Overview

DSP Ops Center provides a secure document management system paired with a full electronic signature workflow. Every document uploaded to the system is automatically encrypted (scrambled so it cannot be read by unauthorized people) whenever it is stored, scanned for viruses, and tracked with a complete audit trail. The e-signature system lets you send documents for signing — to employees or external parties — without requiring recipients to create accounts.

Key capabilities:

• Document library with search, filtering, and sensitivity-based access control
• Enterprise-grade encryption for all stored documents — files are protected whenever they are saved in the system
• Automated virus scanning on every upload
• Watermarked downloads with user identification
• E-signature templates with reusable field layouts
• Easy signing — recipients sign through a unique private link, no account needed
• Full audit trail for every document access and signature event
• Integration with onboarding for automated document workflows

Document Library

The document library is the central repository for all files stored in DSP Ops Center.

To access the document library:

1. Click E-Signatures in the left sidebar to view signature requests and their attached documents, or click Employees to browse documents by person.
2. Documents can also be accessed from individual employee profiles: click an employee's name, then select the Documents tab.

Search and Filtering

• Search — Search documents by file name, employee name, or document type.
• Filter by type — Narrow results to a specific document category (e.g., Offer Letters, Driver Licenses, Drug Tests).
• Filter by sensitivity — View only Standard, Sensitive, or Restricted documents.
• Sort — Sort by upload date, file name, or document type.

Sensitivity Levels

Every document in DSP Ops Center is assigned one of three sensitivity levels. These levels control who can access the document and under what conditions.

How Sensitivity Levels Work

• When a user attempts to access a Standard document, the system checks that they have document viewing permission. If they do, access is granted.
• When a user attempts to access a Sensitive document, the system verifies they have elevated document permissions (typically HR managers and admins). General users without these permissions cannot view or download sensitive documents.
• When a user attempts to access a Restricted document, the system requires the user to re-verify their identity with MFA (multi-factor authentication — the code from your authenticator app). Even if the user is already logged in with MFA, they must enter a fresh MFA code. After entering your MFA code, you can access restricted documents for a limited time (typically a few minutes) before being prompted again.

Uploading Documents

To upload a document:

1. Navigate to the employee's profile and select the Documents tab.
2. Click Upload Document.
3. Select the Document Type from the dropdown (see supported types below).
4. Set the Sensitivity Level (Standard, Sensitive, or Restricted).
5. Optionally, set an Expiration Date if the document has one (e.g., driver license expiration).
6. Click Choose File and select the file from your computer.
7. Click Upload.

What Happens During Upload

When you upload a document, DSP Ops Center performs several steps automatically:

1. Virus Scan — The file is automatically scanned for viruses and malware before being stored. If a threat is detected, the upload is rejected and you are notified.

1. Encryption — The file is encrypted (scrambled to prevent unauthorized access) before being written to storage. Encryption keys are managed by the system automatically.
2. Metadata Recording — File name, size, type, uploader identity, and timestamp are recorded.
3. Expiration Tracking — If an expiration date is set, the system will send alerts as the expiration approaches and flag expired documents in the compliance dashboard.

Supported Document Types

DSP Ops Center supports a wide range of document types organized into categories:

Identification:

• Driver License
• Social Security Card
• Birth Certificate
• Passport
• Government ID

Tax and Banking:

• W-4 Form
• I-9 Form
• Direct Deposit Authorization

Employment:

• Offer Letter
• Employment Contract
• Employee Handbook
• Policy Acknowledgment
• Non-Disclosure Agreement (NDA)
• Background Check

Disciplinary:

• Coaching Form
• Write-Up
• Suspension Notice
• Termination Notice

Attendance:

• Doctor's Excuse
• Absence Documentation

Incidents:

• Accident Report
• Injury Report

DOT / Compliance:

• CDL (Commercial Driver License)
• DOT Medical Card
• MVR Report
• Drug Test
• Road Test
• Training Certificate
• Safety Certificate
• DOT Application
• Clearinghouse Query
• PSP Report

Other:

• General-purpose category for documents that do not fit the above types.

Downloading Documents

When you download a document from DSP Ops Center, the system applies a watermark to the file containing your user information. This discourages unauthorized distribution and creates accountability for downloaded copies.

To download a document:

1. Navigate to the document in the library or on an employee's profile.
2. Click the Download button.
3. For Restricted documents, you will be prompted to enter your MFA code before the download proceeds.

The downloaded file includes a watermark with the downloading user's name and the download timestamp.

Bulk Download

You can download multiple documents at once as a ZIP archive.

1. Select multiple documents using the checkboxes.
2. Click Download Selected.
3. The system packages the selected documents into a ZIP file and initiates the download.

All documents in the ZIP are individually watermarked.

