About Signature Documents
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.
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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.