Introduction

In today’s fast-paced digital workplace, collecting approvals and maintaining signed records manually can slow down HR processes and create unnecessary dependencies. With digital transformation becoming essential, organizations now prefer secure and efficient ways to capture employee or candidate consent directly within the system.

uKnowva HRMS simplifies this by allowing you to enable digital signatures within profile fields. This feature helps you collect signatures seamlessly during critical processes such as recruitment, onboarding, payroll approvals, compliance documentation, and more. Instead of relying on external tools or paperwork, you can manage everything within a single platform.

In this article, you will learn how to create a custom profile field specifically for digital signatures and how to enable and use it across different modules. To help you understand better, we will also walk through one example of using it within the recruitment module.

Step 1: Understand the Prerequisites for Creating Custom Profile Fields

Before enabling digital signatures, you must first create a custom profile field in your system. If you are not familiar with this process, you can refer to the official tutorial available here.

This step ensures that you already have a basic understanding of how profile fields work within uKnowva HRMS.

Step 2: Navigate to the Configuration Panel

To begin the process, go to the top-right corner of your screen and click on your profile icon.

This action opens a drop-down menu where you can access various settings. From this list, select the uKnowva Configuration option.

Once you enter the configuration page, look at the left-hand side panel where different administrative menus are available. From here, select the Profile Field Manager option.

This section displays all the existing profile fields configured in your system and allows you to create or modify them.

Step 3: Create a New Profile Field for Digital Signature

Now that you are inside the Profile Field Manager, click on the plus (+) icon to create a new profile field.

This action opens a pop-up window where you can define the field details.

Start by selecting the appropriate category, such as “User,” depending on where you want this field to be used. Then enter a suitable name for the field, for example, “Digital Signature.” After that, select the field type as “Single Attachment,” since this will allow users to upload their signature.

Next, choose the group where you want this field to appear, such as “Basic Information.” As you proceed, configure additional settings like making the field unique if required, marking it as published, and searchable based on your use case.

You should also define visibility settings by selecting who can view the field. It is recommended to allow visibility to all relevant users; otherwise, the signature will not open for other users. Then configure the access level and ensure that the field is editable by both the user and the admin for flexibility.

Now comes the most important part. In the signature configuration section, select the type of signature you want to allow. You can choose from options such as file-only upload, sign and file upload, or sign-only input, depending on your business requirements. You can also define the color of the signature by entering a color name or a hex code.

In the Please select file types you want to allow field, select the required image file types, such as PNG, JPEG, JPG, etc. Ensure that only these formats are permitted and avoid adding other file types like PDF, DOC, etc., even if they appear in the allowed list.

Once all the details are filled in, click on the save button to create the digital signature field.

Step 4: Enable the Digital Signature Field in Any Module (Example: Recruitment)

After creating the field, the next step is to enable it in the module where you want to use it. This step may vary depending on your use case.

For example, if you want to use the digital signature field in the recruitment module, you can configure it through the Apps Manager. To do this, go to the left-side menu in the configuration panel and click on Apps Manager.

In the Apps Manager, locate the Recruitment Engine application.

Click on it to open its configuration settings.

Inside this section, find the option labeled “Which Candidate Profile Fields Should Be Displayed for Filling Out on the Details Page?”

From the available list of fields, select the digital signature field that you created.

Once selected, click on the save button to apply the changes.

Similarly, you can enable this field in other modules based on your requirements, such as onboarding, payroll, or compliance workflows.

Step 5: Use Digital Signature Field Across Different Modules

Once you create the digital signature profile field, you can use it across multiple areas in the system based on your requirements. For example, you can add this field to pages like Edit Profile, KYC forms, onboarding pages, or even letter templates.

This flexibility allows you to capture signatures at different stages of the employee lifecycle, such as during recruitment for offer acceptance, and onboarding for documentation. Instead of handling physical paperwork, you can manage everything digitally within the system, ensuring accuracy and secure record-keeping.

To understand this better, let’s take one example from the recruitment module and see how you can add the digital signature field to the candidate edit profile page.

Step 6: Add Digital Signature Profile Field in Candidate Edit Profile

Once you enable the digital signature field in the recruitment module, you can use it in the candidate edit profile to capture signatures.

Go to the left-hand navigation panel and click on Recruitment, then select My Applicants.

From the list, locate a candidate and click on their name to open their profile.

Inside the profile, click on the three-dot menu and select “Edit Profile Information.”

This opens the update page, where details are organized into different tabs.

Within these tabs, you will find the digital signature field that you created earlier.

Here, you can either draw the signature directly or upload a signature file, depending on the configuration selected.

After entering the signature, click on the save button to save it.

This same approach can be followed in other modules wherever the digital signature field is enabled.

Conclusion

That’s it!

You’ve now successfully learned how to create and enable a digital signature field in uKnowva HRMS.

By following this process, you can ensure that signatures are captured digitally and stored securely within employee or candidate profiles.

If you have any questions or need additional support, feel free to contact us at This email address is being protected from spambots. You need JavaScript enabled to view it..