HR e-signature
Summarize
Summary of HR e-signature
HR e-signature is a scoped application in ServiceNow that allows users to electronically sign documents, knowledge articles, or HR document templates from any desktop or mobile device. It supports signing via typed or drawn signatures, credential verification, or simple acknowledgments. The feature enhances HR task fulfillment by integrating e-signatures with managed documents and knowledge articles.
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The e-signature functionality activates automatically with Case and Knowledge Management but can also be manually activated if necessary. It includes a safeguard system property that prevents deletion of the only active e-signature administrator, ensuring administrative continuity.
Key Features
- Multiple Signing Types: Supports three types of signatures—Acknowledgment, Credential, and Signature.
- Document Types Supported: Enables signing of Managed Documents, Knowledge Articles, and HR Document Templates.
- Role Integration: Default mappings exist between HR roles and e-signature roles, facilitating role-based access:
- HR Administrator maps to E-signature Administrator
- HR Basic maps to E-signature Manager
- E-signature Templates: Users with HR administrator or basic roles can create templates pairing document types with signature types. Templates simplify requesting signatures on HR tasks or task templates (e.g., NDAs requiring typed or drawn signatures).
- HR Task Integration: HR tasks must have their type set to "E-signature" to utilize e-signature templates effectively.
- Migration Support: A scheduled job assists in migrating existing HR task templates and open tasks to the new e-signature-enabled task type, automating updates and disabling legacy task types.
Practical Benefits for ServiceNow Customers
- Streamlines HR processes by enabling secure, verifiable electronic signatures directly within HR workflows.
- Supports compliance and audit requirements through role-based controls and signature type options.
- Facilitates easy creation and reuse of e-signature templates tailored to various HR documents and scenarios.
- Simplifies transition from older signature processes with migration tooling, minimizing manual effort.
- Ensures administrative stability by preventing accidental removal of all e-signature administrators.
Sign electronic documents from any desktop or mobile device with e-signature. E-signature is a scoped application that enables users to sign managed documents, knowledge articles, or HR document templates with their typed or drawn e-signature, their credentials, or as an acknowledgment.
The e-signature [com.snc.esign] plugin activates the sn_esign.min_admin_count system property [sys_properties.list]. This property prevents you from deleting your only e-signature admin user by requiring a minimum number (default is two) of active users with this role.
HR e-signature is a non-embedded signature capability for managed documents, and knowledge articles, attached to an HR task for fulfilment. It supports three signing types (Acknowledgement, Credential, and Signature) and two document types (Managed Documents and Knowledge Articles).
HR and e-signature roles
By default, the following HR roles contain the following e-signature roles.
| HR role | E-signature role |
|---|---|
| HR administrator [sn_hr_core.admin] |
E-signature administrator [sn_esign.admin] |
| HR basic [sn_hr_core.basic] |
E-signature manager [sn_esign.config_manager] |
You can use the assignments as-is or change them. To change the default assignments, see Components installed with e-signature for information on how to assign a role to another role, group, or user.
How to use e-signature templates with HR tasks
Users with the HR administrator [sn_hr_core.admin] or basic [sn_hr_core.basic] role can create e-signature templates. Each e-signature template pairs a document type to sign (managed document, knowledge article, or HR document template) with a signature type (signature, credential, or acknowledgment). For example, you could create an e-signature template for a non-disclosure agreement that requires a typed or drawn signature.
For more information, see Configure an e-signature template.
You can then use the e-signature templates in HR tasks or HR task templates to request signatures from users.
Migrating existing HR task templates and open HR tasks to e-signature
Migrate existing HR task templates and open HR tasks to the new HR task type for e-signature with the Migrate HR e-signature tasks scheduled job. The scheduled job automatically updates the HR task type and e-signature template based on your existing configurations. It also disables the old HR task types for credential, e-signature, and sign document.
For more information, see Migrate existing HR task templates and open HR tasks to e-signature.
Activation information
E-signature automatically activates when you activate Case and Knowledge Management. If it does not activate, you can manually activate e-signature. For information on what components install with the feature, see Components installed with e-signature.