General
What is Box Sign for Workday?
Box Sign for Workday enables organizations to send, sign, and track electronic signature requests directly from Workday using Box Sign. Signature requests can be initiated manually using Workday tasks or automatically as part of configured Workday Business Processes. Box Sign for Workday enables senders to distribute documents, recipients to sign within Workday, and administrators to monitor workflows—all while Box stores the master copy and associated Signing Logs.
Who can use this integration?
You must have Workday Core HCM SKU and a Box plan that includes Box Sign. Organizations must request and install the Box Sign for Workday application from the Workday Marketplace.
Enterprise Plus and Enterprise Advanced customers receive unlimited signature requests at no additional cost.
Business, Business Plus, and Enterprise customers receive a limited number of complimentary signature requests. Contact your Box account manager for details.
Sending documents
How do I send documents for signature in Workday using Box Sign?
Use the Distribute Documents with Box Sign task in Workday. Select one or multiple documents and assign them to individual recipients, specific organizations, or teams. Recipients will receive a Workday task to review and sign the document in Box Sign.
Can I use Box Sign in Workday Business Processes?
Yes. Workday administrators can configure Box Sign as part of a Workday Business Process so that signature requests are automatically generated when the process reaches the configured signing step.
If you would like to use Box Sign in a Business Process, contact your Workday administrator and ensure the Business Process has been configured according to the admin configuration guide.
What is the difference between “Distribute Documents with Box Sign” and “Distribute Documents with Box Sign in Batch” Workday tasks?
Distribute Documents with Box Sign: Use this task when you want to send one or multiple documents for e‑signature in scenarios where all selected recipients are signing the same document(s).
Typical use cases include:
One user needs to sign one or multiple documents (for example, a promotion letter plus a policy acknowledgment).
Multiple users (up to the allowed recipient limit) need to sign the same document (for example, both the employer and the employee to an employment contract need to sign)
Distribute Documents with Box Sign in Batch: Use this task when you want to distribute one document to many recipients so that each person receives their own copy to sign. Batch Send supports up to 1,000 recipients per request.
Typical use cases include:
Sending a standard policy acknowledgment where each employee signs their own copy
Annual compliance or regulatory documents that must be signed individually and require no other signature
Can I pre-populate fields in Box Sign documents from Workday data?
It depends on how the signature request is created.
Manual signature requests: No. When using the Distribute Documents with Box Sign or Distribute Documents with Box Sign in Batch tasks, Workday data does not automatically populate document fields. Required fields, including signature fields, must already be configured in the Box Sign document or template.
Business Process signature requests: Yes. If your Workday administrator has configured Box Sign as part of a Business Process, document fields can be automatically populated using data from the Business Process before recipients review the document.
How does Box Sign know which template to use in a Business Process?
The template is determined by the Workday Business Process configuration. Depending on how your administrator has configured the process, different Box Sign templates can be used based on Business Process conditions.
Can I cancel a signature request after it has been sent?
No. Signature requests cannot be canceled from Workday once distributed. To cancel a request, you must log in to Box Sign and cancel it from there. For batch requests, each individual signature request must be canceled separately.
How many recipients does the Distribute Documents with Box Sign in Batch task support?
You can distribute the Batch Send via Workday to a maximum of 1,000 recipients per one Batch Send request.
Signing documents
How do recipients sign documents?
Recipients receive a Review Documents with Box Sign task in Workday, whether the signature request was created manually or automatically through a configured Business Process. Opening the task launches the document in Box Sign, where recipients can review, sign, or decline the document. Signature status is reflected in Workday after the request is completed.
What if the Box Sign link shows “Invalid link”?
This may occur if:
Signing order is enabled and a previous recipient has not completed their signature.
The signature request has been canceled or expired. Contact your organization administrator for more details.
Where are signed documents stored?
Signed copies are attached to the recipient’s Personal Documents in Workday. Box stores the master copy, Signing Logs, and version history.
Please note that Box Governance and Zones won't apply to the Workday copies of documents.
Can I access the latest version of signed documents and full Signing Logs?
Yes. Workday stores a local copy of the signed documents for your reference. The Signing Logs and master copy of the signed documents are available in your Box account.