Electronic Signing Of Timesheets

 

Description

The Electronic Signing module allows you to sign timesheets in the Time and Attendance module electronically.

The module enables you to eliminate paper copies and add a digital signature to a document.

Functionality

The section will teach you how to operate the module in respect to the access levels defined in the chain of approval. By following the guidelines, you will be well on your way to:

  • Sending approved timesheets to crew members for signing. For more information, see Send For E-signing

  • placing a digital signature in a timesheet. For more information, see Sign Timesheets

  • verifying and downloading processed timesheets. For more information, see View/Download Processed Timesheets.

  • Verifying whether a document is signed in Adonis Personnel Portal and available in the database. For more information, see Verify Documents

  • making corrections in submitted timesheets and sending them back to crew members for approval. For more information, see Make Corrections

To get started, log into the Adonis Crew Portal and navigate to the Electronic Signing tile:

 

Send For E-signing 

Once a timesheet document is submitted, an approver can choose to send the approved timesheet document back to a crew member for signing. As an approver, first, make sure the e-signing feature is activated (see Activate E-sign Workflow and Activate Corrections) and the default report is defined (see Define Default Report).

Now, log into the Adonis Crew Portal and navigate to Time and Attendance > Co-Workers Timesheets > Documents Workflow > Waiting for Approval:

Within the dialogue, follow the steps below:

  1. Click the Approve For Signing button in the grid for the corresponding grid record. This opens the Approve For Signing dialog:

  2. In the Comments field, enter a comment and click Confirm.

As a result, a timesheet is presented to a crew member for signing.

 

Crew members Accepting or Rejecting Timesheets

Once an approver has sent the timesheet to be approved and signed by the crew member, the crew member can sign, accept, or reject the timesheet in the Crew or Employee Portal.

To do this, a crew member must then log into the Adonis Crew Portal and navigate to Electronic Signing > Pending:

To sign a timesheet, proceed with the following steps:

  1. In the list, select the timesheet to be processed. When selected, on the screen appears the Choose action pop-up window offering two options: OPEN TO SIGN and REJECT:

     

  2. In the pop-up window, click OPEN TO SIGN to view and verify your timesheet:

     

  3. Click the ADD SIGNATURE button. In the appeared dialog, select the way for creating a signature by clicking the corresponding tab:

    • TYPE. Add a signature by typing your name.

    • DRAWHolding down the mouse button, move the cursor to draw your signature. When working on your mobile device, draw a signature in one stroke with your finger.

    • IMAGE. Upload an image by using the SELECT SIGNATURE button.
      When completed, click Apply. Clicking the button redirects you to the timesheet view.

  4. On the timesheet, simply click the space where you want to place a digital signature. Once the frame appears, resize the signature by dragging one of the corner square boxes:

  5. Click the SIGN button.

Once a timesheet document is signed, it can be processed to payroll. For more information, see Process To Payroll.

Log into the Adonis Crew Portal and navigate to Electronic Signing > Pending:

Now, follow the steps below:

  1. In the list, select the timesheet to be processed. When selected, on the screen appears the Choose action pop-up window offering two options: OPEN TO SIGN and REJECT:

  2. Choose to click REJECT. When done, the Reject dialog appears:

  3. Click the REJECT button to confirm dismissing the timesheet.

All the processed timesheets (verified and rejected) are then redirected to the Overview page. For more information, see View/Download Processed Timesheets.

To view the processed timesheets, navigate to Electronic Signing > Overview:

On the Overview page, follow the steps below:

  1. Select the timesheet which you want to view. When selected, on the screen appears the Choose action pop-up window offering the VIEW and DOWNLOAD options:

  2. In the pop-up window, click VIEW to see the details of the selected timesheet:

Besides, in the Choose action pop-up window, you can choose to download the timesheet:

Click Download to see the timesheet being downloaded to your default download location. 

 

In the module, you have the possibility to upload documents and check whether they are properly signed in Adonis Personnel Portal. To access the feature, navigate to Electronic Signing > Verify document:

 

On the page, follow the steps below:

  1. Click the Browse... button to browse your computer and select a PDF file you want to be verified.

  2. On uploading the document, click VERIFY to see the verification result.

 

 

Crew Coordinator How to Make Corrections

As a coordinator, you are entitled to make corrections in submitted timesheets and to send them back to crew members for approval.

To activate the feature, see Activate Corrections.

Housekeeping

This section enables you to perform a one-time setup of the module.

To get started, log into the Adonis Administrator Portal. When the home page appears, navigate to Configurations > Time and Attendance:

 

Activate E-sign Workflow

To activate the Electronic Signing module, first, make sure you are on the Time and Attendance Settings page. For this, log into the Adonis Administrator Portal and navigate to Configurations > Time and Attendance:

Select E-Sign on the toolbar. The following page appears on the screen:

On the page, select the following options:

  • Activate electronic signing workflow. Select the option to activate the module.

  • Approve verified timesheets. Select the option if you want to resend the verified and signed timesheets for approve. In case the option is not selected, timesheets will go directly to payroll processing.

 

Activate Corrections

Based on the permission levels, a coordinator is a person entitled to modify timesheets and send them to an affected crew member for approve. To activate the feature, log into the Adonis Administrator Portal and navigate to Configurations > Time and Attendance. On the Configuration Time And Attendance page, click Module Options on the toolbar:

In the Timecard section, select the Subordinate should approve the corrections option.

 

Define Default Report

To benefit from e-signing timesheets, you must define the default report. To do this, first, log into the Adonis Administrator Portal and navigate to Reports > Maintain Reports:

In the appeared grid, select the report to be defined by default and click Edit. Clicking the button expands the grid:

In the grid, select the Default for E-Signing checkbox.

On completing, click Save to proceed.