Unlock the Power of eSignature Licitness for Employee Performance Review in Australia

How to eSign a document: e-signature licitness for Employee Performance Review in Australia

>> Welcome to this session of training. Today, what we're going to go over are the employee performance evaluations. So, some of the key points that we should keep in mind regarding and the employee performance evaluations, is that you should send the evaluation to your employee ahead of time. So, this means that all of the review process, everything that has to do with coming to an agreement with the employee and the MPP -- that should all happen outside of . Also, if there are any new procedures that have to do with how you should share this with your employee or meeting with the employee, you should verify all of those with your own department. So, once the employee and the MPP have come to an agreement, and their evaluation is completely finalized, then you can use to sign the evaluation. Now, keep in mind that you should have the employee's full name and campus email address ready, as well as your own, the MPP's, and the VP's, Vice President, or the Associate Vice President. You can also keep at hand any optional recipients that you might want to add as a carbon copy. Without further ado, we are going to go ahead and log in to now. So, what I've done is, I've pulled up the portal, here. And once you're logged into the portal, you can go ahead and click . Once you are authenticated into , what you're going to see, is your dashboard. Now, on your dashboard, you'll notice that there's a create your signature link if this is your first time logging in to . What you can do, is go ahead and click create your signature. And you have a couple of different options to choose from. So, you can either choose a default signature that they have pre-created for you, or you can draw right in here, or if you have one ready to go, you can also upload it. So, for demo purposes, we're just going to go ahead and pick the very first one that they've created, and click create. Alright. So, once you have adopted a signature, you'll see that the create your signature has disappeared, and now you see your actual signature there. So, there are a couple of different ways that we can use the employee evaluation template. This template has been enabled in your account and can be found either by clicking new and then clicking use a template, or by clicking the templates tab, at the very top of your dashboard. Now, from the templates area, make sure that you switch to Shared with Me. This template is owned by HRM, and has been shared with MPPs. Now, just remember, that you will have to fill out a staff performance evaluation for each of your direct reports. So, first, let's go ahead and click use, and right from the start, we'll go ahead and fill out all of our recipient full names and email addresses. Now, for demo purposes, the full names are just going to be very generic. So, the manager is named just manager, and staff will just be staff. And the VP will just be Vice President, and the email can be -- again, keep in mind, these are all generic. There is a fourth recipient that is locked, and you don't have to worry about this. So, the fourth recipient is HRM. What's going to happen is, after everyone has signed, they're going to receive a copy. Now, what we're going to do, is we're going to go ahead and click advanced edit. And in this advanced editing screen, you have the ability to verify all of your recipients. And this is actually where you come, in order to add an additional recipient. So, if you want to, add another individual to receive a copy, for example, an administrative assistant to the department, this is where you can do that. Just make sure to change Needs to Sign, to Receives a Copy. That's going to be very important. Once you change this to Receives a Copy, go ahead and fill out their full name, as with the other recipients, and their Cal State LA email address. Now, in this case, we're not going to need this, so I'm going to go ahead and remove this additional optional recipient. The rest of the recipients are required, so make sure you have them at hand. So, back to the employee evaluation. This is just a template. That means, when we click view here, it's all blank. So, this isn't the one that you would send, in order to be signed. What we're going to do, is let's go ahead and close this preview. Click the more options button for the template, and then select replace. So, this is where you would have your final version of the staff employee evaluation ready to go. Make sure that it's saved somewhere, where you can easily navigate. If it was last sent via email, you might want to download it into a specific folder. For me, it's going to be my little sample that I have. Once you select it and upload it, it's going to just let you know that once you replace it, you're no longer going to see the template. It's just going to be replaced with what you upload. So, we want that, so we're going to click continue. So, it looks like it just finished uploading my final version. And instead of previewing it here, I'm actually going to click Next, and here you will see more of an interactive preview. And what I mean by that is, you see all of the information that was finalized with the employee, all the Category Ratings are there. And if you scroll a little more, you will see the actual signature areas. So, it's set up the same exact way as you would do this in person, meaning the signature of the immediate supervisor is going to be ported in, once that is sent over to the manager. So, this would be you. And then it would be sent to the employee. The employee would sign here, and so on and so forth. If you would like to see the recipient preview specifically, you can click Recipient Preview right here. and once the preview is ready, you can scroll down, and it will show you exactly what it will look like when this recipient receives it and is about to sign. What they basically end up doing is click Sign, and their signature is ported over, and then they would click Finish. And that's about it. So, we're going to go ahead and close out of the recipient preview. Just know that once you're ready, once you verified that all the information is correct, it is the correct, final version, and you've set up all your recipients, what you can do is, you can click Send. For this demo purpose, I'm just going to click Back. If you want to send now, you can click Send Now from this screen, as well. But we're going to go back to our dashboard. Let's go ahead and switch to Manage. Now, there are a couple of cool things that you could do here. You can review the Drafts from this screen, and what you're going to see here are all the different employee performance evaluations that you have already filled out. and if I would like to send them, what I can do is, I can click Continue. Verify the information one last time. Preview it. It looks good. And if I want, I can click Send Now. Now, once you send it, the remaining processes happen outside of . So, what happens is, an email is sent to all the recipients that you have filled out here, and what they do is, they click Sign within their email. And they can also check the status from there. You can check the status from your email notification that you receive. Or another good way to check the status of any of the envelopes that you've sent, is back from the managing tab, and in this case, you can switch to Waiting for Others. And since I haven't sent any envelopes yet, there isn't going to be any activity. However, we're going to switch back to our presentation. As I mentioned, you can check the status of signatures via the email notification or via the dashboard. And if you have multiple envelopes that you've sent, you will see all the required information for it, including the status, right from there. So, everything essentially happens in your dashboard. Another place that you can quickly check the status would be right from the Home screen, which is what we see when we first log in. So, you could see Waiting for Others -- it would take you straight there -- Expiring Soon, or Completed. If you've sent any envelopes, you can also go the Sent area. And with that, you are ready to send all of your employee evaluations via and have them signed by your direct reports. Finally, please remember that we are here to support you, by calling or emailing the Help Desk, and the information is right there on the screen. You can either email us at helpdesk@calstatela.edu or call us at 323-343-6170. If you would like, you can also open a ServiceNow ticket, by logging into the Portal and then clicking the ServiceNow Quick Launch icon. Thank you so much for joining us.