For signatories, Adobe Sign is intuitive. They simply click a link in an email to view and sign the document. Adobe Sign automatically forwards the document to the next signatory and once everyone has signed, Adobe Sign sends all parties a clean copy of the document with everyone’s signatures.
For staff sending the Adobe Sign document, managing the document workflow is also extremely easy. The Adobe Sign dashboard shows all documents out for signature and the status of each. Built-in reminders help reduce delays by automatically alerting staff when signatures are delayed.
“The visibility that Adobe Sign provides into the document journey improves auditability, which is a huge benefit for us,” says Krishnan. “But the productivity benefits are also huge. By taking away manual tasks, we give our staff more time to spend on other priority activities to keep the college running smoothly for faculty and students.”
Seneca College works with many contract staff, including faculty, counselors, librarians and other academic staff. The college generates more than 12,000 of these contracts annually. Typically, staff output a contract created in PeopleSoft Human Capital Management (HCM) as a PDF file. Staff then email individual contracts to each employee, who would then need to print the PDF, sign the contract, scan the document and email it back to HR.
Seneca College will soon streamline the contract workflow dramatically when it rolls out integration between Adobe Sign and PeopleSoft HCM. In this new integrated workflow, staff will generate and send a copy of the contract directly through PeopleSoft HCM. Adobe Sign will automatically create signature fields and use the PeopleSoft record to send the contract to the correct email. This will reduce the process of preparing and emailing contracts from minutes to seconds. Employees can quickly sign and return contracts without delay. Once returned, the workflow will automatically send the signed document to all parties, including human resources, which can immediately start payroll processing.
“Using Adobe Sign in the hiring process promises to improve experiences on several levels,” says Krishnan. “We can obtain approval for recruitment listings and send offer letters faster. The integration with Oracle PeopleSoft HCM will allow us to send contracts quickly while dramatically reducing employee effort. All of this helps us to give a great first impression when we’re trying to recruit talented staff.”