Documents Tab - Signed Documents Folder

When an employee is onboarded to payroll, a ‘Signed documents’ folder will be added to their employee record that contains all documents that the employee has been requested to sign. The employee will be prompted to sign these documents in the My Pay section of the R365 Mobile App.

The ‘Signed documents’ folder is locked, and cannot be renamed, moved, or deleted.

If an employee is unable to electronically sign a document, an admin user can acknowledge that they have seen the signed document and complete the signature request.

Signed Documents Folder Buttons & Fields

	Button/Field	Description
1	Company Menu	Indicates which legal entity documents are currently displayed for. Click to open the drop-down menu of all legal entities available.
2	Navigation Menu	Lists the current folder being viewed and the path to that folder. Click a folder name to navigate to it.
3	New File	Click to select a file for upload. Files manually added to the ‘Signed documents’ folder will not prompt the employee for a signature, but will be accessible by the employee via My Pay. Learn more about adding documents that require a signature here. Files can also be uploaded by dragging and dropping onto the list.
4	Action Menu	All folder-level actions are disabled in the ‘Signed documents’ folder.
5	Search	Filters the Documents grid for the entered text.
6	Smart Grid Controls	Users can perform the following actions: - Filter column information. - Rearrange table columns. Learn more about working with Smart Grids here.
7	File	Details for the file: Name - Name and icon for the file or folder. Created On - Date file or folder was created. Created By - User who created the file or folder. Status - Status of the document in the ‘Signed documents’ folder. The following statuses are shown for signed documents: Incomplete - Signature is not complete. Complete - Signature is complete. Declined - Employee declined to sign the document electronically. Click the row to open the file.
8	File/Folder Menu	Contains the following options for files: Download - Click to download the file. Rename - Click to rename the file. Delete - Click to delete the file. Cancel - Click to cancel the signature request. Cancel is only available for documents in the ‘Signed documents’ folder that are in an 'Incomplete' or 'Declined' status. The Delete option is not available when the Cancel option is available.

Edit Form Window

For I-9s and signed documents where the signature is incomplete or the employee signature was completed by an admin, the Edit Form button is displayed on the Details sidesheet.

When the Edit Form button is clicked, the user can view or complete the admin acknowledgment of the employee's signature and upload/download supporting documentation.

For I-9 forms, the entire form is editable and this confirmation is not displayed. Learn more about editing I-9s here.

If Work Eligibility is enabled, I-9s are stored in the ‘Work eligibility’ folder instead of the ‘Signed documents’ folder.

Edit Form Buttons and Fields

	Button/Field	Description
1	Signature Status/Timestamp	Indicates if the signature request for the document is complete. If the document has been signed, the date and time that the signature was received are displayed. If the document has not been signed, the status of the signature request is displayed: Declined - Employee declined to electronically sign the document. Incomplete - Employee has neither signed nor declined to sign the document.
2	Admin Signature Acknowledgement	When checked, an admin user acknowledged that they have seen a hard copy of the signed document. The user who acknowledged having seen the signed document and the time of acknowledgement will be recorded in the activity trail for the document.
3	Upload Attachments Button	Click to upload attachments. This button is disabled if the signature acknowledgement (#2) is not checked.
4	Attachments	File(s) that have been uploaded to support the signed document.
5	Download Button	Click to download the associated attachment.
6	Remove Button	Click to remove the associated attachment.

Adding Additional Signed Documents

Manually adding a file to the ‘Signed documents’ folder will make that file accessible by the employee via My Pay, but will not add a signature request to the file.

Additional documents that require employee signatures can be added to the ‘Signed documents’ folder on employee records by adding the document to the 'Signed documents' folder on the Documents page and configuring a signature request.