Signatures: Administrator Area

This article explains how the administrator can send documents for electronic signature in mySilae Entreprise.

The topics covered are as follows:

• Sending documents for signature via the standard process (customisable signbook)
• Quickly signing exit documents via quick send mode
• Tracking, resending, editing or cancelling a signbook

• The electronic signature options depend on the settings applied to the folder. For more information, contact the payroll manager.

From the Signatures menu, the administrator can send documents for electronic signature, known as signbooks.

This feature centralises the management, tracking and validation of documents requiring a legally valid and secure signature.

The documents that can be sent for electronic signature are:

Exit documents

• All accounts balance
• Work certificate
• Rematerialized employer certificate (after being sent by France Travail)
• Solidarity day certificate

Documents from the DMS

• All documents stored in the mySilae Paie DMS

Other documents

• Documents imported from the administrator’s computer
• AEM
• Employment certificate
• Activity income

Current signbooks tab:

• Contains all signbooks for which signatures are pending and whose expiration date is in the future.

Completed signbooks tab:

• Groups together signbooks for which all signatures have been completed and whose expiration date has passed.

• Up to five recipients can be added.
• The administrator who created the signbook appears in the quick-access list for selection.
• Consultants can be added (people who can only view and download the document, without signing it).
• Recipients can be:
  • Employees (provided a date of birth is entered in their record)
  • Folder contacts (provided a date of birth is entered in their record)
  • External contacts (who receive their signature codes by SMS)

• A signatory’s email address can be edited by clicking ✏️.

  

• If the administrator who created the signbook is the first signatory, they can sign immediately after the signbook has been created.

(limit of 10 documents per send)

• Choose the documents to be signed or downloaded.
• You can filter by linkage or document type.

• Click Add one or more files to import documents from your computer.

  

For each document, you can:

• Choose the signature mode (sequential by default):
  • Sequential: each signatory is notified only when the previous signatory has signed. By clicking the ▲ ▼ arrows displayed on the signatory’s order number, you can change that signatory’s position in the sequence.
  • Simultaneous: all signatories are invited to sign at the same time. 🆕
• Position the signature areas for each signatory
• Add text anywhere in the document 🆕
  • The mention is limited to a maximum of 80 characters.
    • The Mention entered by the signatory option determines who enters the mention:
      • Option unchecked (default): the mention is set by the creator and appears as entered in the document.
      • Option checked: the signatory enters the mention themselves before signing.

• Add initials, which can be positioned freely (particularly vertically)

  

• Click the Allow signature refusal button to give signatories the right to refuse to sign the document

  

• Enter a signbook name and define the sending settings:
  • The validity period of the signature link
  • The frequency of automatic reminders 🆕

• (Optional) Add a comment: it will appear on the signature page after the signatory’s date of birth has been entered.

  

  The Recipients section displays a summary of the people selected:

  • Signatory recipients
  • Recipients with viewing access

• If the signbook creator is the first signatory, they must sign immediately after the signbook has been created by checking the “I agree that my signature will be completed...” box.

  Checking this box is mandatory. It helps strengthen compliance with the electronic signature process and ensures that a complete proof file is created.

  

• When clicking Send the signbook, if the signbook creator is also the first signatory, they must enter their mobile phone number to receive the signature code by SMS, enabling them to sign and electronically certify the document 🆕

  

 

If the signbook creator does not complete their signature after receiving the signature code, the signbook will appear on their dashboard with the status To sign. They can then resume the signing process at any time and complete their electronic signature.

Once all signatures have been completed:

• 📧 A confirmation email is sent to all recipients
• 📥 The signed documents can be downloaded via the secure link and are also directly accessible in mySilae Entreprise
• If e-Doc is enabled, an icon is displayed to indicate that the documents have been deposited in the vault (only applicable to exit documents)

▫️Accessing signed documents

• Administrator:
  • From the employee file → Documents tab (if the employee is a recipient)
  • From the Other documents menu (if no employee is a recipient)
• Employee:
  • From their personal area → Other documents menu

The administrator can track the progress of signatures directly from the signbooks.

For each recipient, a confirmation is displayed as soon as the document is signed (signature date and time).

This makes it easy to identify people who are still pending and, if necessary, send a targeted reminder.

If no action is required from the recipient, a check appears automatically after the email has been sent.

▫️Downloading the proof file 🆕

The proof file provides a complete record of the signature process history. It can be downloaded in the event of a dispute to serve as legal proof.

It is accessible to:

• The creator of the signbook
• Administrators with access to the dashboard

1. Open the Current signbooks tab
2. Select the relevant signbook
3. Click ⋮

4. Select Resend the signbook

   

1. Open the Completed signbooks tab
2. Select the expired signbook
3. Click the three ⋮ dots

4. Select Extend signbook

   

1. Select the relevant signbook
2. Click the three ⋮ dots
3. Select Cancel signature

Quick send mode enables exit documents for employees to be signed quickly, without advanced configuration of the signature areas.
This feature is particularly suited to companies managing a high volume of short-term contracts.

👉 This is a complementary solution to the standard electronic signature process, which remains available if you wish to:

• add text fields
• position initials
• or customise the signature locations

The exit documents that can be sent in quick send mode are:

• All accounts balance
• Work certificate
• Rematerialized employer certificate (after being sent by France Travail)
• Solidarity day certificate

In the employee list:

1. Click the three dots “⋮” to the right of the relevant employee

2. Click Sign leaving documents

   

3. A window opens with the documents made available by the payroll manager:

   • Final payslip and settlement statement
   • Employment certificate
   • AER
   • Solidarity day certificate

   Select the leaving documents

1. Check the employee’s email address
2. Select the duration for sharing the signature link and the frequency of automatic reminders
3. The administrator can sign immediately after the signature folder has been created by ticking the “I agree for my signature to be...” box

4. Click Send for signature

   

Once the documents have been sent, the signature folder is automatically accessible from the Signatures menu, allowing the administrator to track its progress.

 

🆕 If the e-Doc vault and automatic deposit of signed leaving documents in the vault have been configured by the payroll manager, the administrator can also see whether the signed leaving documents have been deposited in the employee’s eDocPerso vault.