Setting Up SAP SuccessFactors e-Signature and DocuSign

Objectives

After completing this lesson, you will be able to:
  • Enable and set up SAP SuccessFactors e-Signature
  • Enable and set up DocuSign

SAP SuccessFactors e-Signature and DocuSign

There are two e-Signature methods in SAP SuccessFactors Onboarding:

  • Embedded Signature – This functionality is supported by SAP SuccessFactors e-Signature. Using this functionality, users can sign documents from within the Onboarding instance, even when using a mobile device.
  • Remote Signature – This functionality is supported by DocuSign. With the Remote signature support, you can sign documents directly in DocuSign using a web browser or a mobile device. Whenever a signature is required, the relevant person receives an email with a URL and instructions on how to sign the forms.

Note

Both SAP SuccessFactors e-Signature and DocuSign are supported on the available compliance forms in Onboarding.

Note

Electronic signatures of new hires and employees in the Japanese locale are now displayed in the <last name> + <first name< format in documents signed using the embedded SAP SuccessFactors e-Signature feature.

The locale-specific format of electronic signatures applies to all documents signed using the SAP SuccessFactors e-Signature feature. Currently, this feature is only available in Onboarding.

Switch Between Embedded and Remote Signature

By default, the SAP SuccessFactors e-Signature feature is enabled to assure all SAP SuccessFactors Onboarding customers have an e-Signature solution available for electronically signing any onboarding documents. If customers have a DocuSign subscription, they can choose to use DocuSign by turning SAP SuccessFactors e-Signature off and turning DocuSign on.

Switching between SAP SuccessFactors e-Signature and DocuSign is done in the Onboarding General Settings tool from Admin Center.

Steps

  1. In the Actions Search bar, enter Onboarding General Settings.

  2. Select Onboarding General Settings from the search results. The Onboarding General Settings page displays.

  3. Under e-Signature Settings, you can see the type of e-Signature enabled. By default, this should be the Embedded Signature.

  4. To switch from SAP SuccessFactors e-Signature (Embedded Signature) to DocuSign, choose Remote Signature. To switch from DocuSign (Remote Signature) to SAP SuccessFactors e-Signature, choose Embedded Signature.

    The e-Signature Settings are highlighted on the Onboarding General Settings page.

Result

You have turned off SAP SuccessFactors e-Signature and turned on DocuSign on

SAP SuccessFactors e-Signature (Embedded) Permissions

For the embedded signature, there are two important types of permissions: e-Signature permissions and document permissions.

e-Signature Permissions

In the Miscellaneous Permissions category, for Consent and for Signatures, select the Edit checkbox. Do this for all users who need to use the SAP SuccessFactors e-Signature (embedded) tool to sign documents in Onboarding.

The Signatures section is highlighted on the Permission Settings page.

Document Permissions

In the Onboarding or Offboarding Object Permissions category, for Document Data and for Document Template, select the View checkbox. Do this for all users who need to sign any document in Onboarding regardless of the e-Signature tool used.

The Document Data and Document Template section is highlighted on the Permission Settings page.

Steps Before Enabling DocuSign

Before you can enable DocuSign, customers need a DocuSign corporate account. If they don’t have one, they should contact an SAP SuccessFactors account executive to purchase a subscription.

Only one system administrator email address and password can be associated with the DocuSign account, and that will be the primary account for the integration. Once the account is created, DocuSign provides the account ID.

Remind the customers that, to use remote signing, they must have the DocuSign Connect option enabled in their DocuSign account.

To integrate DocuSign, you need to assign role-based permissions for Configure DocuSign eSignature. This allows you to activate or switch to DocuSign for e-Signature in Onboarding by entering the DocuSign subscription details of the organization.

If you would like to test the functionality of DocuSign in Onboarding, you can sign up for a trial demo account with DocuSign.

Enable DocuSign

Before you can enable DocuSign, make sure that all the details for the organization’s DocuSign subscription are available. To enable DocuSign, complete the following steps.

Steps

  1. Navigate to Configure DocuSign eSignature using Action Search. Note that you need to assign role-based permissions to make sure you have permission for Configure DocuSign eSignature, which is part of the Administrator Permissions categories.

  2. In the DocuSign User ID field, enter the DocuSign User ID of the customer.

  3. In the DocuSign API Account ID field, enter the DocuSign API Account ID.

  4. From the Environment dropdown menu, select the environment for which you want to enable DocuSign.

  5. Select DocuSign Consent Agreement checkbox. This signifies that you have read and accepted it and the customer agrees to activate the DocuSign Subscription on SAP SuccessFactors HCM Suite.

    The various DocuSign fields are displayed on the Configure DocuSign eSignature page.

  6. Choose Activate.

Result

You have enabled DocuSign.

How to Manage Sent DocuSign Envelopes

In DocuSign, an envelope is a document container that you can send to a recipient to sign. An envelope can contain one document or many documents. The envelope holds the following information:

  • Data on the documents to be signed
  • The names of signers and other recipients
  • The places where signers need to sign the documents

The Manage DocuSign Envelopes tool in Admin Center allows you to easily review the status, search for a specific envelope, and perform additional actions, such as resending or canceling (voiding) envelopes.

For more information on this tool, watch this video.

The steps below provide an outline of the task demonstrated in the Managing Sent DocuSign Envelopes video.

Steps

  1. Using the search tool, navigate to Manage DocuSign envelopes.

  2. If there are more than 10 envelopes, to view to the next page of envelopes, choose More.

  3. To change the order of listed envelopes, choose Sort.

  4. To filter the listed envelopes, choose Filter (funnel icon).

  5. Under Status, you can view the status of envelopes.

  6. To resend emails for selected envelopes, choose Resend emails (envelope icon).

  7. To update the status of selected envelopes, choose Refresh status.

  8. To cancel selected envelopes, choose Void (X).

Result

You have used Manage DocuSign envelopes.

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