Documents & e-Signatures

HR's file drive — folders, uploads, letters written in the app, secure sharing — plus electronic signatures for offer letters, contracts and other paperwork.

Overview

Documents is HR's own drive. Upload files or whole folders, organise them in folders, star what you use most, and find anything with search. Items you delete go to the Trash for 30 days before they're removed for good.

You can also write letters and forms right in the app, with fields like the employee's name and designation filled in automatically, and export them to PDF.

Any PDF — uploaded or written here — can be sent for electronic signature. Recipients get a private, secure signing link by email and never need an account. When everyone has signed, the sealed PDF and its Certificate of Completion are saved back into the drive automatically.

Who uses it

HR Admins: Everyone with the “Use Documents (Drive)” permission manages the drive, shares files, writes documents and browses every employee's records. E-Sign is its own module in the menu: “View e-Sign envelopes” opens it read-only, and “Manage e-Sign” lets people send, remind and void.
Everyone else: Documents and E-Sign don't appear in their menu. Everyone does have My Documents, their own read-only folder, and receives the emailed signing or download links addressed to them.
External recipients: Candidates, vendors and anyone else never log in. They get an email with a personal link to sign or download, optionally protected with a one-time code.

What you can do here

Drive

Create folders (and give them a colour), upload files, or drag files and whole folders from your computer straight into the window.
Select several items with Ctrl-click, Shift-click or the checkboxes, then move, copy, duplicate, star, download (as a ZIP) or trash them together.
Rename anything (right-click → Rename, the pencil in the toolbar, or F2).
Drag items onto a folder — or a folder in the path at the top — to move them. Ctrl+C / Ctrl+X and Ctrl+V copy and move too.
Preview PDFs, images, text, video and audio without downloading; step through a folder with the arrow keys.
Search the whole drive by name and filter by type; see what changed lately in Recent and your favourites in Starred.
Restore anything from the Trash, or delete it forever.

Employees folder

Documents › Employees is a system folder with a subfolder for every employee, named like “Ali Raza (EMP-0012)”. It can't be renamed, moved or deleted.
Each subfolder is a flat list of every document the HRM holds about that person, tagged by module: onboarding uploads, letters, performance actions, salary letters, recruitment files, signed e-Sign copies and files HR added by hand. Filter by module or search the folder.
Nothing is copied. Files stay in the module that created them, so to change or delete one, do it there. Only files added with “Add file” can be deleted from the folder.
Former employees keep their folder, marked “Former”.
Employees see their own folder under My Documents — read-only, and without HR-only items such as recruitment files and settlement workings. Files HR adds by hand are hidden from the employee unless “Show to the employee” is ticked.

Sharing

Share a file with employees or any email address. Each person gets their own link that expires after the number of days you choose (7 by default).
See every link, how many times it was opened, and turn any link off instantly from “Shared links”.

Writing documents

Write letters with headings, lists, tables, images, colours and page breaks on an A4 page that matches the exported PDF.
Insert fields such as {{employee.fullName}}, {{employee.designation}} or {{date.today}}; pick an employee when you preview, export or send, and they're filled in.
Export to PDF (saved next to the document) or send straight for signature.

E-Sign (its own module)

Start from a PDF on your computer, from files in the drive, or from a saved template.
Add recipients from the employee list or by email, set each one as signer, approver or copy-only, and choose to sign in order or all at once (drag to reorder).
Place fields by dragging them from the panel onto the page, or click a field type and then the page. Drag a placed field to move it, drag any corner to resize, and use Delete, arrow keys and Ctrl+D (duplicate) for fine control.
Add a message for the email, an expiry date and automatic reminders.
Track who has opened and signed, send a reminder, or void an envelope that's already out.
Save any envelope as a template, and edit a template's documents, fields and roles later.

Step-by-step: Sending a document for signature

1In Documents, right-click a PDF (or a document you wrote) and choose “Send for signature” — or open E-Sign and upload a PDF.
2Step 1 — add the recipients, choose the signing order, and write the email message; set an expiry and reminders if you want them.
3Step 2 — choose a recipient on the left, drag Signature, Date signed and any other fields onto the page, and adjust them by dragging.
4Step 3 — review the summary; fix anything it flags, then press Send.
5Follow progress on the envelope's page. You're notified as people sign, and once everyone has, the signed PDF and certificate appear in the drive (in the file's folder, or “Signed documents”).

How it connects to other modules

Employee Lifecycle onboarding and offboarding: offer letters, contracts, NDAs and exit paperwork are written, shared and signed here.
Policies: company policies use a simple click-through acknowledgement; anything needing a real signature goes through Documents instead.
Salary increments: increment letters sent for e-signature are tracked with the same engine.

Good to know

Drive files count towards your organisation's storage allowance; each file can be up to 25 MB. Items in the Trash still use space until they're deleted forever. Documents the Employees folder links to stay in their own modules; they're shown as “Employee records” in the usage meter and don't count against the Drive upload limit.
Only PDFs (including documents written here) can be sent for signature, so what people sign is exactly the layout that was approved.
Changes to a draft envelope and to a document save automatically.
Sending is metered: each organisation has a monthly envelope allowance, and more can be purchased once it runs out. Voiding a sent envelope still counts.
A sent envelope can't be edited or deleted — only reminded or voided, with a reason every recipient sees.
Share links are personal and expire; if an email couldn't be delivered, its link is turned off automatically.