Tracking a signature campaign

Once launched, each signature campaign has its own tracking page: how the sending is going, who has signed, who has declined, who has not yet replied. It is also where the designated person approves or declines the campaign, and where you send reminders, cancel requests, download the signed documents or send the document to new employees. This article describes that page and its actions. It is intended for HR teams and administrators who launch campaigns, and for the people in charge of approving them.

Before you start #

• The Documents module must be installed and open to you. The page opens from HR access › Bulk signatures, by clicking a campaign’s name, or from the notification the approver receives.
• Who sees which campaign: its author, its approver, and the roles that carry the Signature campaigns — send a document for signature to a whole population permission at Admin level (they see every campaign in the workspace). An HR Manager therefore sees the campaigns they created or must approve.
• The designated approver needs no campaign permission to open the campaign they must approve.
• Bulk actions require the campaign permission and the matching one-by-one permission, at Execute level: Signature — Follow-up / relaunch to send reminders, Signature — Cancel request to cancel. Adding new employees requires the campaign permission at Execute level. Without the permission, the button does not appear.

Campaign statuses #

• Awaiting approval: the campaign is waiting for its approval circuit to decide. Nothing has been sent.
• Declined: the approver declined it. Nothing has been sent; the reason appears under the title (Reason for declining).
• Sending: the requests are going out, one per recipient.
• Sent: every request has gone out.

Reading the tracking page #

At the top, the campaign name and its status; on the right, the buttons for the actions you are allowed. Then come seven counters: Recipients, Signed, In progress, Declined, Expired, Cancelled and Sending failures.

The table has one row per recipient:

• Employee: their name, followed by “(joined after launch)” if they were added as a new employee. If values were imported for them by CSV file, they appear under their name: the approver sees what they are approving.
• Sending: Queued, Sent (with the date) or Sending failed (with the error message). While the campaign awaits approval, the column shows Awaiting approval; if it is declined, Not sent.
• Signature: Signed, In progress, Declined, Expired, Cancelled or Failed at the provider.
• Last action: the last bulk reminder or cancellation that affected this request, and its outcome (queued, done, failed).

Approving or declining a campaign #

When a campaign awaits approval, an Awaiting approval box shows the circuit step and the people who must decide (To decide:). If you are one of them:

1. Open the campaign from your notification.
2. Review the list of recipients and, where relevant, the values imported for each of them.
3. Click Approve: a confirmation states how many documents will be sent for signature. Confirm; the requests go out.
4. Or click Decline and give a reason: nothing will be sent, and the author is notified with the reason.

The first approver to decide settles it for everyone. The signature quota is checked again at approval: if it is no longer enough, the campaign is declined and nothing is sent.

If the box says that no one can approve (the author has no line manager and is the only administrator), set up the “Signature campaigns” circuit in Settings › Workflows with a person, a role or a group, or disable it.

Sending reminders #

1. Click Remind.
2. Confirm. Requests in progress and expired are sent again; declined requests are not.

A message states how many requests will be relaunched. The Last action column follows the outcome of each reminder.

Cancelling the requests in progress #

1. Click Cancel requests.
2. Enter the reason, which is mandatory, then confirm.

Each request in progress is cancelled with this reason. Documents already signed remain valid and stay in each person’s file.

Downloading the signed documents #

As soon as at least one document is signed, the Download signed button appears. It downloads a ZIP file named after the campaign, containing the signed documents and their certificates.

Sending the document to new employees #

For a campaign defined by criteria, the population was frozen at launch. People who have entered those criteria since (a new hire, a transfer) can receive the document in turn:

1. Click New employees. A preview lists the people who have entered the criteria since launch, with those who would be blocked and why.
2. For a template, fill in their specific values with the CSV template if needed, as at creation.
3. Click Send them the document, or Close to give up.

The people added appear in the table with the mention “(joined after launch)”. The signature quota is checked for this addition too.

Good to know #

• Each request in a campaign is an ordinary signature request: the recipient receives and signs it like any other, and the signed document is filed in their file.
• The New employees button does not exist for a campaign sent to employees named one by one.
• For other document processes and their deadlines, see HR processes: documents, signatures and deadlines.

Frequently asked questions #

I cannot see the campaign a colleague launched. #

That is normal: only the author, the approver and the roles at Admin level of the campaign permission see it. A campaign carries the names of a whole population.

A request shows “Failed at the provider”. What should I do? #

Sending failed at the signature provider after the campaign went out; the request counts among the Sending failures. Check the employee’s profile, especially their e-mail address, and your workspace’s signature provider settings.

Can I change a campaign that has already been launched? #

No. You can send reminders, cancel the requests in progress or add new employees. To send a different document, launch a new campaign.