Overview #

What the module does #

Armano E-Sign lets Admins/Managers:

• Upload any PDF and turn it into a reusable template
• Add placeholders/fields on top of the PDF (text, paragraph, date, signature, and employee info)
• Assign who must complete each field (e.g., a specific employee)
• Optionally require email verification per recipient
• Send the document to one or more employees for completion/signature
• Route the document to the next recipients if additional signatures/fields are required (sequential completion)

Who it’s for #

• Admins who manage contracts, policy acknowledgements, onboarding documents, and HR paperwork
• Managers/Approvers who need employees to sign or fill HR documents (if given access)
• Employees who receive documents and complete required fields/signatures

Typical use cases #

• Employment contracts (single signer or multiple signers)
• Policy acknowledgements (employee signs + HR countersigns)
• Offer letters
• NDAs
• Internal forms that require typed fields + signature + dates

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Key Concepts & Terminology #

Template #

A reusable setup created from a PDF where you define:

• Which fields exist (text/date/signature/etc.)
• Where fields are placed on the document
• Who is responsible for completing each field

Contract / Document #

An instance created from a template (or directly from a PDF) that is sent to recipients to complete.

Field (placeholder) #

A fillable component placed on the PDF. In the template editor, available field types include:

• Text field: single-line text input (e.g., “National ID”, “Job title”)
• Paragraph: multi-line text input (e.g., “Address”, “Notes”)
• Date field: a date value (e.g., “Start date”, “Signed on”)
• Signature: a signature field for the assignee
• Employee info: fields prefilled from HRIS (added via Add employee info)

Field configuration (per field) #

When selecting a field on the PDF, you can configure:

• Who needs to complete this?
  • Example shown: Specific person
• User (when “Specific person” is chosen): select the employee who must fill/sign
• Field name: the label for the field (e.g., “Signature”, “Start Date”)
• Required field: whether the recipient must fill it before completion

Verification method #

A per-recipient setting that can require identity verification.

• Example shown: None
• (Other methods may exist in your environment; confirm which ones you support.)

Tabs and lists (E-Sign home) #

E-Sign is organized into:

• Received: documents waiting for you/your users to complete
• Sent: documents you sent to others
• Templates: reusable templates made from PDFs

Recipient tracking fields (in the list) #

When a document is expanded, recipient rows show:

• Received date (when the recipient received the request)
• Signed date (when the recipient completed/signature occurred)

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Roles & Permissions #

What Employees can do #

• View documents assigned to them in Files → E-Sign → Received
• Open a pending document
• Fill assigned fields (text/paragraph/date) and complete Signature fields assigned to them
• Submit once required fields are completed

What Managers/Approvers can do #

(If granted access to E-Sign sending/templates)

• Send documents to one or more employees
• Track recipient progress (Received/Signed timestamps)
• Create or use templates (depending on permission)

What Admins can do #

• Full access to Templates creation and editing
• Configure fields and recipients per template
• Set or enforce verification method (if enabled)
• Send documents and track progress across recipients

Permission dependencies #

Confirm in your environment:

• Whether Managers can access Templates, or only Sent/Received
• Whether Employees can see Templates (typically no)
• Whether verification methods require additional org/security settings

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Navigation & UI Tour #

Accessing E-Sign #

1. Open Armano sidebar
2. Go to Files
3. Select E-Sign

E-Sign home screen (list view) #

At the top, you see tabs:

• Received
• Sent
• Templates

Each list shows a table with columns like:

• Contract name
• Recipients
• Sender
• Sent at
• Status (example shown: Pending)

You can expand a contract row to view recipient-level details, including:

• Per-recipient Received date
• Per-recipient Signed date
• Per-recipient status (example shown as Pending)

Template editor (“Edit signature setup”) #

This screen is used to build/edit templates:

• Left: PDF preview canvas where you place fields
• Top PDF toolbar: page navigation (e.g., “Page 1/1”), zoom controls, and document actions (as available)
• Right panel: “Edit signature setup”
  • Add employee info (HRIS-based fields)
  • Field tools:
    • Text field
    • Paragraph
    • Date field
    • Signature
  • Recipient/role list (e.g., Employee and named people)
  • Verification method dropdown (example: None)
  • Cancel and Save

Field placement and field settings popup #

When you click a placed field, a configuration popup appears with:

• Who needs to complete this?
• User (if “Specific person”)
• Field name
• Required field toggle

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End-to-End User Flows (Step-by-step) #

Flow A: Employee completes and signs a document (primary employee flow) #

1. Open E-Sign
   • Go to Files → E-Sign
   • Open the Received tab
     Expected result: You see documents assigned to you.
2. Locate the document
   • Find the contract/document row with Status = Pending
     Expected result: The document shows as waiting for your action.
3. Open the document
   • Click the document to open it (or use the row action if available)
     Expected result: The PDF opens with fields you must complete.
4. Fill required fields
   • Complete Text/Paragraph/Date fields assigned to you
   • Add your Signature where required
     Expected result: Required fields become complete and you can proceed.
5. Submit/finish
   • Confirm completion (button name may vary depending on your UI)
     Expected result:
   • Your row shows a Signed timestamp once completed
   • If the document requires other people, the system sends it to the next recipients automatically

