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The Evolution of Signature | Modernizing HR Practices | Oracle HCM Cloud

Discover the transformative journey of signature processes in HR, as we explore modernizing practices with Oracle HCM Cloud. Unlock insights into revolutionizing traditional methods and embracing innovation

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  • The Evolution of Signature | Modernizing HR Practices | Oracle HCM Cloud
The Evolution of Signature - Modernizing HR Practices - Oracle HCM Cloud

The Evolution of Signature | Modernizing HR Practices | Oracle HCM Cloud

With the 24B release, Oracle will be introducing the evolution of signatures in HR processes by providing the ability for users to physically sign documents in the Journeys.

Now, the users can read and physically sign the document. In this way, the document will be updated with the provided signature. For the future reference, this physically signed document can be kept in the document records.

This can be achieved by using the journey task of type Electronic Signature – Native.

 

Key features

  • Users can read the document and provide their physical signature
  • The physically signed document can be stored in the document records for future reference
  • It provides a password validation pattern to suit business requirements.

 

Steps to do:

  • Document type creation.
  • Configure Electronic signature validation.
  • Configuration of task with the type “Electronic signature” in Journeys

 

1. Document type creation

  • Create an Employment Agreement as the Document Type using the Document Types task.

Navigation: Settings and Actions >Setup & Maintenance>>Search>>Document types

Fig.1: Search for Document Types

Fig 1: Search for Document types

  • 2. Click on the Create icon to create a document type with the name “Employment Agreement”.

Fig 2 - Document type creation

Fig 2: Document type creation

  • Enter the basic details and click on submit.

Fig.3: Document type configuration

Fig 3: Document type configuration

  • Document type with the name “Employment Agreement” will be created.

 

2. Configure Electronic signature validation.

  • Navigation: My client groups >>Show more >>Checklist template >>Integrations tab

Fig.4: Navigation for Checklist integration

Fig 4: Navigation for Checklist integration

Fig.5: Checklist template

Fig 5: Checklist template

  • Click on the Integrations tab.

Fig6- Checklist Integrations

Fig 6: Checklist Integrations

  • Click on Add

Fig7- Add Checklist Integrations

Fig 7: Add Checklist Integrations

  • Select Electronic signature validation as the Integration Category and Native electronic signature for the integration type.
  • Enter the required details based on the business requirement.
  • For further reference – Click here to understand more about Password Verification in Native E-Signature Checklist Task Fig8- Checklist Integrations configuration

Fig 8: Checklist integration configuration

  • Select Yes in the Display signature pad field to enable a physical signature.
  • Select No in the Display email field to hide the Email.
  • Enter the Password validation pattern.
  • Select the Enable E-Signature Validation check box.
  • Click Validate in the Validate Integration Details area.
  • Click  Save and Close when the status displays as Success under the Validate integration details.

 

3. Configuration of task with the type “Electronic signature” in Journeys

  • Navigation: My client groups >>Show more >>Checklist template >> Click on Create
  • Create a checklist entering the basic details.

Fig9- Checklist creation

Fig 9: Checklist creation

  • In the General tab, fill in the required details.

Fig10-Checklist configuration

Fig 10: Checklist configuration

  • Under the Tasks tab, click on Create

Fig11- Task configuration

Fig 11: Task configuration

  • Create a task having task type Electronic Signature for which the user needs to sign.
  • Select Electronic Signature – Native for the signature type and select the validation type that you entered while configuring the integration.
  • Enter the report details in the Report path, where the RTF template associated with the Data model is placed.
  • For further details, refer – to document processing with E-Signature using Oracle HCM cloud checklist tasks
  • Enable the check box for the Open report on the same tab as a task, to view the document on the same Journey’s page.

Fig12- Checklist Task configuration

Fig 12: Checklist Task configuration

  • Assign the Journeys to the users

Fig13-Physically Signature in the Journey Task

Fig 13: Physically Signature in the Journey Task

As you see in the below image, the user can read the document and physically sign in the Display signature pad, which will get automatically updated in the document. The employees can click on See signed document link to review the signed document.

 

Business Benefits:

  • Helps organizations comply with such regulatory requirements.
  • Signing a document physically can carry symbolic significance, especially in statutory/legal documents
  • It adds a personal touch to official communications and may make employees feel more valued
  • A physical signature enhances the credibility and trustworthiness
  • Recipients may feel more confident in the content and commitments outlined in the letter when it bears a physical signature.
  • It helps to ensure consistency in document presentation and may simplify the document management process.

 

Author: Nishandhani. R, Oracle Techno-Functional consultant

 

 

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