For example, a subscriber whose normal business email address is:

DrugTests@Acme-TPA-Services.com

might use a DTN sending address such as:

Acme TPA Services <acme.tpa.services@drugtestnetwork.com>

Why DTN Uses Its Own Sending Domain

Modern email systems use authentication methods such as SPF, DKIM, and DMARC to determine whether a server is authorized to send email for a particular domain.

If DTN sends a message using DrugTests@Acme-TPA-Services.com as the From address, the message is actually being transmitted by DTN’s mail system rather than by Acme TPA Services’ own email server. Unless the subscriber’s domain has been specifically configured to authorize that activity, receiving mail systems may consider the message suspicious or unauthenticated.

That can cause otherwise legitimate email to be placed in a spam folder, quarantined, or rejected.

By using an address on drugtestnetwork.com, DTN can control and maintain the DNS and authentication records used to verify the messages it sends. This provides a consistent sending environment without requiring each subscriber to make changes to their own domain configuration.

The Subscriber’s Name Still Identifies the Sender

The email address used for delivery does not prevent the subscriber from being clearly identified. The Email Display Name can show the subscriber’s business name to the recipient.

For example:

Acme TPA Services <acme.tpa.services@drugtestnetwork.com>

The recipient sees Acme TPA Services as the organization sending the communication, while the drugtestnetwork.com address provides the authenticated technical address used to transmit it.

Using the Subscriber’s Own Domain

Subscribers who prefer to have DTN-generated email sent using an address on their own domain may also use DTN’s alternative email configuration. With this option, the subscriber’s domain is configured to authorize DTN’s email system through the domain’s SPF record.

This allows DTN to send email on behalf of the subscriber’s domain while providing receiving mail systems with verification that DTN is an authorized sender. Depending on the subscriber’s existing email security configuration, additional DNS authentication settings may also be appropriate.

For most subscribers, the DTN-provided email address offers the simplest configuration and requires no changes to their domain. The subscriber-domain option is available for organizations that prefer to manage the necessary DNS authorization and use their own email domain as the sending address.

• Report test results for one specific account
• Report tests across all company accounts
• Report test results for a consortium
• Report test results from the client login portal

Reports for one Specific Account

Search for the account and tap the report icon (outlined in red below).  This example tap the icon to generate reports for Altanta Beverage Company, for their Delivery Drivers account.

This will open the report module shown below.  Set the months and year you want covered in the report.  For drug/alcohol test results you can filter by Reason for Testing and the Overall Qualitative Test Result (OQR).
To review a list of all the tests that have been collected for the period of the report, tap the option highlighted in red: Collected Tests …

You will find a variety of reports on the page: Test Results, MIS Reports, Random Selection Statistics, and more.

If you would like a report with more filter options, choose the Alternate Date Report option outlined in red below – note: you will find this option is at the top of the page in the screenshot above.

The Alternate Date Report generator provides a number of filters and allows for reporting across any calendar period.  Enter the calendar period, From-To, set the Apply Date to option, and depending on your needs, choose one or more filter options, then click the option Display to Screen (near bottom of the page on the right) to generate the report for viewing.

Reports across all company accounts

To generate reports across all companies in a single report, tap the menu Results:

On the Results page, choose the option All Clients: specified calendar period.  This will open a page exactly similar to the Alternate Report Generator shown above.

Reports for a Consortium

To generate reports for a consortium, from the main page, choose the consortium in the dropdown and tap the report icon – it will open a page exactly similar to the report page discussed above for a company account.

Reports from the client login portal

To generate reports from the client portal, tap the Tests icon at the top of the page.

You can login as a company contact to review exactly what the client sees.  Please refer to the article Client Portal Access - scroll to the bottom of the article where it discusses how to login as one of your customers.

In this example, we’ll review how to allow a client representative from Russo Brothers Transport to login and review reports and manage participants (add and remove).

Under the Clients menu page, search for Russo, tap the client-mgt icon (outlined in red below) to open the Client-Mgt resource for the client:

From Client-Mgt, enter a Login ID for the company.  In this example russo.brothers must be unique across all companies managed by the TPA subscriber.  Also, be certain to set Login Enabled to Yes.  Be sure to save the client record.  Next, you will want to review the Contact (company representative who will login) and make sure their profile is set up to log-in.

