Contract Lock Electronic Signature Customer Case

Customer Profile: Johnson&Johnson was founded in 1886 and is one of the most comprehensive and widely distributed medical and health enterprises in the world. Its business covers three major fields: medical equipment, pharmaceuticals, and consumer goods. Headquartered in New Brunswick, New Jersey, USA, with over 260 operating companies in 60 countries and regions worldwide, employing over 130000 people worldwide, and generating a total revenue of $94.943 billion in 2022. Johnson&Johnson China "refers to all wholly-owned enterprises of Johnson&Johnson in China. Johnson&Johnson produces and sells products in multiple fields, including nursing products, pharmaceutical products, medical equipment, and diagnostic product markets. It owns many well-known brands such as Johnson&Johnson Baby, Neutrogena, Kelingkeli, Jiaoshuang, Bondi, Dakning, Tenno, etc. Requirement analysis: In 2021, Johnson&Johnson China signed and renewed over 20000 labor contract related documents, including 5 full-time HR specialists responsible for the preparation, stamping, signing, and archiving of labor contract related documents. Solution: Mainly focusing on the signing needs of labor contracts, letters, forms and other documents related to the entry and renewal of Johnson&Johnson China employees, we will build a personnel electronic signature platform throughout China to promote paperless personnel.
Application scenario:
Johnson&Johnson China has independently deployed a contract lock privatization electronic signature system, which integrates with the company's existing file management system and connects with the CRM system to achieve online signing and automatic archiving of labor contract related documents and employee onboarding materials.
Johnson&Johnson China "New Labor Contract Signing" Integrated Signing Scenario:

Johnson&Johnson China "Renewal of Labor Contract" Integrated Signing Scenario:
Scenario: Application Scenario for New Labor Contract Signing
1. Onboarding Information Management
Johnson&Johnson China needs to approve the candidate's onboarding information before entering the signing stage during the process of signing a new labor contract. This type of data has a large volume, and if we rely solely on HR to manually import and set approvers one by one, the workload will be heavy and cumbersome, requiring a lot of time and effort. In order to improve efficiency, the contract lock supports "intelligent import" of candidate onboarding data, batch setting of data approvers, and batch import of labor contract attachment files (job descriptions, occupational hazard notices, etc.).

> Detailed scenario:
① Quickly import candidate onboarding information using Excel smart forms, including name, email, contact information, onboarding department, and other data, without the need to manually import them one by one.
② Batch check the imported candidate onboarding data to set approvers and initiate approvals in batches, saving the trouble of manually selecting one by one.
③ Batch upload the required attachment materials for labor contracts, and automatically associate them with the labor contracts through templates when initiating contract signing.
2. Approval of onboarding information
Email notification approval: The system automatically notifies the approver of the initiated onboarding approval process via email. You can quickly log in to the HR electronic signature platform through the link in the email, view onboarding information and contract data, and complete the approval online.
Quick approval of data and contracts: Approvers can log in to the HR electronic signature platform through email links to obtain onboarding approval tasks, preview contracts online, and batch approve to improve efficiency.
3. Management of labor contract seals
Contract signing initiation: After the employment approval is completed, the relevant person in charge can log in to the system and check the contract data to be signed on the contract seal page. Batch check and start signing with one click. The system synchronously sends an email with a signing notification to the signatory.
Online filling and signing of contracts: The signatory can open the pending document to fill in the contract parameters online, add electronic signatures, and complete the contract signing.
4. Signing of Employment Information Correction Letter
Employee online signature date correction letter: After HR initiates a date change, the system automatically generates a "letter to change the date of entry" and signing process through an electronic template, and notifies the employee via email; Employees can log in to the contract lock electronic signature platform through the link in the email to view the pending documents, set up signatures online, and complete the signing process.
Online download of signed documents: After the date change document is signed, employees will be notified via email to download and use it anytime, anywhere.
5. Signing of Information Registration Form
Batch initiation of information registration: In the employee onboarding information registration stage, the responsible person can log in and use the contract lock to batch check personnel information and initiate information registration with one click on the corresponding page.
After initiating the information registration, use the contract lock HTML template to quickly generate the information registration form file, create the signing process, and notify employees via email to sign.
Employees fill out forms online and sign to confirm: After the information registration process is initiated, the system automatically sends an email notification to employees. Employees can log in to the contract lock platform through the link in the email, fill in the registration form information online, and set their signature to efficiently complete the information registration. The data will be automatically returned to Johnson&Johnson China personnel electronic signature system for archiving.
Employee electronic signature confirmation registration form information: After the employee fills in and completes the information registration online, they can call the contract lock electronic signature page to set the electronic signature, one click location, add signature information, and complete the registration form information confirmation.
6. Contract file archiving
Batch archiving of data to the archive system: After all materials are signed, the data automatically enters the archiving process, and the person in charge can open the corresponding portal to view the archived data. After manually maintaining employee ID data, the data can be selected and archived in batches, and the data will be automatically synchronized to the archive management system.
7. Renewal of labor contract
Initiate the renewal contract signing process: After HR imports the renewal contract data and completes the information approval management, the signed information automatically enters the stamping process, and the renewal contract signing process can be initiated with one click through batch signing operation..
Johnson&Johnson China Batch Stamping: After employees sign, an internal signature process is automatically generated. Relevant personnel can log in to the information system to view the pending signature information, stamp through batch operations, or return for re signing.
Call the electronic signature page for online stamping: During the contract signing process, Johnson&Johnson China can also directly call the contract lock electronic signature page through the interface to lock the signing location online, add the enterprise personnel contract special electronic seal with one click, and complete the signing.
Application value:
Establish a personnel specific electronic signature platform, providing electronic templates, batch signatures, and other applications around onboarding, labor contract signing, renewal, and other work to improve personnel signing efficiency.
Establish an online authorization signing environment to ensure that personnel documents are approved and business turnover is driven by processes. Ensure that information approval, registration, revision, and signing are compliant and traceable in new and renewed contracts. Since its launch, Johnson&Johnson China has completed the signing of over 5000 documents, eliminating the need for paper document drafting, printing, mailing, manual archiving, and releasing a significant amount of costs.
Establish a private personnel e-sign platform, expand various signing applications for J&J China's personnel business signing needs, dock with the file system, and achieve paperless signing and archiving of personnel documents throughout the process.