A new hire in the Aleppo branch is waiting for their contract while their manager sits in Damascus. A warning gets printed, sent, and lost on the way. A clearance form makes the rounds of five offices. E-signature inside your HR system cuts all of this short: the paper reaches whoever has to sign it, they sign from their phone, and a signed copy comes back to you.
1. What you can sign in Diwan
- Employee papers: the employment contract, warnings and the final release.
- Job offers: the candidate accepts on the offer page with a one-time code sent to their registered email or phone, and a signature certificate is attached to the offer.
- Official letters: such as an employment certificate or a salary letter.
- Custody and exit: asset receipt forms and clearance certificates.
- Any PDF you upload: meeting minutes, goods received, an internal approval.
Your company decides which kinds of papers go out for e-signature and which stay on paper.
2. How an employee signs
- The paper arrives in the Diwan HR app or in the browser.
- They read it, then confirm it is them with a passkey (Face ID or the fingerprint on their phone) or a one-time code.
- The signature is stamped in place on the paper, together with a QR code.
- The signed copy comes back to the company, and the signature stays on record in the audit log.
3. The signed paper and its QR code
The paper comes out on your company letterhead with the signature where it belongs. Anyone who scans the QR code can see that the paper was issued through Diwan, its status and when it was signed. The verification page never shows salary, any amount, or the paper's text.
4. A PDF from outside Diwan
Got meeting minutes or a goods-received note? Upload the PDF and pick the colleagues who sign it, one after another or all at once. The paper and its signed copy are visible to the sender and the signers, nobody else. HR can upload and sign on behalf of the company, and the company can restrict uploading to HR.
5. Signature as a step in a workflow
In Diwan tasks, any step of a flow can be marked “signature”. When the task reaches it, the paper goes out for signing, and the task does not move on until everyone has signed. Example: a new-hire flow does not reach “hand over the laptop” until the contract is signed.
6. What we offer, and what we don’t
Electronic signatures in Syria fall under the Law No. 4 of 2009 on Electronic Signature and Network Services.
- What Diwan provides is a simple electronic signature with an audit trail: a record of who did what and when that no one can edit or delete from inside Diwan.
- Diwan is not a certification authority and gives no legal opinion on this signature’s standing.
- You can always print the final copy and sign it on paper too. Where you need legal certainty, ask your lawyer.
7. Which plan?
E-signature is on from day one for every new company during the 30-day free trial, and on the Diwan plan and above. The company can switch it off or back on under Settings → Features. It is not part of the free plan.
General information, not legal advice. For your company’s specific case, consult a lawyer or the competent official body.