Encore Health OS E-Signature Platform Guide

Documentation Index

Fetch the complete documentation index at: https://docs.encoreos.io/llms.txt

Use this file to discover all available pages before exploring further.

This guide covers the electronic signature capabilities in Encore Health OS, including requesting signatures, signing documents, and managing signature requests.

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Overview

The E-Signature Platform (PF-33) provides legally-binding electronic signature capabilities across all Encore Health OS modules. Key features include:

• Document Signing: Draw, type, or upload signatures
• Signature Requests: Request signatures from individuals or groups
• Audit Trail: Complete tracking of signature events with timestamps and IP addresses
• Notifications: Email and in-app notifications for signature events
• Reminders: Automatic and manual reminders for pending signatures
• Verification: Cryptographic verification of signed documents

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Requesting Signatures

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Single Signer

1. Navigate to the document that requires a signature
2. Click Request Signature in the document actions
3. Fill in the required fields:
   • Signer Name: Full name of the person signing
   • Signer Email: Email address for signature request
   • Message (optional): Personal message to include with the request
   • Expiration: When the request expires (default: 72 hours)
4. Click Send Request

The signer will receive an email with a secure link to sign the document.

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Bulk Signatures

For documents requiring multiple signatures:

1. Open the Request Signature dialog
2. Toggle to Bulk Mode
3. Add multiple signers:
   • Enter name and email for each signer
   • Or select from organization members
4. All signers will receive individual signing links
5. Track progress in the Signature Requests list

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Signing Documents

When you receive a signature request:

1. Click the link in your email or in-app notification
2. Review the document content
3. Choose your signature method:
   • Draw: Draw your signature with mouse or touch
   • Type: Type your name and select a signature style
   • Upload: Upload an image of your signature
4. Click Sign Document
5. Confirmation will be shown, and the requester will be notified

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Signature Requirements

• Clear and legible signature
• Represents your intent to sign
• One-time use per document

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Admin Dashboard

The Signature Requests Dashboard (/signatures) provides a centralized view for managing all signature requests in your organization.

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Dashboard Features

• Stats Overview: Quick view of total, pending, signed, and expired counts
• Search: Filter by signer name, email, or document title
• Status Filter: Multi-select to show specific statuses
• Date Range: Filter requests by creation date
• Document Type: Filter by document type

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Bulk Operations

1. Select multiple requests using checkboxes
2. Use the bulk actions toolbar to:
   • Remind All: Send reminders to all selected pending requests
   • Revoke Selected: Cancel multiple requests at once

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CSV Export

Export filtered results to CSV for reporting:

1. Apply desired filters
2. Click Export CSV
3. Download includes all visible columns

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Managing Signature Requests

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Viewing Requests

Navigate to Signatures in your module or visit /signatures to see:

• Pending: Awaiting signature
• Signed: Completed signatures
• Expired: Requests that timed out
• Revoked: Cancelled requests

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Sending Reminders

For pending requests, you can send manual reminders:

1. Find the pending request
2. Click Send Reminder
3. Signer receives email and in-app notification

Reminder Limits:

• Maximum 5 reminders per request
• 24-hour cooldown between reminders
• Automatic reminders sent for requests expiring within 24 hours

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Revoking Requests

To cancel a pending signature request:

1. Find the pending request
2. Click Revoke
3. Enter a reason (optional but recommended)
4. Confirm revocation

The signer will be notified that the request was cancelled.

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Notifications

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Email Notifications

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In-App Notifications

All signature events create in-app notifications visible in the notification center. Click the notification to navigate directly to the relevant signature request.

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Notification Preferences

Manage signature notifications in Settings → Notifications:

• Enable/disable email notifications
• Enable/disable in-app notifications
• Set quiet hours

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Automatic Reminders

The system automatically sends reminders for pending signature requests that are about to expire:

• Trigger: Request expires within 24 hours
• Cooldown: No reminder if one was sent in the last 24 hours
• Maximum: 5 total reminders per request
• Channels: Email + In-app notification

This ensures signers don’t miss important deadlines.

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Verification

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Verifying a Signature

To verify that a document was properly signed:

1. Open the signed document
2. Click Verify Signature
3. The system checks:
   • Signature authenticity
   • Document integrity (hash verification)
   • Timestamp validity
4. View the verification result

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Audit Trail

Each signature request maintains a complete audit trail:

• Request creation time and requester
• Reminder history
• Signing timestamp, IP address, and user agent
• Verification events

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Integration with Other Modules

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Forms (FW)

Forms can include signature fields that:

• Require signatures before form submission
• Capture multiple signatures (e.g., employee and manager)
• Auto-create signature requests for assigned reviewers

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HR Module

Common HR signature use cases:

• Employment agreements
• Policy acknowledgments
• Performance reviews
• Benefits enrollment

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Governance (GR)

Governance signature use cases:

• Policy approvals
• Board resolutions
• Compliance attestations

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Security

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Data Protection

• Signatures are stored encrypted at rest
• All transmission over HTTPS
• Signing tokens are single-use and expire
• Document hashes ensure integrity

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Compliance

The E-Signature Platform is designed to comply with:

• ESIGN Act (US)
• UETA (US State laws)
• eIDAS (EU)

Each signature includes:

• Clear intent to sign
• Association with the signed record
• Record retention

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Troubleshooting

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I didn’t receive the signature request email

1. Check your spam/junk folder
2. Verify the email address is correct
3. Ask the requester to resend the request
4. Check if you have an in-app notification

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My signature link expired

1. Contact the person who requested your signature
2. They can resend the request with a new link
3. Expired requests cannot be signed

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I can’t draw my signature

1. Try using the “Type” option instead
2. Ensure your browser allows canvas interactions
3. Try a different browser or device
4. Clear your browser cache

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The requester says they didn’t get my signature

1. Check if you completed the signing process
2. Look for confirmation message/email
3. Verify the request status shows “Signed”
4. Contact support if the issue persists

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Best Practices

1. Set appropriate expiration times - Give signers enough time, but not too long
2. Use clear document titles - Help signers understand what they’re signing
3. Include helpful messages - Explain context or urgency
4. Monitor pending requests - Follow up before expiration
5. Keep contact info updated - Ensure signature requests reach you

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Keyboard Shortcuts

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Mobile Usage

The E-Signature Platform is fully optimized for mobile devices:

• Touch Drawing: Draw signatures with finger or stylus
• Responsive Layout: All screens adapt to mobile viewports
• Large Touch Targets: All buttons meet 44px minimum size
• Safe Areas: Proper spacing for notched devices

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Tips for Mobile

1. Hold device in landscape for larger signing area
2. Use “Type” mode if drawing is difficult
3. Pinch-to-zoom is disabled during signing to prevent accidental zooms

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Accessibility

The E-Signature Platform follows WCAG 2.1 AA guidelines:

• Screen reader compatible with ARIA labels
• Keyboard navigable throughout
• High contrast status indicators
• Focus indicators on all interactive elements
• Live regions for status announcements

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Related Documentation

• Notification Preferences
• Forms Module