How to use OneSpan’s eSignature integration for Workday

HR processes that involve signatures from candidates and employees are often bogged down by inefficiencies and manual tasks. Relying on outdated manual or partially automated processes wastes time and increases security risks for your organization.

OneSpan's pre-built eSignature integration for Workday modernizes and streamlines the document signing process. By working directly in your favorite HR application, you can enhance the employee experience, increase productivity, and simplify compliance.

Use case: Automation triggered by a Workday report

Let's use a common HR scenario as an example - a recurring signing process that needs to take place once a year. For example, let's say your employees need to sign to acknowledge they read an annually updated corporate policy.

Here's how the process would work in a few easy steps:

• Your OneSpan Sign admin sets the recurring date and time for each report to send out the agreements for eSignature.
• At that time, employees will receive an email notification prompting them to sign the document.
• Employees access the document securely and digitally sign it.
• The documents will be automatically marked 'completed' once all signatures are captured.
• The signed documents are then stored in each employee's Workday profile.

This automatic document management eliminates the need for manual uploading and ensures that all signed documents are securely stored in Workday.

Signed documents are available as attachments in Workday. The attachment consists of the signed document and its embedded audit trail. The audit trail provides a detailed overview of the entire signing process. Your organization can audit the entire signing process to confirm who signed the document, when, and any modifications made.

In this blog, we'll show you how easy it is to use our eSignature integration for Workday.

Preparation

Add the names of the signers to a Workday report.

Start the eSigning process

The OneSpan Sign admin sets the recurring date and time for each report to send out signature requests automatically. This setting is adjusted on the OneSpan Integration Platform and can be changed directly there by your OneSpan Sign admin.

Collect eSignatures

On the planned date and time, employees will receive an email notification prompting them to sign the document. They access the document securely and digitally sign it.

Storing eSigned documents

Once all employees have signed, the documents are automatically marked 'completed' and stored in each employee's Workday profile.

This automatic document management eliminates the need for manual uploading and ensures that all signed documents are securely stored within Workday, as an attachment.

The attachment consists of a completed agreement and embedded audit trail, which provides a detailed overview of the entire eSigning process.

If needed in the future, your organization can easily audit the signing process, to confirm who signed the document, when, and whether any modifications were made.

Interested in deploying this eSignature integration to your organization? Contact us.

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