Tap the Contacts button to review the contacts for the company.  To edit the profile for the contact, tap the edit symbol (outlined in red). From the contact profile editor you will set the contact’s login ID and password and set their attributes for the features they can access in the client portal.

In the contact profile editor set the contacts login attribute to Login Enabled as shown outlined in red below:

In the contact profile editor, click the Login Info button to open the section and click Reset User ID & Password (outlined in red below):

Click Auto Set User_ID and Password to set automatically set those login components for the contact, and click the Save button.  Note: the contact change change their login parameters from the portal.  Please tap the info icons  to read more about each of the options on this page.

Now you can set up the attributes that control what the contact can do when they log-in.  From the Contact profile editor tap the button Access Opts to open the section.

The attributes below, set to Yes, are recommended for most users.  When the options have been set, be sure to tap the Save button and save the contact profile record.

Now, if you would like to login as this contact, from the Contacts section of the Client-Mgt resource, tap the option Login As.  This will log you in as the contact.  Note: when you login to the client portal, you will be logged out as the admin user and will have to log back in when you’re finished exploring the client portal.

Also note: you can email the contact their login info by clicking the email symbol shown below, immediately to the right of the Login As icon.

Click this  to email the contact their login information and instructions with the link to login.

• Signature Documents: An Integrated On-Boarding Resource
• General Overview: Setting Up Signature Documents for Clients
• Step 1: Setting Up Signature Documents for Clients from Master Documents

After you have copied the Master Signature Documents into your database, you will need to assign documents to Clients.  Only documents that have been assigned to the client will be available for them to issue.

To get started, open Client-Mgt for a client.  When Client-Mgt is open, tap the button on the left Docu-Sign.

Tap the information icons on the left to read more for each detail.

From the client portal, to issue a document, open the profile dashboard for the employee who will receive the documents, choose the document or package and tap the issue option to send the email.  If the client needs to send a Road Test Certificate (RTC), the user will also open the profile dashboard for the driver, issue the RTC, and then choose the examiner who conducted the road test for the driver, and send the email.  If the client contact is the examiner, they can Self, which will open the document to complete and sign.  When the documents are completed by the employee or the examiner, the documents are saved to the employee’s document clipboard.  The employee dashboard includes links to review documents on the clipboard.

• Signature Documents: An Integrated On-Boarding Resource
• General Overview: Setting Up Signature Documents for Clients

To provide signature documents to clients, first you will need to copy the Master Signature Documents into your database.

To start, navigate to Other_Data: in the bottom section, Letters & Document Templates, and choose Signature Document Forms … as outlined in red in below:

When the page opens, tap the plus symbol to add documents from the Master List:

To review the document content, click the symbol: 
To add a document, tap the symbol: 

Create a Package of documents: After adding all the documents, you can create a package of documents so they can be issued in a single request.

Click the symbol highlighted in red below to create a package:

A Package has a number of components you will need to specify:

• Package Name
• Intended Use
• Description
• eMail Subject
• eMail Message
• Notes

Here’s an example of what you can enter into the profile for the document package:

Package Name:
Driver Employment Application Package

Description:
A package of documents used to collect driver employment information and required authorizations during the hiring or on-boarding process. This package includes the Driver Employment Application, Fair Credit Reporting Act authorization and disclosure, and PSP authorization form.

Email Subject to Recipient:
Driver Employment Application and Authorization Forms

Email Message to Recipient:
Please complete the following documents as part of the driver employment and onboarding process.

The package includes the Driver Employment Application and authorization forms that may be required to obtain information related to your employment history, background, and driving record.

Please open each document using the links below, review the information carefully, complete any requested fields, and provide your electronic signature where required.

After each document is completed, it will be returned electronically to the company that issued the package.

After the Package Profile is saved, go back to the package profile editor and choose the documents that will be included in the package:

From the dropdown list choose a document and tap the plus symbol to add it to the package. Add each one needed to complete the package.  The issuer will be able to send an email that includes the links and authorization credentials for each signature document in the package.

