Once you have activated the integration and set up your templates, etc., you are ready to send a document for signing to a signer with MindKey.

Please note the following when sending documents for signing through MindKey:

• It is only possible to send documents of type. PDF for signing
• Only one document can be sent at a time
• The same document cannot be submitted twice
• Documents are transmitted to and returned from Addo Sign (depending on status) every 15 minutes starting at the hour

Table of contents:
Submission of document
Signing in process
Cancel a signing
Event log
Return of signed documents
Overview of documents related to signing

Submission of document

Documents are sent for signing from the following functions:

• Employee
• Applicant (recruitment)
• Employee requisitions (existing or future new employee).

1. Attach the pdf to send for signing.
2. Click Submit for the signing process to start
   
3. Choose the desired Signature template. The picture below shows the standard Addo Sign signing templates, where the last two columns show how the recipient is notified.
4. The employee to whom the document is attached is automatically selected as the recipient - see the previous screenshot. The system will suggest possible pre-defined roles in the organization, marked in green, depending on the selected signing function. One or more signatories can be selected on behalf of the organization and it is always possible to select one or more arbitrary employees. E-mail is used for notification while the company mobile is used for SMS notification as a predefined prioritization.
   

5. The email selected by MindKey cannot be changed.

    

6. The recipients are notified in the order you have first and the next only when the above has been approved.

    

7. Click OK to send the document for signing.

Please note:

• Employee
  • Email is used in order of priority until an email is found:
    • Employee's corporate email
    • Employee's private email
  • Here the following roles can be selected:
    • Employee
    • Refers to the manager
    • Head of Department
    • Authorized to subscribe to the department
    • Secondary manager
    • Random

• Applicant
  • Email is used in order of priority until an email is found:
    • Applicant's email
    • Employee's corporate email
    • Employee's private email.
  • Here the following roles can be selected:
    • Job posting request
    • Responsible for the job posting
    • Department manager for department registered on job postings.

• If one or more recipients do not have an email or phone number to use with the selected template, an error will occur when clicking Send to sign.
• Phone numbers in MindKey must be entered with the country prefix.
• It is not possible to delete a document that is part of an active signing process nor has been signed.

Signing in process

You can follow the signing process from the attached document.

In the field group, Signing the following is displayed:

• Status: status of the signing such as Started, Completed, requested canceling, and Canceled
• Start date: the date when the signing was started
• Expiration date: last day for signing
• Updated date: the date when the document status was last updated
• Completed date: the date when the document was signed

The Signing Participants tab displays information about the recipients:

▪ Sequence

▪ Name

▪ Email

▪ Telephone number

While on the Signing Log tab, data from the document log is displayed in Addo Sign

Cancel a signing

It is possible to cancel a transaction until the document is signed.

Event log

As long as the signing is in process, the signing log can be tracked in MindKey. This is automatically read from Addo Sign and reflects who and when a recipient has signed and/or canceled a signature.

Return of signed document

Once the submitted document is signed in Addo Sign, the signed document is automatically returned to MindKey and replaces the unsigned document.

Overview of documents related to signing

You can get an overview of documents related to signing from

• Employees: under Organization, Administration, and Employee Documents
• Employee requisitions: under Organization, Administration, and Employee requisition documents
• Applicants: under Recruitment, Administration, and Applicant Documents

It is possible to change the displayed documents according to the desired period.

The document overview will now show:

• Name / Applicant: name of employee / applicant
• Description: name of the document
• Status: status of the signing such as Started, Completed, Cancellation requested, and Canceled
• Start date: the date when the signing was started
• Expiration date: last day for signing
• Updated date: the date when the document status was last updated
• Completed date: the date when the document was signed