Encore OS E-Signature Platform Guide

This guide covers the electronic signature capabilities in Encore 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 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

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:

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Signing Documents

When you receive a signature request:

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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:

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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: 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: 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:

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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

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My signature link expired

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I can’t draw my signature

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The requester says they didn’t get my signature

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Best Practices

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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

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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