Overview:
In Oracle HCM, the Journeys feature offers an e-signature option that facilitates employee’s acceptance of documents such as appointment letters, NDA documents, and more. Previously, this requirement was met through digital signatures, where employees could type their names, and the system would automatically capture their names on the document. This functionality streamlined document acceptance processes, but there was a growing need for more personalized and authentic signing methods.
To meet this need, Oracle has introduced a new feature known as the Signature Pad, which enhances the Oracle HCM e-signature functionality by enabling HR admins to configure it within the Journeys Feature. This enhancement allows employees to manually sign documents, adding a layer of personalization and authenticity to the signature process.
Configuration Steps for Manual Signature in Journeys:
The Manual signature task type allows users to digitally sign a document and then move the signed document to Document Records.
By following these steps, you can configure manual signature tasks within Oracle HCM Cloud Journeys to accommodate your organization’s needs for document acceptance workflows.
Step 1: Creating Document Type
- Login into Oracle HCM using administrative credentials.
- Now create a custom document type based on your requirements by following the below navigation.
- Navigation: My client groups > Quick Action > Document Types
Fig 1: Document Type Page
- Provide the required details such as document name and issue etc.
- Click on save and close.
Step 2: Adding the E signature in the BI Publisher Report
- Create a Data model based on your business needs and include the ESIGN_SIGNATURE column in your SQL query to display the physical signature in the document.
- We can also mention the below parameters based on your requirements.
Fig 2: BI Data Model Parameters
- Once you create the Data model, proceed to generate the RTF template by including essential information such as Name, data, and E-signature within the template.
- To display the physical signature in the signed document, we need to configure the ESIGN_SIGNATURE field as shown in the below screenshot in the RTF template.
Fig 3: Configuring E signature in RTF Template
- Now create a report and attach the created RTF template to the report.
Step 3: Enable the ESignature Pad in the Checklist Integration
- Go To Setup and Maintenance > Click on search > Search for Checklist Integration.
Fig 4: Checklist Integration page
- Now provide the basic details like Integration category, type status, etc based on your requirement.
- Now select the Display Signature Pad value as Yes by clicking on the dropdown.
Fig 5: Checklist Integration Configuration page
- Now click on Save and Close.
Step 4: Checklist Creation
- Create the checklist and input essential information such as checklist title, status, allocation criteria, and eligibility based on specific needs.
- Now, create a task inside the checklist and designate the task type as an electronic signature.
- Once you select the task type, the below-mentioned fields will be enabled.
- Choose the signature and validation type, provide the report path in the designated field, and select the document type previously created in Step 1.
Fig 6: Checklist task Configuration Page
Step 5: Assigning the Checklist to the employee
- Assign the created checklist to the eligible employee.
- Access Oracle HCM using employee credentials.
- Navigate to the Journeys tile under the Me tab and select the assigned checklist.
- Upon selecting the checklist, the task details will be presented, as depicted in the screenshot below.
- Use the signature field to sign the document.
- To review the signed document, click on view signed document.
Fig 7: Manual signature on Journeys Page
Business Benefits
Here are the business benefits of using the Signature Pad feature in Oracle HCM Journeys. This enhancement improves document authenticity and streamlines HR workflows for a better employee experience.
1. Enhanced Authenticity and Trust:
- Physical Signatures: By allowing employees to provide physical signatures, organizations can enhance the authenticity of signed documents. This personal touch increases trust between employees and the organization, fostering a more engaged workforce.
- Reduced Fraud Risk: Manual signatures help reduce the risk of fraudulent activity associated with typed signatures. This added layer of security ensures that documents are genuinely accepted and authorized by the intended signatories.
2. Improved Employee Experience:
- Personalization: Employees feel more valued when they can sign documents manually, as it reflects a personalized approach to HR processes. This can enhance their overall experience with the organization and improve job satisfaction.
- Streamlined Workflows: The ease of signing documents manually through the Signature Pad simplifies the acceptance process. Employees can quickly and conveniently complete necessary paperwork without navigating cumbersome digital processes.
3. Operational Efficiency and Scalability:
- Faster Processing: The implementation of the Signature Pad reduces the time spent on document processing and approval. HR teams can expedite workflows by allowing employees to sign documents directly, leading to quicker turnaround times for onboarding and other essential processes.
- Scalable Solutions: As organizations grow, the ability to adapt document acceptance workflows to accommodate an increasing number of employees becomes vital. The Signature Pad feature scales seamlessly, allowing for flexible configurations that meet evolving business needs.
4. Customization for Organizational Needs:
- Tailored Configurations: The ability to create custom document types and integrate the Signature Pad into specific workflows means that organizations can tailor their processes to fit their unique requirements. This adaptability ensures that the document acceptance process aligns with business objectives and legal compliance.
- Versatile Implementation: Whether it’s for appointment letters, NDAs, or other critical documents, the Signature Pad can be configured to accommodate various use cases, making it a versatile tool for HR departments.
5. Compliance and Audit Readiness:
- Document Tracking: With the integration of manual signatures into the Oracle HCM Journeys, organizations can maintain thorough records of document acceptance, enhancing compliance with legal and regulatory requirements.
- Audit Trail: The feature provides a clear audit trail of signed documents, making it easier for organizations to demonstrate compliance during audits or regulatory reviews.
6. Reduction in Administrative Burden:
- Automated Document Management: The configuration of the Signature Pad within the Journeys feature automates aspects of document management, reducing the administrative burden on HR staff. This allows HR professionals to focus on more strategic initiatives rather than getting bogged down in paperwork.
7. Increased Employee Engagement:
- Empowerment through Choice: Providing employees with the option to manually sign documents empowers them, leading to a greater sense of ownership and accountability in their roles.
- Positive Organizational Culture: This approach to document acceptance contributes to a positive organizational culture, where employees feel their preferences and needs are considered and valued.
The Bottom Line
Explore the power of personalized document acceptance today! Enhance your organization’s HR processes by configuring the Signature Pad feature in Oracle HCM Journeys. Get started now and elevate your employee experience!
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