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Flow B: Admin/Manager creates a template and sends it (primary admin/manager flow) #

Part 1 — Create a template from a PDF #

1. Go to Templates
   • Navigate to Files → E-Sign → Templates
     Expected result: You see existing templates and an option to create a new one.
2. Upload/select a PDF
   • Create a template using your PDF (Armano supports templates from any PDF)
     Expected result: The template editor opens.
3. Place fields on the PDF
   • Use the right panel to add:
     • Text field
     • Paragraph
     • Date field
     • Signature
   • Drag/place each field at the correct location on the PDF
     Expected result: Fields appear on the document in the chosen positions.
4. Add HRIS-based placeholders (optional)
   • Click Add employee info
   • Select the employee info fields you want to place (prefilled from HRIS)
     Expected result: Employee info placeholders appear and will be auto-populated at runtime.
5. Assign each field to a person
   • Click a field
   • Set Who needs to complete this? (example: Specific person)
   • Choose the User
   • Set Field name
   • Enable Required field when needed
     Expected result: Each field has a clear owner and completion rule.
6. Set verification method (optional)
   • In the right panel, set Verification method (example shown: None)
     Expected result: The chosen verification requirement is applied for recipients (behavior depends on enabled methods).
7. Save the template
   • Click Save
     Expected result: The template appears in the Templates list and can be reused for sending.

Part 2 — Send to employees #

1. Create a document from the template
   • Choose the template and start a new send
     Expected result: A new document instance is created.
2. Select recipients
   • Add the employee(s) who must fill/sign
     Expected result: Recipients appear on the send configuration.
3. Send
   • Confirm and send
     Expected result: The document appears in Sent with Status = Pending, and recipients see it in Received.
4. Track progress
   • Expand the row in Sent
   • Check per-recipient Received and Signed timestamps
     Expected result: You can confirm who has received and who has signed.
5. Sequential routing (if multiple steps are configured)
   • Once the first recipient completes required fields, Armano forwards the document to the next required person(s)
     Expected result: The workflow continues until all required recipients complete their assigned fields.

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Configuration (Admin Settings) #

What can be configured #

Based on the UI shown, configuration includes:

• Template field definitions (type, position, labels)
• Per-field assignment (who completes it)
• Required vs optional fields
• Recipient verification settings via Verification method

What changes when configuration differs #

• Required field ON: recipient cannot complete the document until the field is filled/signed
• Different field assignees: changes who sees which fields and who must act
• Verification method: may add an extra step before a recipient can complete/sign (depends on enabled methods)
• Multiple recipients: enables sequential routing after each completion

Defaults (only if known) #

• Verification method default shown: None

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Statuses, Progress, and Calculations #

Status lifecycle (observed) #

The list view shows:

• Pending: the document is waiting for action (recipient hasn’t completed their required steps)

Recipient rows also show:

• Received date: when the request reached the recipient
• Signed date: when the recipient completed/signature occurred

Open question: What additional statuses exist (e.g., Completed, Declined, Expired, Canceled)? Only Pending is visible in the provided UI.

How progress is computed #

Progress is implied by recipient timestamps:

• A recipient is “in progress” after Received is set
• A recipient is “completed” after Signed is set
• Overall completion requires all required recipients to have completed their required fields

Edge cases (based on your described flow) #

• If multiple recipients are required, the document routes to the next person after the prior person completes
• If a recipient has no required fields, clarify whether they are skipped automatically or still must “complete” the step

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Notifications & Audit Trail #

Where history is stored #

From the list view, Armano stores and displays:

• Document-level tracking in Sent/Received lists
• Recipient-level timestamps (Received, Signed) when you expand a document row

What events are tracked (observed) #

• Document sent (appears in Sent with Sent date)
• Recipient received (shows Received)
• Recipient signed/completed (shows Signed)

Open question: Is there a full activity log (e.g., per-field changes, IP address, verification attempts, reminders)? Not shown in the provided UI.

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Best Practices #

1. Use templates for recurring documents (contracts, policy acknowledgements) to avoid re-placing fields every time.
2. Name fields clearly (e.g., “Employee Signature”, “Start Date”, “National ID”) so recipients understand what to do.
3. Mark only truly required fields as Required field to reduce completion friction.
4. Place signature fields with enough spacing to avoid overlap with PDF text or borders.
5. For multi-signer documents, design the workflow so each signer only sees fields relevant to them.
6. Use HRIS “Employee info” placeholders for static identity data (e.g., full name) to reduce manual typing errors.
7. Before sending, preview every page and confirm all fields are placed on the correct page/location.
8. Standardize templates for the same contract type (e.g., “Full-time Employment Contract v1”) and update via versioning if you change terms.
9. Keep verification method consistent across sensitive documents to match your security policy.
10. Track completion by expanding the document row and checking Signed timestamps per recipient.
11. Avoid putting two fields too close together—especially on mobile screens (if recipients can sign on mobile).
12. If sequential routing is used, communicate expected timelines to all signers (e.g., employee first, HR second).