Now that the Master Documents have been copied into the database, and the package created, you can assign documents and packages to the clients.   As more documents are added to the master list, every client may not need all of them.  Assigning documents to the client makes issuing documents streamlined.

You will also need to enable the client contact to issue documents: open the contact profile editor for the contact, open the Access Opts section, and set the attribute,  Issue Documents, to Yes.

Next, assign the documents to clients.
This is covered in the article: Step 2: Assigning Signature Documents to Clients.

Signature Documents provide a way for subscribers and their clients to issue forms that need to be completed, reviewed, and signed electronically by applicants, employees, drivers, road test examiners, and other participants in the document process.

The feature is especially useful as part of an employee or driver onboarding process. Instead of separately emailing forms, waiting for completed documents to be returned, and then manually saving those documents to the employee’s record, Signature Documents provide a more integrated workflow.

For example, a client hiring a new driver may need the applicant to complete an employment application and authorization documents before employment. Those forms can be issued individually or grouped into a package and issued together as part of the applicant’s onboarding process.

Other documents may be completed later in the process. A Road Test Certificate, for example, can be issued to the road test examiner after the applicant reaches the road-test stage of the hiring process.

When a Signature Document is completed, the resulting document will be retained with the applicable participant’s records in DrugTestNetwork, helping keep employment and qualification documentation associated with the person to whom it belongs.

Because document requirements vary from one client to another, Signature Documents are configured in levels. The subscriber first chooses which documents to add from the DrugTestNetwork master list. The subscriber can then determine which of those documents each individual client is allowed to use and which client contacts have permission to issue them.

Documents can be issued individually, or multiple documents can be grouped into a package so a commonly used set of forms can be issued together.

This tutorial explains how to:

• Add Signature Document Forms from the master list to the subscriber database.
• Create a package of forms that can be issued together.
• Make selected forms available to individual client accounts.
• Grant client contacts permission to issue Signature Documents.

Available Signature Documents

The master Signature Document Forms currently include:

• Driver Employment Application
• Fair Credit
• PSP Background Report Disclosure and Authorization
• Road Test Certificate

Additional Signature Document Forms may be added to the master list as they become available.

1. Add Signature Document Forms to the Subscriber Database

Begin by selecting the Signature Document Forms that the subscriber will use. A subscriber does not need to add every form in the master list. Only the forms needed by the subscriber’s client accounts need to be selected.

From the Other Data menu, scroll to the Letter & Document Templates section near the bottom of the page.

Select:  Signature Document Forms – Manage Document Forms to Issue for a Signature

The Signature Document Forms page lists the selected documents.

To add a form to the subscriber database, tap the plus (+) icon to list the documetns from the master list and select the ones needed.

Repeat this process for each Signature Document Form the subscriber wants to make available.

Adding a form from the master list creates the subscriber’s copy of that form. The form can then be made available to selected client accounts.

2. Create a Package of Forms

When several documents are commonly issued together, they can be placed into a package. A package allows the user to select one package instead of issuing each document individually.

After the desired forms have been added to the subscriber database, select:

Create a Package of Forms

Give the package a descriptive name and select the forms that should be included in the package.

For example, a driver applicant package might contain:

• Driver Employment Application
• Fair Credit
• PSP

The Road Test Certificate would be issued separately because it is normally completed later by a road test examiner.

Packages are optional. Forms can always be issued individually when a package is not appropriate.

3. Make Signature Documents Available to a Client

Adding a form to the subscriber database does not automatically make the form available to every client. This allows each client account to have access only to the Signature Document Forms it needs.

Navaigate to Clients and open Client Management for a selected client account to be configured.

From the Client Management module, tap the button Docu-Sign button. Select the forms from the subscriber’s available document list that this client should be permitted to use.

For example, one client may use the Driver Employment Application, Fair Credit, and PSP forms, while another client may only need the Road Test Certificate.

Save the client settings after making the selections.

4. Allow a Client Contact to Issue Signature Documents

The final setup step is to give the appropriate client contact permission to issue Signature Documents.

