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Docs and eSign

Documents that complete the workflow

Create documents from templates, sign in Locaxion, file them on the employee record, and apply retention and audit rules automatically—without another tool or email chasing.

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Employee document cards rotate slowly across three concentric rings, covering contracts, offer letters, probation acknowledgments, compensation letters, leave notifications, and termination notices, with the outer cards fading at the frame edges.

A preview cycles among four document templates: an offer letter, contract, promotion letter, and probation letter. An animated underline moves between their tabs above a placeholder eSignature row.

Generate, sign, and file

Keep every document tied to the employee record

Define each template once, merge employee data, collect signatures, and file the completed document on the record. Apply retention by document type and jurisdiction.

Standard and custom merge fields come directly from the employee record, so contracts and compensation letters are generated from the source of truth.

The eSignature workflow records signers, timestamps, IP address, and document hash under the region's standard, keeping each signed copy independently verifiable years later.

Completed documents are filed automatically on the correct employee record, without chasing email threads or searching Drive for the final PDF.

What is included

Templates, signatures, and retention automated

Templates connected to employee data

Use any standard or custom employee-record field to generate promotions, compensation letters, and contracts from the source of truth.

Auditable eSignature

Signers, timestamps, IP address, and hash are recorded under each region's eSignature standard, with an audit-ready export.

Automated retention

Set retention once by document type and jurisdiction. Locaxion then preserves or deletes documents across jurisdictions on the legally required schedule.

Preparing offer letter for Alex Morgan

From employment template · Berlin · Engineering

eSignatures

Alex Morgan

Signed · Mar 14

Maya Bennett

Awaiting signature

Filed on record for Alex Morgan

Retention: 7 years · Germany

Locaxion creates Alex Morgan's offer letter from the employment template, routes it for eSignatures from Alex Morgan and Maya Bennett—Alex has signed while Maya is awaiting signature—then files the completed document in Alex Morgan's employee record under Germany's seven-year retention policy.

Where automation pays

Replace document friction

P / 1

Generating a contract means copying a template, replacing fields, and sending.

Generate from the employee record in one click, pull merge fields from the source of truth, and start signing in the same workflow.

P / 2

Signed PDFs spread across email and Drive.

The completed PDF is filed on the employee record as soon as signing finishes, inheriting permissions so only the right people can view it.

P / 3

Retention rules reconstructed during an audit.

Retention is enforced by document type and jurisdiction, so documents are deleted when required and preserved for as long as the law requires.

Workflow comparison

Manual documents vs. Locaxion

Manual process Locaxion
Contract creation Open Word, copy a template, and replace the name, date, and salary manually. The document is generated automatically from the employee record in one click.
Signature workflow Upload to DocuSign, configure signers, and hope every field is correct. Collect signatures without leaving Locaxion.
Document storage Signed PDFs remain in a Drive folder with uncertain access controls. The signed document is filed automatically on the employee record.
Regional templates Each country and entity has a separate template maintained manually. Templates adjust automatically by country, role, and entity.
Document retention rules Retention depends on manual cleanup, calendar reminders, and audit-time uncertainty. Applicable local rules automatically determine when old documents are retained or deleted.
Document access Access controls reset whenever somebody uploads the file again. Document access inherits the person's role from the employee record.

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