Odoo Recruitment - Electronic Signature
Send electronic signature requests to applicants directly from recruitment process
The Recruitment - Signature module adds electronic document signing workflow directly from the applicant list in the Recruitment module, allowing selection of one or multiple applicants and sending documents for signature right from the recruitment screen.
With support for templates with 1 or 2 signers, bulk sending to multiple applicants, automatic assignment of applicants as primary signers, and automatic transfer of signature requests to employee records when creating employees from applicants, the module makes the onboarding process fast and professional.
User Groups
User Permissions
| Group | Permissions |
|---|---|
| HR Recruitment User | Select applicants in list, open wizard to send signature documents, view signature requests related to applicants |
| HR Manager | Manage recruitment process and can be selected as Responsible for co-signing |
| Sign User | View signature requests with full Sign module interface |
Key Terminology
| Fields | Trường dữ liệu | Description |
|---|---|---|
| Signature Request | Yêu cầu ký tên | Electronic document signature request |
| Document Signature | Chữ ký tài liệu | Wizard for sending signature documents |
| Documents to sign | Tài liệu cần ký | Document templates to sign |
| Applicants | Các ứng viên | List of applicants receiving signature requests |
| Applicant Role | Vai trò của ứng viên | Signing role for applicant |
| Responsible | Người phụ trách | Second signer when template has 2 roles |
| Subject | Tiêu đề | Email subject for signature request |
| Message | Tin nhắn | Custom email content |
| Copy to | Sao chép tới | Recipients for follow-up notifications |
| Attachment | Tệp đính kèm | Files attached besides signature documents |
Signature Request States
Each signature request has its own state to track completion progress.
States
| English | Vietnamese | Meaning |
|---|---|---|
| Sent | Đã gửi | Request has been sent, waiting for one or more parties to sign |
| Signed | Đã ký | All signers have completed |
| Cancelled | Đã hủy | Request has been cancelled |
| Expired | Đã hết hạn | Deadline passed without completion |
Interface & Main Menu
This module does not create a separate app/menu but integrates into the Recruitment module and uses the Sign module for detailed tracking.
Key points
• Recruitment → Applications: Select applicants and send signature requests from Action menu
• Applicant Form: Signature Requests button displays number of signature requests
• Sign → Requests → My Requests: View my signature requests
• Sign → Requests → All Requests: View all signature requests
Document Template Requirements
Before sending signature requests, document templates must be prepared in the Sign module with specific requirements.
Mandatory Requirements
| Requirement | Details |
|---|---|
| Number of signing roles | Only supports templates with 1 or 2 signing roles |
| Applicant role | Must have one role for applicant |
| Using multiple templates | Templates must share the same applicant role |
| 2-role template | Remaining role will be handled by Responsible |
1-Signer Template
Used when only applicant signature is needed, suitable for documents like confidentiality agreements, job acceptance confirmations, personal data processing consent forms.
Steps
1. Go to Sign → Templates
2. Create new PDF template
3. Assign signature fields to 1 single role for applicant
4. Save template
2-Signer Template
Used when both applicant and HR need to sign, suitable for job offer letters, probation contracts, bilateral agreements.
Steps
1. Go to Sign → Templates
2. Create new PDF template
3. Assign signature fields to applicant role
4. Assign remaining signature fields to HR / responsible role
5. Save template
Send Signature Request to 1 Applicant
Send signature documents to a specific applicant from the applications list.
Steps
1. Go to Recruitment → Applications
2. Switch to List view
3. Check 1 applicant
4. Click Action → Signature Request
5. Select Documents to sign (one or multiple templates)
6. Fill in Applicant Role (signing role for applicant)
7. If template has 2 roles: select Responsible
8. Fill in Subject (email title), Message (custom content)
9. Add Copy to (followers) and Attachment if needed
10. Click Send to send signature request
Bulk Send to Multiple Applicants
Send the same set of signature documents to multiple applicants in one operation.
Steps
1. Go to Recruitment → Applications
2. Switch to List view
3. Check multiple applicants
4. Click Action → Signature Request
5. Wizard auto-fills Applicants field based on selected records
6. Select document templates and configure email
7. Click Send - system creates one signature request for each applicant × template pair
Wizard Fields
Wizard Information
| Field | Description | Required |
|---|---|---|
| Documents to sign | Select one or multiple document templates | Yes |
| Applicants | List of applicants receiving requests | Yes |
| Applicant Role | Signing role for applicant on all selected templates | Yes |
| Responsible | Second signer when template has 2 roles | Yes (if 2-signer template) |
| Subject | Email title, default is Signature Request | Yes |
| Copy to | Contact list for follow-up | No |
| Message | Custom email content | No |
| Attachment | Additional attached files | No |
System Processing When Sending
After clicking Send, the system performs automatic steps to create and send signature requests.
Key points
• Creates one sign.request for each pair: Applicant × Document template
• Creates signers according to configuration: 1-role template (only applicant signs), 2-role template (applicant + Responsible)
• Sends signature request email with entered Subject and Message
• Copies Attachments to each signature request
• Subscribes contacts in Copy to to signature request
• Posts notification to applicant record Chatter
Track Signature Requests from Applicant Record
View list and status of signature requests related to applicant.
Steps
1. Open applicant record
2. Click Signature Requests button in statistics button area
3. System opens list of signature requests related to applicant partner
4. Users with Sign User permission view full Sign module kanban
5. Users without Sign User permission view simplified kanban for HR workflow
Track from Sign Module
To view full progress and detailed administrative operations, use the Sign module.
Steps
1. Go to Sign → Requests → My Requests or All Requests
2. Filter by Document Name to find specific document type sent
3. Filter by Partner / Applicant name to view requests for specific applicant
4. Filter by State to view documents waiting for signature, signed, expired
5. View/download signed documents
6. Use advanced management features of Sign module
Convert Applicant to Employee
When creating employee from applicant, module automatically transfers related signature requests to employee record.
Steps
1. Open applicant record
2. Click Create Employee
3. Save new employee record
4. sign.request records related to applicant partner are linked to new employee
5. On employee record, signature request count is retained
6. No need to resend previously sent documents
Practical Tips
Key points
• Always send from applicant list (List view) as this is the standard initialization point of the module
• Use multiple templates in one send to bundle all onboarding documents before recruitment
• Design recruitment template set in Sign by document type
• Avoid mixing templates with different applicant roles in the same send
• For documents requiring HR co-signature, prepare second role clearly for easy Responsible selection
• After sending, check Signature Requests button on applicant record to confirm requests were created
• Grant Sign User permission to tracking managers if they need full Sign interface
• Check important documents are in Signed state before creating employee
• After creating employee, verify signature request count on employee record to ensure data was transferred