This permission determines whether the client contact can issue an available document to a person who needs to complete or sign it, such as:

• An employee or driver applicant completing employment-related documents.
• A road test examiner completing a Road Test Certificate.

From the client’s contact management area, open the contact who should be authorized to issue documents.

Enable the permission that allows the contact to issue Signature Documents, and then save the contact record.

Only contacts who need to issue documents should be granted this permission.

How the Signature Document Setup Works

Signature Documents move through several levels before they can be issued. Each level serves a different purpose.

This separation allows the subscriber to control both which documents each client can use and which client contacts are permitted to issue them.

For example, adding the Road Test Certificate from the master list makes it available to the subscriber, but it does not automatically make the Road Test Certificate available to every client. The subscriber must also select the Road Test Certificate for each client that needs to use it.

Likewise, making a document available to a client does not automatically give every client contact permission to issue it. The appropriate contact must also be granted Signature Document issuing privileges.

Setup Checklist

Before a client begins issuing Signature Documents, confirm that:

• The required forms have been added from the master Signature Document Forms list.
• Any desired packages have been created.
• The appropriate forms have been made available to the client account.
• The appropriate client contacts have permission to issue Signature Documents.

Once these settings are complete, the authorized client contact can begin issuing the available Signature Documents to applicants, employees, road test examiners, and other applicable document contributors.

How the feature is used will depend largely upon the type of organization using DrugTestNetwork.

For an employer subscriber, Signature Documents can become part of an internal onboarding process managed by HR or administrative personnel.

For a TPA subscriber, the same feature can be offered to employer customers as an additional service that helps manage part of their onboarding process.

In either case, the objective is the same: keep important employment and compliance documents within the same system where the employee, driver, or applicant is already being managed.

What Are Signature Documents?

Signature Documents are electronic forms that can be issued to an applicant, employee, driver, customer contact, or other designated signer.

Depending upon the document, the recipient may be asked to:

• enter required information;
• review disclosures or instructions;
• provide an electronic signature;
• acknowledge or authorize an action; and
• complete the document for return to the subscriber or employer.

Once completed, the resulting document can be retained with the participant’s records in DrugTestNetwork.

The workflow is straightforward:

Issue the document → complete and sign the document → return the completed document to the participant’s records.

Because the process is integrated into DrugTestNetwork, the completed document does not have to be retrieved from an unrelated electronic-signature service and then manually associated with the employee.

Using Signature Documents During Onboarding

Employee and driver onboarding frequently involves much more than ordering a drug test.

A new employee or driver may need to complete an employment application, review required disclosures, provide authorizations, acknowledge company requirements, and submit other documents before beginning work.

Signature Documents allows these forms to become part of an organized electronic workflow.

A typical process might be:

1. The applicant or employee is added to DrugTestNetwork.
2. The appropriate Signature Documents are selected.
3. The documents are issued electronically to the applicant or other required signer.
4. The recipient completes and signs the documents.
5. Completed documents are returned to the participant’s document records for later reference.

This reduces the need to print documents, obtain handwritten signatures, scan completed pages, and manually upload them back into the participant’s file.

The process can be particularly useful for employers with employees in multiple locations, remote applicants, field personnel, or decentralized HR operations.

When the Subscriber Is the Employer

DrugTestNetwork has always supported organizations that use the system directly as employers, in addition to TPAs that manage testing programs for their customers.

For an employer subscriber, the administrative users may be HR personnel, safety personnel, compliance staff, or other internal administrators responsible for employee records.

In that environment, Signature Documents represents a natural expansion of DrugTestNetwork into employee onboarding.

The accounts within the subscriber’s database may represent different ways employees are organized within the company. For example, accounts may correspond to:

• geographic locations;
• operating facilities;
• divisions;
• departments;
• business units; or
• other internal organizational groups.

Signature Documents can follow that same structure.

An HR administrator may therefore manage onboarding documents for employees across several facilities or departments while still retaining each employee’s completed documents with that individual’s records.

This allows DrugTestNetwork to gradually become more than a testing-management application. It can also serve as a practical employee-document and onboarding resource for organizations already using the system to manage their workforce.

When the Subscriber Is a TPA

For a TPA, the structure is somewhat different.

