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E-sign (simple electronic signature)

E-sign is a simple electronic signature (SES) service in Pulsawork for remote signing of HR documents. It applies to:

  • Employment contracts (onboarding / entry documents)
  • Contract additions
  • Contract terminations

It complements the classic in-app action of setting a date of signature (manual / in-person signing).

Navigation: Human resources → Contracts (or Additions / Terminations) → row actions Send for e-sign / E-sign history

What you can do

Capability Description
Send for e-sign Email the signer a public link to review and sign
Documents Generated from templates and/or custom uploaded PDFs
OTP One-time password sent by email before viewing documents (and again when signing)
KYC Optional identity verification via Didit (liveness, ID, face match); identity must match the intended signer
Accept / reject Signer can agree or refuse; statuses are tracked
Integrity Document hashes stored for integrity checks
After signing Signed PDFs and confirmation are saved to attachments
Audit Full e-sign history, confirmation PDF, audit pack (ZIP + JSON)

Statuses: Pending · Signed · Rejected · Cancelled · Expired · On hold

Complete history (especially for contracts)

For employment contracts (and likewise additions and terminations), Pulsawork keeps a broad, unified signing history — not only the latest status.

E-sign history shows a chronological overview that combines:

  • All e-sign requests (sent, pending, signed, rejected, cancelled, expired, on hold)
  • Manual / in-person signatures (setting the signature date in the system) as separate entries
  • Who requested the signing, when it was sent, and link validity
  • Status and response time, source / channel (web, mobile, in person)
  • The list of documents in the request (templates and custom PDFs)
  • OTP events and KYC results (approved / declined, identity match), including verification detail
  • Export of the signing protocol (PDF) and audit pack (ZIP + JSON) with evidence data

Result: for a contract you get a complete audit trail of the whole signing process — from sending through verifications to the final accept or reject, including repeated attempts.

How to send a request (HR)

  1. Open Contracts, Additions, or Terminations.
  2. On the record, choose Send for e-sign.
  3. Select document templates and/or upload your own PDF files.
  4. Confirm send — the recipient gets an email with the signing link.
  5. Track progress under E-sign history.

Tips:

  • The recipient email comes from the employee/candidate profile — keep it up to date.
  • You can mix template-generated documents and custom PDFs in one request.
  • Manual signing (Sign contract / Update date of signature) remains available if the person signs on paper or in person.
  1. Open the link from the email.
  2. Complete OTP (one-time password) verification to view documents.
  3. If required, complete KYC identity verification.
  4. Review each PDF.
  5. Enter OTP again if prompted, then accept or reject.

If KYC fails or the verified identity does not match the intended signer, documents stay blocked — contact HR to sign manually or retry verification.

Where it applies

Contracts

Use e-sign for onboarding / employment contract packages. After a successful e-sign, the contract moves out of draft the same way as after a manual signature date.
Recommended: always open E-sign history — for contracts the history is complete and broad (all requests, manual signs, OTP/KYC, documents, audit pack).

Additions

Send addition documents for remote signature. History and audit pack are available per addition.

Terminations

Send termination-related documents for remote signature. Use E-sign history on the termination record for the audit trail.

FAQ

Is this a qualified electronic signature (QES)?

No. Pulsawork e-sign is a simple electronic signature (SES). It includes OTP, optional KYC, document hashes, and an audit pack — not a qualified certificate / QES.

What is OTP?

OTP is a one-time password sent to the signer’s email. It is required to open the documents and again when confirming the signature.

Can I attach my own files?

Yes. Besides documents generated from templates, you can upload custom PDFs into the same e-sign request.

Where are signed files stored?

Signed documents and the confirmation PDF are saved automatically to the record’s attachments (and related profile documents where applicable).

How do I get the full audit evidence?

Open E-sign history on the contract (or addition / termination). You will see the full timeline — e-sign requests and manual signatures, statuses, OTP/KYC, and documents. Download the audit pack (ZIP + JSON) and/or the protocol / confirmation PDF.