The Corona crisis does not ignore HR professionals either. This is not the only reason why companies should digitize their onboarding – the pluses beyond Corona are outlined by a webcast of the Computerwoche. Marie-Louise Mueller, Solutions Consultant – EMEA at DocuSign Germany, explains how virtual applicant selection, contract signing via e-signature and onboarding work in the home office. Journalist Simone Ciganek from Computerwoche moderates the webcast.
Mueller remembers her first contract of employment well. This was sent to her by post from Stuttgart while she was in the UK. Sign, send back – the whole process took about five weeks. The fact that many companies want to save this effort has a current relevance, of course: “The pandemic has increased acceptance of the e-signature because you no longer meet people and because many people do not have the infrastructure at home,” says the consultant. DocuSign is currently getting a lot of inquiries.
The company is observing three trends in human resources: first, working life is becoming more global and more mobile. It is more remote. Second, digital recruiting and induction are taking hold. And third, HR departments operate with an “overwhelming” number of documents. Because HR contracts are “everywhere”, whether it is about recruitment or onboarding / hiring, remuneration, HR administration, compliance, benefits as well as off-boarding and performance management. “62 percent of HR departments process over 500 agreements every month,” says Mueller. The question then is how to convert this into a digital, decentralized workforce.
At this point, the moderator inserts a viewer survey. She wants to know from the webcast participants whether they are already using an e-signature. Conclusion: a relative majority of 44 percent is still in the planning phase. 28 percent use the e-signature in their HR department, another twelve percent in other areas of the company.
Numbers that reflect Mueller’s experience. It differentiates between three types of electronic signature: firstly, the simple signature, which is sufficient in 90 percent of the cases. It is considered legal evidence. Secondly there is the advanced signature with two-factor authentication and thirdly there is the qualified signature with verification of the ID. Here you can meet the person for example by video.
The advantages and disadvantages of these three types are quickly explained: with the simple signature, the customer experience is in the foreground, with the qualified signature the risk reduction. The advanced “is a very good compromise,” says Mueller. Decision-makers should clarify with their legal department which type of contract requires which signature. In the case of permanent contracts of employment, the simple one is usually sufficient, while a qualified signature should be available, for example, for clauses on the non-competition clause or when hiring out employees. The DocuSign Certificate of Completion contains the date and time, IP address, unique signer ID and other information. “This is generated automatically,” explains Mueller.
Using a demo, the consultant shows how the user opens an envelope and fetches the documents from the desktop that he wants to upload. Then he determines the order of signing, namely by entering his name, email address and the action that the respective person must take. A mass list can also be inserted using Excel, for example. Finally, it is determined how the document is to be signed, then it is sent and is under “Manage”. Important: The signatory does not have to be a DocuSign customer! He identifies himself by email and can be guided through the fields by means of a signing assistant. He can select a predefined signature or, if available, upload a scanned signature.
With the advanced signature, the recipient opens the document and is asked to upload the ID – or another document, depending on the compliance requirements – before signing. You can do this easily as a photo with your smartphone. Then the document is checked by machine learning. Keyword compliance: DocuSign has three data centers in the EU. Mueller concludes: “So the data stays in the EU!”
Watch the webcast here