The accounts being managed generally represent separate employer customers rather than departments within the TPA’s own organization.

In this environment, Signature Documents gives the TPA an opportunity to provide an additional service to those customers.

The TPA may already help an employer:

• maintain employee or driver rosters;
• manage random testing programs;
• order or coordinate testing;
• monitor compliance requirements;
• maintain driver qualification information; and
• retain supporting documents.

Signature Documents allows the TPA to assist with another portion of the employer’s workflow.

Instead of telling the customer that a new applicant must complete several forms and leaving the employer to manage the process independently, the TPA can make those documents available through DrugTestNetwork and help establish a repeatable electronic process.

This does not require the TPA to become a complete HR or applicant-tracking provider. It simply allows the TPA to offer a useful onboarding function that complements services it already provides.

Creating Customer Stickiness

For TPAs, Signature Documents can also strengthen the relationship with employer customers.

Drug and alcohol testing is an important service, but much of the activity surrounding an employee takes place outside the actual testing event.

When the customer begins using DrugTestNetwork not only for testing, but also for onboarding documents, employee records, driver qualification information, and related administrative functions, the system becomes more integrated into the customer’s normal workflow.

That creates customer stickiness.

The value is not based upon making it difficult for a customer to leave. It comes from making the service genuinely more useful.

When an employer becomes accustomed to adding an applicant, issuing required documents, receiving completed forms, and maintaining those documents with the employee’s records, the TPA is providing more than a testing transaction. It is providing part of the customer’s operating infrastructure.

That expanded relationship can help distinguish the TPA from competitors that provide testing services alone.

Documents Can Be Issued Individually or as a Package

Not every employer requires the same onboarding documents.

DrugTestNetwork therefore allows Signature Documents to be selected from the available master documents and assigned according to the needs of the organization.

Documents may also be organized into packages.

A package is a group of documents that are commonly issued together. Instead of selecting several forms individually each time a new applicant is processed, the administrator can issue the appropriate package.

For example, an FMCSA driver onboarding package might contain:

• Driver Employment Application
• Fair Credit Reporting Act disclosure or authorization
• Pre-Employment Screening Program (PSP) authorization
• Certificate of Driver’s Road Test

The exact documents included will depend upon the employer’s hiring process, regulatory requirements, and the services being provided.

Packages make a repetitive onboarding process easier to administer while still allowing individual documents to be issued when necessary.

Keeping Documents Connected to the Participant

One of the most useful aspects of an integrated document process is what happens after the signature is obtained.

With a stand-alone electronic-signature service, the completed document may arrive by email or remain stored in a separate document account. Someone must then determine where the document belongs and transfer it into the company’s permanent records.

Signature Documents is designed around the participant already maintained in DrugTestNetwork.

When a completed document is returned to the participant’s document clipboard, it remains associated with the employee or driver for whom it was issued.

This gives the administrator a more complete record and reduces the possibility that an important document will remain in an email inbox, downloads folder, shared drive, or unrelated electronic-signature system.

A Practical Starting Point for Onboarding

Signature Documents should not necessarily be viewed as an attempt to replace a complete human-resources management system.

Its value is that it can address a focused and useful portion of onboarding within a system the subscriber already uses.

For an employer, that may mean allowing HR personnel to electronically issue and retain commonly required employment documents.

For a TPA, it may mean providing customers with a convenient onboarding service alongside testing and compliance management.

A smaller employer may need nothing more than a reliable way to send several important documents to a new employee, obtain the required information and signatures, and retain the completed forms.

A larger employer may gradually incorporate additional forms and workflows as DrugTestNetwork becomes more closely integrated with its HR processes.

The feature can therefore grow according to the needs of the subscriber.

Building a Repeatable Process

As Signature Documents are introduced, administrators should consider which documents are routinely required for different groups of employees or customers.

An employer may create different packages for drivers, office personnel, warehouse employees, or individual facilities.

A TPA may create packages based upon the types of employers it serves or the regulatory programs it manages.

Once those requirements have been identified, the process becomes repeatable:

Add the applicant → select the appropriate documents or package → issue the documents → receive the completed documents.

