Working with Scrive/E-signing

Updated 1 week ago by Leigh Hutchens

E-signing is an add-on service that uses Scrive eSign module. Employment agreements can be created, signed, and distributed digitally via Quinyx. In an agreement template, it's possible to define settings relating to the distribution flow.

Setting up Scrive is joint effort. The Quinyx Application Specialist will enable Scrive, and you're responsible for configuring it in a way that's tailored to your organization.

Getting started

Scrive setup

Your Quinyx Application Specialist will perform the following to get you started:

  1. Set up a Scrive agreement for the customer.
  2. Activate the Scrive module.
  3. Configure Scrive with your company's branding.
  4. Add license periods.

Define agreement flow on agreement templates

Any type of document can be mapped to Quinyx. Most common is an employment agreement, however other types of documents can also be mapped. The document must be in pdf format. If the original is in any other format, it needs to be saved as a pdf. 

PDF mapping tags

The following fields are available for mapping:

Standard

"Date1" - Current date Y-m-:

"Date2" - Current date Y-m-d

"managerLogin", - tag that returns the full name of the logged in manager

Employee information

"badgeNo" - Employment number

"email" - Email

"cardNo" - Kortnummer

"familyName" - last name

"givenName" - first name

"sectionName" - Name of section on employee card

"costCentre" - Cost centre name

"yearOfBirth" - Year of birth, format: XXXX

"monthOfBirth" - Month of birth, format: XX

"dayOfBirth" - Day of birth, format: XX

"address1" - address, first line

"address2" - address, second line

"zip" - zip code

"city" - city

"workPlace" - name of unit

"employedDate" - Date when employment started

"category" - Staff category

"telephone" - phoneNo or cellNo

"phoneNo" - telephone number

"cellNo" - cellphone number

"nextOfKin" - Next of kin

"nextPhone" - Next of kin phone number

"legalGuardian" - legal guardian name

"legalGuardianEmail" legal guardian e-mail

"employeeInfo" - Info field

"socsecNo" - Social security number

"isOld" - true if age>67

Added all employee customer-specific additional fields to tags exported.

(setup under Tables > Additional employee fields, and then under the employee card > Additional fields to set the data)

If you have an additional field with key "x" it will be exported as the tag "x" to be used in the PDF.

If there is a conflict in key name with another exported field, e.g. "givenName", the additional field also using the key givenName is simply not exported

Employee Agreement

"agreementTempName" - Name of agreement template

"agreementStartDate" - Start date of agreement

"agreementEndDate" - End date of agreement (none if agreement does not have end date)

"agreementInfo" - Comment from the individual agreement

"salary" - Hourly salary amount (none if monthly employed)

"monthlySalary" - Monthly salary amount (none if hourly employed)

"hourly",  true if payed for working hours

"notHourly"  false if payed for working hours

"weekHours"  The same week hours as the column Hours in the agreement list (Employees -> Agreements/Availability) (changed in v322)

"weeklyAvg" -  avg. weekly working hours for full time

"levelOfEmployment" - level of employment in percentage

"agreementAdditionalFieldX" - Added agreement additional fields 1-5 (setup under Agreement -> Additional fields), exported as the tags agreementAdditionalFieldX for X = 1 .. 5

"isFullTime"  (checkbox) if employee employment level is 100%

"isPartTime"  (checkbox) if employee employment level is below 100%

"weekHoursIfPartTime"  (text string) If checkbox ifPartTime is used, this string will return the weekly hourshours

"salaryParagraph" - Outputs actual salary, followed by future planned changes (multi-line text)

"salaryParagraphFull" - Outputs your least recent salary, followed by all changes that has occurred or are planned to occur (multi-line text)

"employmentRateParagraph" - Outputs actual employment rate, followed by future planned changes (multi-line text)

"employmentRateParagraphFull" - Outputs your least recent employment rate, followed by all changes that has occurred or are planned to occur (multi-line text)

