Signing contracts online. Why HR needs a digital document workflow

Digital transformation in HR departments is no longer a trend — it’s a necessity. With remote work, distributed teams, and rising candidate expectations, traditional paper-based document workflows simply no longer hold up.

From this article, you will learn:

• why HR needs an electronic document workflow
• how to get started with an electronic document workflow in HR
• which HR documents require a qualified electronic signature
• how to send documents for online signing
• how simple it is to sign contracts online

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Why does HR need a digital document workflow?

Day-to-day HR work involves dozens of documents: contracts, amendments, requests, certificates. In a traditional, paper-based model, this means printing, signing, scanning, and archiving. A digital document workflow simplifies this process, letting you run it entirely online. Switching to digital documents is one of the simplest ways to streamline the work of an HR department. Signing contracts online doesn’t just eliminate paper — it also speeds up processes, simplifies formalities for employees, and gives you greater control over documentation. This matters especially in recruitment, where speed of response often determines whether you land the best candidate.

Onboarding can look completely different too. More organized, automated, and welcoming for the new employee. By improving first impressions of the company, it significantly reduces stress in the early days on the job. For companies, that’s a real competitive edge. For HR departments, a digital document workflow is a tool that makes everyday work easier.

Key benefits of a digital document workflow in HR processes

• cuts document signing time from days down to minutes
• eliminates the need for in-person meetings with candidates or employees
• keeps documentation organized and easily accessible
• lowers the risk of errors and lost documents
• speeds up the move from recruitment to signed contract
• reduces administrative work
• adds greater operational flexibility

A digital document workflow requires an online electronic signature

The use of online electronic signatures in HR is governed by

• Regulation (EU) No 910/2014 of the European Parliament and of the Council (eIDAS) on electronic identification and trust services
• the Polish Act of September 5, 2016 on Trust Services and Electronic Identification

Under eIDAS, a qualified electronic signature carries the same legal validity as a handwritten signature throughout the European Union.

This means a qualified electronic signature

• can be used in employee documentation (e.g., employment contracts, amendments, work regulations, GDPR consents, NDAs)
• ensures the integrity and authenticity of documents
• is fully recognized under labor law and EU regulations

For HR departments, using a qualified electronic signature ensures full legal compliance, secure document workflows, and elimination of formal risk.

Documents and contracts that require a qualified electronic signature

In many cases, a signature with full legal validity is required. This applies to:

• employment contracts
• contracts of mandate and contracts for specific work
• non-compete agreements
• employment contract terminations
• certificates of employment
• referrals for occupational medical exams
• documentation in electronic personnel files

A qualified electronic signature is the digital equivalent of a handwritten signature. It allows documents to be signed fully remotely while remaining legally binding. In practice, this means an electronically signed document carries the same legal validity as its paper counterpart.

Documents that don’t require a qualified electronic signature

Not all documents require a qualified signature — for many, a simpler form of confirmation is enough. Examples of internal documents that don’t require a qualified electronic signature:

• leave requests
• time tracking records
• internal policies and job descriptions
• payrolls

In these cases, a so-called simple electronic signature is used, which significantly speeds up processes and improves convenience for employees.

Digital document workflows in HR — where to start?  

Setting up a digital document workflow no longer requires expensive, complicated IT tools.

What’s more, some solutions combine digital document workflow management with

• online electronic signatures
• online contract signing
• electronic signatures for employees
• sending documents out for signature online

As a result, documents don’t just reach everyone involved in the process — they’re also signed electronically right away. This is exactly what CertumSign. offers — it’s not just a signing tool, but a platform for managing an organization’s entire document workflow.

Types of e-signatures available in CertumSign

The CertumSign digital document workflow platform offers various signature types that can be matched to the document and process at hand:

• qualified electronic signature (QES) — for documents requiring full legal validity
• advanced electronic signature (AES) — for internal documents and processes that don’t require a qualified signature
• simple electronic signature — a code sent by SMS or email

This means HR doesn’t have to rely on a single solution for everything, and can flexibly match the security level to the situation at hand.

CertumSign lets you issue a one-time qualified signature to someone without their own e-signature, for use in that specific transaction. This solves the problem of employees or candidates who don’t have an electronic signature of their own.

Recruitment, onboarding, and online contract signing

Hiring no longer has to mean printing documents and scheduling in-person meetings. With CertumSign, you can sign contracts online before the new hire even sets foot in the office.

This means:

• faster closing of recruitment processes
• less paperwork for HR
• a better candidate experience right from the onboarding stage

B2B contracts, documents, and letters of intent

Working with contractors and freelancers calls for efficient processes. CertumSign makes it possible to sign B2B contracts and letters of intent quickly, without requiring the parties to be physically present. This lets the organization respond to business needs almost instantly, without administrative delays.

Remote recruitment and employees abroad (eIDAS across the EU) 

In an era of distributed work and international teams, electronic signatures have become a key part of HR. eIDAS regulations make it possible to sign documents legally anywhere in the European Union. This means recruiting employees from other countries can happen fully remotely, without geographic or formal barriers.

How does online contract signing work in CertumSign?

The document signing process in CertumSign — step by step

• Preparation — upload a PDF document to the platform
• Assignment — choose the people who need to sign the document
• Signing — select the appropriate signature type and sign the document
• Verification — the platform verifies the signature

Everything happens online, with no printing, scanning, or physical document handling.

Individual plans vs. organization plans

The CertumSign platform can be used by individual users as well as entire HR teams. Depending on your needs, both individual solutions and extensive organization-wide plans are available.

Organization plans make it possible to:

• manage users and their roles
• control access to documents
• set how many days a given person has to sign
• automate signature settings
• reduce mistakes
• collaborate on the document workflow

Organization plans also let you create process templates that make it easy to assign documents to specific recipients and keep the entire workflow organized. You can also specify which type of signature is required for a given template and set a consistent document approval process. All of this is supported by an intuitive, user-friendly interface that makes work easier for both HR teams and other users across the organization. This helps keep processes organized and reduces documentation chaos.

Signature verification and qualified validation

Every signature made in CertumSign can be verified for document authenticity and integrity. This gives the organization confidence that documents comply with applicable standards and regulations.

Secure electronic signatures — data protection and GDPR compliance

Data security is critical in HR. CertumSign ensures document security and compliance with applicable personal data protection regulations, including GDPR.

This means:

• control over document access
• protection against unauthorized changes
• compliance with legal requirements
• secure storage of employee data

Digital document workflows as the new standard in HR

Platforms like CertumSign make it possible to move HR processes online — securely and in compliance with the law. This lets HR operate faster, more efficiently, and with greater flexibility — exactly what today’s businesses require.

Implementing an online document signing platform makes it possible to digitize virtually the entire HR spectrum, from hiring through employee support to offboarding.

With CertumSign, all documents can be signed remotely, with no need for meetings or mailing paper copies. This is especially useful when hiring employees from other cities or countries.

Digital document signing tools are no longer a nice-to-have — they’re becoming the standard in modern HR departments. CertumSign supports key HR processes, whether they involve recruitment, B2B cooperation, or remote work.

A platform for digital document workflows and secure online document signing, built for HR and personnel departments.

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