HRIS Configuration Milestone - Adobe eSignature & Onboarding

This article explains the best practices and the steps implemented during a HRIS Configuration Onboarding and eSignature call.

BACKGROUND

After the HRIS Configuration Milestone - HRIS Overview, the next configuration call and milestone with the client is Onboarding and eSignature. The primary goal of this call is to review, configure, and customize the following with the client:

• Adobe eSignature

• Manage eSignature

• Onboarding 

• Task Lists

BEST PRACTICES 

Implementation Consultant (IC):

• Lead the call and refer back to client’s HRIS Design Guidebook.

• Confirm that the client has completed the associated Namely Learning course(s).

• Set the agenda for the call and review key takeaways.

• Instruct the client to share their screen. Guides client following the agenda set for the call.

• Answer and ask any outstanding questions that either the client or consultant may have.

• Reference recorded resources for a better understanding of how the call should go.

• Leave the call knowing that the client feels confident in navigating the platform.

 

Project Lead (PM) optional to attend:

• Support the IC and the client as needed on the call. 

• Answer and ask any outstanding questions that either the client or consultant may have.

 

Namely Project Team (DSC / BAC / PC / TC):

• Does not need to attend the Onboarding and eSignature call, but should be aware that it is occurring

 

PROCESS STEPS

Implementation Consultant (IC):

1. Prepare for the Onboarding and eSignature call with the client by:

• Reminding the client to create a company email address for their Adobe eSignature setup if they have not already done so.

  • The email cannot be an existing email that has already been used with Adobe.

    • Examples: HR@company.com, people@company.com.

• Confirm whether or not the client will be using the Namely E-Verify Integration.

• Ensure that Namely Onboarding Templates are ready via the Namely Now Configuration.

2. Refer back to the HRIS Design Guidebook and review the agenda for the call:

• Adobe eSignature Account Provisioned and Setup

• How to Set Up Document in Adobe eSignature

• How to update Documents setup in Adobe eSignature

• How to Include Adobe Document in Onboarding Template

• New Hire General Onboarding Template Setup

• How to Publish, Duplicate and Make Changes to an Onboarding Template

• How to Kick Off Onboarding Session

• How to Test an Onboarding Session

• How to Create Task Lists to support Onboarding

3. Highlight the Namely Help Community articles within the HRIS Design Guidebook that support Onboarding and eSignature,

• Request the client to navigate to search and pull up these articles themselves from the Help Community.

• Namely Toolkit: Onboarding a New Employee contains all relevant Onboarding content.

4. Direct the client to share their screen and click Company > Settings in HRIS.

• Guide them through setting up their Adobe Account > How to Set Up the Adobe/Namely eSignature Integration.

  • Walk the client through how to setup an Adobe document template and add data/signature fields

    • Note: The pre-fill functionality for data and signature fields does not apply to Namely integration, only Date fields will auto-fill.

  • Highlight the participant options that are used with Namely and Onboarding

    • Participant 1 = Employee

    • Participant 2 = Admin Participant (person who either reviews and approves the document or provides an additional signature)

  • Once the Adobe eSignature account setup has been configured, talk through and compare the Adobe eSignature in Onboarding to the Manage eSignature dashboard > Managing eSignature Documents.

• Highlight Company Resources, go to Company > Settings > Resources and how to upload a document here > Company Resources General Company Settings.

• Guide the client on how to create a Custom Profile field in Namely and share how this newly created field can be pulled into an Onboarding template > Configuring Profile Fields.

  • Note: Advise the client to avoid using the Number type fields since Text fields are typically the best practice for setup

5. Review the best practices for creating Onboarding Templates with the client.

• Walk the client through the Namely Onboarding Template that was previously created.

  • Ensure templates are set up with payroll/benefits required fields for the onboarded employees and new hires (i.e., salary, subsidiary, pay group, org units, class, employee type, SSN, mobile number, DOB) > refer to Namely Recommended: Onboarding Template.

• Create and organize onboarding templates per onboarding requirements (i.e., Office Locations, Departments, Divisions, international vs. domestic employees, internal position requirements) > refer back to the completed HRIS Design Guidebook.

• Review how to include Company Resources in an onboarding template under the Company Documents section and add acknowledgment language (if applicable.)

• Review how to upload eSignature documents to a onboarding template.

  • Explain that Namely provides state and federal forms (Federal W4, State W4, I-9s, etc) > Where can I find Federal and State W-4 documents? 

  • Discuss Employee only, Employee and Admin, Employee and Approver options > Onboarding Templates:

    • Signature from the employee only

    • Signatures from the employee and an administrator

    • Signature from the employee and approval from an administrator

  • Inform the client that an email notification and a copy of the document will be sent per each eSignature form included in an Onboarding template

    • Note: If documents can be consolidated into an Adobe document template, the new hire will receive less email notifications, however, this can be difficult to maintain due to individual forms that may require updates internally.

  • Review the default Email Message with the client.

  • Walk through how to kick off an Onboarding session > Kicking off an Onboarding Session and Namely Toolkit: Onboarding a New Employee.

• Direct the client on how to test and go through an onboarding session as an employee/new hire using a personal email address they have access to.

  • Note: The personal email address must be different from an email address already in use in HRIS.

  • Make the first test session fun by having the client pick their favorite celebrity.

  • Review how to track a new hire’s progress in the Onboarding dashboard.

    • Send reminders to complete the onboarding process.

  • Review how to use the Manage eSignature dashboard to track a new hire’s progress with their forms.

  • After the test session is completed, review the new hire’s profile - where the client can find the information entered, the completed eSignature forms under My eSignature, and so forth.

6. Refer back to the HRIS Design Guidebook and review the next steps for the client:

• Check out the Namely Comply Database.

  • Note: Namely Comply Database is free; Advice & Action is an additional charge.

• Set up State-specific and Company-specific documents as Adobe templates.

• Upload Company Resources.

• In Namely HRIS, duplicate General Template, add documents and organize Onboarding Templates accordingly.

• Conduct Additional Test Onboarding Sessions w/ Test Profile Information.

7. Send a recap email using the Project Lead Standard Email Templates and include a copy of the client’s updated HRIS Design Guidebook.