Electronic Signature Module

Integrated signatures. Documents that remain under control.

Sigmia’s Electronic Signature module supports the signing of contracts, letters and individual documents, as well as campaigns involving hundreds of employees, without moving documents outside the HRIS.

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The Challenges

When documents move between systems, tracking becomes fragmented

Transferring a confidential document to a separate platform increases handling, access points and integrations. Teams must then reconcile signatures with employee records.

Without the module

  • Documents are exported to a separate tool

  • Information is copied or synchronized

  • Individual documents and campaigns are tracked separately

  • Reminders rely on several interfaces

  • Signed documents must be refiled

With the module

  • Documents remain in the Sigmia HRIS

  • Authorized information populates documents

  • Individual and group signatures are centralized

  • Reminders and statuses are tracked in one place

  • Evidence is attached to the appropriate records
Key Features

Six capabilities to manage signatures within your HRIS

The module covers preparation, delivery, authentication, signature, tracking, evidence and storage within the same Sigmia environment.

See the module in action
  • 01

    Individual documents

    Have employment contracts, letters, agreements, certificates and forms signed directly from your HR processes.

  • 02

    Group campaigns

    Distribute policies, charters or safety documents to hundreds of employees within a single campaign.

  • 03

    Native HRIS integration

    Use HR Database information to prepare documents, select populations and archive each signed version.

  • 04

    Authentication and integrity

    Associate secure links, identity verification, timestamps and document-integrity controls with the signature process.

  • 05

    Tracking and reminders

    View documents that are being prepared, awaiting signature, signed or expired, then organize individual or group reminders.

  • 06

    Evidence and security

    Generate evidence, then retain documents and backups within Sigmia’s secure environment.

From the HR document to the evidence record, without switching systems

See how HR Database information populates a contract, how the link and authentication are managed, and how the signed document and its evidence are archived in the record.
Integrated AI

Assistance for tracking your signature processes

Sigmia AI helps authorized teams find documents and understand process status. Signatures, approvals and security choices remain governed by the organization.

  • Find the status of an individual document
  • Summarize the progress of a campaign
  • Identify outstanding signatures and reminders
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“There is so much we can do with Sigmia. The software has enormous potential, and we have only scratched the surface of what it can offer. In reality, the only limit is us.”
Director of Human Resources Artopex
Administrative Management Suite

Make signatures part of a continuous administrative journey

Electronic Signature uses HR Database information and access rights. It can be initiated from a request without moving the document outside Sigmia.

View the complete suite

  • 01

    HR Database

    Populate documents with authorized information and archive them in the corresponding records.

  • 02

    Shared Services Centre

    Initiate a signature when a request requires an authorization or commitment.

  • 03

    Expense Management

    Have employees sign expense policies and related commitments.

  • 04

    Payroll Processing

    Govern the signing of authorizations and documents associated with changes that affect payroll.

Frequently Asked Questions

Everything you need to know about Electronic Signature

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The module can be used for employment contracts, letters, agreements, certificates, forms, internal policies and safety charters.
The selected process must reflect the nature and level of risk associated with the document.

An electronic document may have legal value when its integrity is maintained and the connection with the individuals concerned can be established.
The organization remains responsible for determining the requirements applicable to each document.

No. Employees, managers, candidates or partners can sign through a secure link using the selected authentication mechanism.

No. The document remains managed in Sigmia throughout preparation, link delivery, authentication, timestamping, evidence generation, archiving and backup.

Access is governed according to organizational permissions. Sigmia’s hosting infrastructure is ISO 27001 certified and covered by a SOC 2 Type II report.
Retention periods must be defined according to the organization’s obligations and applicable privacy principles.

The dashboard displays overall progress and the status of each recipient.
Teams can identify signed, pending or expired requests and initiate the required reminders.

Keep your documents and signatures in the same HRIS

Request a demo Explore the Administrative Management suite