Unit Info

"unitPhoneNo", - Telefonnummer från enheten

"unitEmail", - Email adress from enheten

"companyName", - Bolagsnamn från enheten

"companyAddress", - Bolag, adress från enheten

"companyZip", - Bolag, postnummer från enheten

"companyCity", - Bolag, ort från enheten

"companyOrgNo", - Bolag, organisationsnummer från Enheten

Customer Info

"customerPhoneNo", - Telefonnummer

"customerCellNo", - Mobilnummer

"customerTelephone", - Telefonnummer eller mobilnummer om inget telefonnummer finns

"customerEmail", - Email

"customerName", # Customer name

"customerAddress1", # Customer address line 1

"customerAddress2", # Customer address line 2

"customerZip", # Customer zip

"customerCity", # Customer city

Create fields in form and field mapping

Click the Prepare Form icon:

You're now in the form editing view. In this view, you can add and change text fields and checkboxes, etc.

The boxes with, for example, “givenName” are the names of the fields that will map to Quinyx.

You can add a text field or a checkbox:

When you add a field you can give it a name. Add the tag for the Quinyx field as the name:

When you choose the field name, you can choose from the fields that already exist or create an additional employee field name.

Create additional employee fields

You can create additional fields in Quinyx in Classic. Navigate to Settings > Tables > Additional employee fields:

When you have chosen a Field type, give an explanation for the field under Tooltip. That explanation will appear for the customer like a pop-up window. 

The extra fields in Quinyx Classic will end up in an alphanumeric order, and the extra fields in Quinyx end up in the order in which they were created. 

It's also possible to add/change the tag for a field in the menu to the right:

Shortcut: Using existing fields for a new document

Your organization may want a number of different employment agreement templates to be mapped in Quinyx. It's common that customers within the same business/vertical use the same template. In these cases, it's possible to use an already mapped document and change the “underlying” document. In the Tools menu, choose Organize Pages. Choose to replace (top right corner in the picture):

Select all pages or a specific one if only one should be replaced and the other remain the same: 

Choose to replace the pages, and click OK:

The document, or specific pages, will be replaced but the mapped fields will remain. It’s possible to add more fields and re-arrange, if needed. 

Final steps

When you've created and mapped all fields save the document. Upload the document in Quinyx under Settings > Forms > Add new:

Choose a name for the document. This is the name it will have within the Quinyx GUI:

Click here to read more about using e-signing in agreement templates and here to read about using e-signing for individual employees.

Frequently Asked Questions

Q: Can a customer map their own contract?

A: Yes, customers can map their own contracts.

Q: When signing with BankID can the workflow be set so that only one person in the workflow has to use it?

A: No, if BankID is configured on the contract, everyone on the workflow must sign with BankID.

Q: Am I able to pull contracts through an API?

A: This is not currently possible.

Q: Is it possible to get an overview of the contracts not signed?

A: This is not currently possible.

Q: How does it work when a customer has used all of the signing they have in a period. Is there a warning?

A: No warning is produced and there is no limit to how many you can use, however, you will be invoiced for any agreements above what was agreed in the contract with Quinyx.

Q: Do I set the language in Quinyx or Scrive?

A: You configure languages in Scrive.

Q: When a signed contract is signed by all signees a confirmation is sent to the recipients. Is is possible to inactive the confirmation email?

A: No, this is not possible. All recipients will receive a confirmation email.

Q: When employment has ended, why don't I see the agreement?

A: If you activate the employee you can see the agreement again.

Q: Do we have ways of hiding salary cost in Scrive?

A: No this is not possible since this is a contract an employee signs with the agreed salary.

Is it possible to have an upcoming employment rate/salary in the Scrive contract?

Q: Are contracts stored in Scrive or in Quinyx?

A: Contracts are stored in Scrive and fetched on demand in Quinyx.

Q: How do I set the workflow of the e-signing?

A: You can customize the e-signing workflow under Account settings > Agreements > Agreement templates > Agreement > E-signing. Read more about setting up the e-signing workflow here.

Q: Why do I receive an error message when I initiate the e-signing process?

A: Read more about Scrive HTTP status codes that indicate the success or failure of an API request here.


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