How to ask an employee to confirm a document

What is it for?

Human Resources send the employee a document to read and confirm, and follow in a list what has already been confirmed. Today the document that goes through this path is the declaration of attendance of a training action.

When to use it?

• A training action has ended and you want each participant's confirmation of their declaration of attendance.
• You want to know which declarations are still waiting for the employee.
• The employee signed in the room, on screen, or on a sheet of paper, and you want to record it.

Where to find it?

• The request is made on the training action: People › Training › Training actions, on each participant's line.
• Follow-up is done in People › Workers › Confirmations by the workers.

Before you start

• The profile is HR manager. All the steps below were done end to end with that profile. The Payroll and Accountant profiles have no access to this list (“Não tem acesso a “Confirmation of a document by the worker”” (you have no access)).
• The training action must be recorded (state Done) and the participant must not have been absent: the Attendance is Present or Partial (with Absent there is no declaration). See How to record a training action.

How to use it

Request the confirmation

1. Open People › Training › Training actions and the action concerned. If the state is still Planned, click Register: the state becomes Done.
2. In the participants list, on the employee's line, click the first icon after the Signature column (hovering shows Ask the worker to accept). Repeat for each participant.

The message “Confirmation requested. The declaration of attendance was sent to employee name. It waits in the employee's “My space” and in “Confirmations by the workers” until it is confirmed.” appears. The line stays To sign until the employee confirms. The employee finds the declaration in My space › Payslips and documents › Documents to confirm and confirms it as explained in How to confirm or sign a document the company sent me.

Follow the confirmations

1. Open People › Workers › Confirmations by the workers. The list has Document, Worker, State, Confirmed on and How it was confirmed, and opens with the Waiting for confirmation filter: it only shows what the employee has not yet confirmed.
2. To also see completed confirmations, remove the Waiting for confirmation filter (the x next to the filter name).

Record a confirmation made in the room or on paper

Use this when the employee does not confirm in My space: because they sign with you, on screen, or because they signed the printed declaration.

1. In Confirmations by the workers, open the employee's Waiting for confirmation line.
2. Choose one of the two options:
   • Record on the screen (room): opens Confirm the document with the employee's Name. The employee clicks the Signature box, chooses Auto, Draw or Load and clicks Adopt & Sign.
   • Record signed on paper: opens Confirm the document with Scan of the signed paper. Click Choose a file and choose the scan of the signed sheet.
3. Click Confirm.

Expected result

• In the list, the State changes to Confirmed by the worker (in My space or on screen, in the room) or to Signed on paper, with the date and time in Confirmed on and the mode in How it was confirmed: “By the worker, in My space”, “On the screen, in the room” or “On paper”.
• The record shows the Name signed, Confirmed on, the IP address, who recorded it (Registered by), the fingerprints (SHA-256 of the PDF, SHA-256 of the final PDF and, if the signature was made on screen, SHA-256 of the signature), the PDF with the confirmation page and, if it was on paper, the Scan of the paper. In the room and on paper, Confirmed on and IP address are those of the moment and computer at which Human Resources recorded it, not of the day the employee signed the paper.
• On the training action, the participant's Signature changes to Signed and the request and mark icons disappear from the line.

Important notes

• One confirmation per document and per employee. Requesting again for the same participant is refused (see “Common problems”).
• Once confirmed, the declaration cannot be changed or deleted. It is the proof that the employee read it. If the document was wrong, issue a new one and ask for a new confirmation.
• The Record on the screen (room) and Record signed on paper buttons only exist for Human Resources. The Read and confirm button belongs only to the employee, in My space.
• Employee without access to My space. The request is still made, and the screen warns: “Confirmation requested, but nobody can answer it. The declaration of attendance was requested from employee name, who has no user, so it does not appear in “My space” and nobody can confirm it there. How to fix it: open the employee record and fill in “User” in the “Settings” tab, or record the signature on paper in “Confirmations by the workers”.”. The line stays in Waiting for confirmation until you record it in the room or on paper.
• The monthly trip map does not go through here: the employee accepts it in My space › Trips and expenses › My monthly trip maps (see How to generate the monthly trip maps).
• If you do not need the employee's record, the Mark as signed icon on the participant's line (or Mark all as signed, at the top of the action) marks the signature without creating any confirmation in this list.
• For any other PDF (for example a declaration of receipt of equipment), use the electronic signature: see How to request the electronic signature of a document.

Common problems

“The declaration of attendance … cannot be printed”

• Symptom: when you click Ask the worker to accept, the Invalid Operation window says “The declaration of attendance of … cannot be printed. What happened: the training is not done or the worker was absent. How to fix it: register the training first.”
• Cause: the action is still Planned (or the participant was absent).
• What to do: click Register on the action and request again. A participant who was absent has no declaration.

“This document was already sent to … for confirmation”

• Symptom: the Invalid Operation window says “This document was already sent to … for confirmation. How to fix it: open the existing confirmation.”
• Cause: you had already requested this participant's confirmation.
• What to do: open Confirmations by the workers and check the state; if the employee cannot confirm, record it in the room or on paper.

“Attach the scan of the signed paper”

• Symptom: in Record signed on paper, Confirm says “Attach the scan of the signed paper. How to fix it: choose the file in “Scan of the signed paper”.”
• Cause: you did not choose the file.
• What to do: click Choose a file, choose the scan and confirm again.