The more consistent the process becomes, the more naturally Signature Documents can become part of normal employee administration.

Extending the Value of DrugTestNetwork

Signature Documents represents part of a broader evolution of DrugTestNetwork.

The employee or driver record is already the central point for testing history, compliance information, qualification records, and related documents. Adding onboarding documents extends that same concept to the beginning of the employment relationship.

For employer subscribers, that means DrugTestNetwork can increasingly support the internal HR and administrative processes associated with managing employees.

For TPAs, it means the platform can support a broader range of services that help customers manage their workforce while strengthening the continuing relationship between the TPA and the employer.

In both cases, the principle is the same:

Use the information and organizational structure already maintained in DrugTestNetwork to make another part of employee administration easier.

Getting Started

The best approach is to begin with a small, clearly defined onboarding process.

Identify the Signature Documents that are most commonly required, assign them to the appropriate accounts, organize frequently used documents into packages where appropriate, and begin issuing them as new applicants or employees are added.

Once the workflow is established, additional documents and packages can be introduced as the organization’s needs become clear.

Signature Documents is designed to make that process incremental: start with the forms that provide immediate value, establish a consistent workflow, and expand the on-boarding process as the subscriber or customer becomes ready for additional capabilities.

To add a new client, on the main application page, tap the icon to add a new client (highlighted in red below):

The first three components to enter are the company name, its account reference and their login ID.

In this example, the company name is LP Thomas Gas. The employees who will participate in random selections are DOT Pipeline workers (PHMSA) so the account reference could be entered as: DOT Pipeline.  The company may also want their Non-DOT personnel subject to random selection testing as a part of their drug-free workplace program, in which case you would add a second account under the client as, for example, Drug-Free Workplace.  Adding a second account for a client is the covered in another tutorial.

On the same page you can also enter the company address, check the box DOT, and choose their DOT Mode if the account must comply with DOT regulations.

Once the new client record is saved, the page that acknowledges the record has been saved, will provide options to add a company contact (client representative), open the client management module, edit the account profile, import personnel (random selection participants, employees, … ).

You’ll find these options presented for your convenience:

If you want to add a second account for the client, tap the first option: Manage this Client.  This module provides all the data management tools for the client, its sub-accounts, personnel, reports, and more.

To list all accounts tap the ALL option (outlined in red) or enter a search filter to find a specific account, and check the box Include No. of Participants (outlined in red below):

In the screenshot below Tramuc Transport shows it has 84 participants. Near the right side of the listing the chain-link icon  indicates the account is a member of a consortium.

An account with 8 or more participants can be a stand-alone account and meet the annual target of 50%, with quarterly random selections

To remove an account from a consortium tap its edit icon  to open the account profile editor.

When the profile editor opens, tap the triangle icon (highlighted in red below on the left) to open the Consortium / DOT section.  In the drop-down select Not a Member … and tap the save icon write any profile modifications to the database.  Similarly, you can add an account to a consortium by choosing the consortium in the drop-down, then save the account profile.

Every data element, drug & alcohol tests, random selections, random selection participants (employees, drivers, patients, etc.) is bound to a company account.  For a Third Party Administrator (TPA), to manage data, the first task is to look up the customer account; the customer is often referred to as the Client, Employer, or Company.

On all top-level navigation pages the user will find the main-menu and short-cut icons below.  When the user logs into their DTN account the default landing page is the Client-Management module where customer accounts can be searched and listed.  To return to the client management page, tap the menu Clients (outlined in red  below):

Each menu option navigates to a page that manages the details related to the menu title:

• Log Off: signs the user out of the application
• Account: mange users who can login to the subscriber account, access the subscriber profile, system and billing options, banner management, credit card profile, and more.
• Results: report drug/alcohol results from across all customer/client accounts.
• Personnel: find a participant (employee) by name or ID.
• Expirations: list participants by an expiration date.
• Randoms: list random selections conducted for all customers and consortia.
• Consortia: add and manage consortia profiles.
• Billing: generate and manage invoices.
• Other Data: miscellaneous data that is not customer specific; clinics, panels, substances, MROs, result codes, etc.
• Utilities: miscellaneous reports.