting an eSign section from AllVoices templates or documents
Select the document or template you wish to edit
Delete the eSign section by clicking the three dots next to the section
Press the confirmation modal to delete the eSign section
‘Save’ document or ‘Publish’ template updates.
Once all e-sign sections are deleted, the document/template will no longer require an e-signature
Sending document for Signature
Documents without eSign sections will say ‘View’ next to the document whereas documents with eSign sections will say ‘Send’ next to the document indicating they can be sent for e-signature
Only the document owner or document collaborators with role: Owner, Primary, or Sub, can send documents for signatures
To send press the ‘Send’ call-to-action next to the document
Enter the email address of the recipient under the appropriate signature header
Confirm the email address and press ‘Yes’
Signing Document (Recipient experience)
Both the sender and the recipient(s) will receive an email from PandaDoc
Upon opening the document the recipient will be prompted to:
Enter their Name, Title and Date and sign the document.
After the admin sends the document, the status of the document will update from ‘Send’ To ‘Pending’
Note: While a document is pending signature it cannot be edited.
- The document owner or collaborator can send a reminder to the recipient if they have not signed the document
- To send reminders
- Click the ‘Pending’ button next to the document
- Select ‘Send Reminder’’
Select ‘Yes’ to send the reminder
The recipient will receive a reminder email
The document will update to reflect the time the last reminder was sent
Recipient Declines to sign
If the recipient declines to sign the document the sender will receive a notification from AllVoices
Upon clicking ‘View Document’ the sender will be taken to the document in AllVoices where they will be prompted to void the document in order to make any amendments and resend.
To void a document click the ‘Void Document’ button in the top right corner of the document
Upon Voiding the document will return to the ‘Send’ state
Multiple Recipients / Signing Order
If the document has multiple recipients you can set the signing order by switching on the ‘Signing Order’ toggle
Signing order allows you to indicate the order in which you want the designated recipients to receive and sign the document
With signing order enabled the next recipient won’t receive the document until the previous recipient has signed
Once a document has been signed by all recipients the sender will receive a notification from AllVoices indicating that the document has been signed
Recipients will also receive a copy of the document from PandaDoc
The status next to the document will update to ‘Signed’ and the document can be downloaded from within the AllVoices app
,AllVoices' eSign feature streamlines the process of obtaining electronic signatures, enhancing the efficiency and ease of managing documents within the platform. With its versatile permission settings and user-friendly interface, AllVoices ensures that creating, sending, and signing documents is a seamless experience for admins, managers, and employees.
If you need any help navigating this feature, please reach us at firstname.lastname@example.org