Who can access a signed document in Simployer One?

Who gets access to a signed document in Simployer One?

When a signing process in Simployer One is completed, these participants get access to the signed PDF automatically:

• Signing parties: People who signed the document
• Observers: People who followed the signing process without signing
• The signing process creator: The person who created and sent the signing process

Access is decided by the roles you set when you create the signing process. If someone needs the signed document, add them as a signing party or observer before you send it.

Can the target employee access a signed document in Simployer One?

Yes, if the target employee is a signing party or an observer in the signing process.

When you select a target employee, Simployer One automatically adds them as a signing party. They keep access to the signed PDF as long as they stay a signing party. If you remove the target employee as a signing party and don’t add them as an observer, they can’t access the signed PDF.

Where do signing parties and observers find a signed document in Simployer One?

Signing parties and observers can open a completed signed document in Simployer One from Shared documents. Use either path:

• Open your employee profile, select the Documents tab and then the Shared documents tab.
• Click your initials in the top-right corner, select Documents and then Shared documents.

The signed document is a read-only PDF. Signing parties and observers can view and download it but can’t make changes.

What can the signing process creator do with a signed document in Simployer One?

The person who creates a signing process in Simployer One owns the signed PDF and keeps ownership after the signing process is completed. The signing process creator can:

• Track the signing process while it’s in progress
• Access the signed document after signing is completed
• Download the signed PDF

For download steps, see: What happens when everyone has signed a document in Simployer One?

Can I give someone access to a signed document after the signing process in Simployer One?

No. You can’t add participants to a signing process in Simployer One after it has been sent, and you can’t add anyone to a completed signing process.

If the participant list is wrong and the signing process is still active, revoke it, correct the participants in the new draft and send it again. Everyone must then sign again. For more information, see: How do I change or cancel a signing process after sending it in Simployer One?

How do I make sure the right people can access a signed document in Simployer One?

Before you send a signing process in Simployer One:

• Review the participant list. Everyone who needs the signed document must be a signing party or an observer.
• Use observers for non-signers. Add HR colleagues or managers as observers if they need to follow the signing process and access the signed document without signing it.
• Keep the target employee included. If you remove the target employee as a signing party, add them as an observer if they should keep access.