Employee-Specific Documents

Documents can be attached directly to employee profiles, creating a complete digital file for each team member.

To view an employee's documents:

1. Navigate to Employees in the sidebar.
2. Click on the employee's name.
3. Select the Documents tab.

This view shows all documents associated with that employee, organized by type. You can upload new documents, download existing ones, and see expiration status at a glance.

Employee-specific documents are particularly useful for:

• Maintaining a complete onboarding file (offer letter, I-9, W-4, handbook acknowledgment, etc.)
• Tracking certifications and licenses with expiration dates
• Storing disciplinary documentation alongside the employee record
• Keeping attendance-related documentation (doctor's notes) linked to the relevant employee

Audit Trail

Every interaction with the document system is logged. The audit trail records:

Audit logs are immutable and cannot be edited or deleted. They provide a complete chain of custody for every document in the system.

Overview

The e-signature system lets you send documents for electronic signing directly from DSP Ops Center. Recipients sign through a secure, unique private link in their browser — no account, app download, or login required.

Creating Signature Templates

Templates define reusable document layouts with pre-placed signature fields. Create a template once, then use it to send signature requests to any number of employees.

To create a template:

1. Navigate to E-Signatures in the sidebar.
2. Click the Templates tab.
3. Click Create Template.
4. Enter a Template Name and optional description.
5. Upload the Source Document (PDF format).
6. The document will be displayed with a visual editor. Place fields on the document:

Field Types

1. For each field, configure:
• Position — Drag the field to the correct location on the page.
• Size — Resize the field as needed.
• Page — Place fields on any page of a multi-page document.
• Assigned To — Assign the field to a signer role (e.g., "Employee" or "Manager").
• Required — Mark whether the field must be completed before the signer can submit.
2. Define Signer Roles — Specify who will sign the document (e.g., Employee and Manager). Each role can have multiple fields assigned to them.
3. Click Save Template.

Templates can be edited, deactivated, or duplicated at any time. Deactivating a template prevents it from being used for new requests but does not affect existing requests that were created from it.

Sending Signature Requests

Once you have a template (or a one-off document), you can send it to one or more recipients for signing.

To send a signature request:

1. Navigate to E-Signatures in the sidebar.
2. Click New Request.
3. Select a Template from the dropdown, or upload a one-off document.
4. Enter a Subject — this appears as the title of the request and in any notification messages.
5. Optionally, add a Message — custom instructions or context for the signers.
6. Add Recipients:
• Select an employee from your roster, or enter an email address and name for external recipients.
• Assign each recipient to a Signer Role defined in the template (e.g., Employee, Manager).
• Optionally, set a Signing Order to control who signs when. Set order to 0 if all recipients can sign at the same time, in any order. Use sequential numbers (1, 2, 3) if they must sign in a specific order — for example, set the employee to 1 and the manager to 2 so the manager signs only after the employee.
7. Set an Expiration Date — the date after which the request expires if not completed.
8. Optionally, link the request to a specific Employee Record for tracking on their profile.
9. Click Send.

Each recipient receives a unique, secure link to their signing page. If email notifications are configured (via SendGrid), recipients are automatically notified.

Multiple Recipients

A single signature request can include multiple recipients, each with their own role and signing link. Common scenarios:

• Employee + Manager — Employee signs an acknowledgment, manager countersigns as witness.
• Multiple employees — Send the same document (e.g., a policy update) to multiple employees at once, each signing their own copy.
• External parties — Include recipients who are not employees in the system by entering their email and name directly.

Tracking Signature Requests

The E-Signatures dashboard shows all signature requests and their current status.

Request Statuses

Recipient Statuses

Each recipient within a request has their own status:

Click on any request to see the detailed status of each recipient, including timestamps for when they viewed and signed the document.

Public Signing Page

Recipients sign documents through a secure web page accessed via their unique private link. No account or login is required.

The signing experience:

1. The recipient clicks the signing link (received via email, DSP Chat, or shared directly by a manager).
2. The document is displayed in the browser with all assigned fields highlighted.
3. The recipient completes each required field:
• Signature fields — Draw a signature using a mouse, trackpad, or touchscreen, or type their name to generate a signature.
• Date fields — Automatically populated with the current date.
• Text fields — Type the requested information.
4. The recipient reviews a consent statement confirming they agree to sign electronically.
5. The recipient clicks Submit to finalize their signature.

After all recipients have signed, the system generates the completed document with all signatures and fields embedded.

Downloading Signed Documents

Once a signature request is completed (all recipients have signed), the finalized document is available for download.

To download a signed document:

1. Navigate to E-Signatures in the sidebar.
2. Find the completed request.
3. Click Download Signed Document.

The downloaded PDF contains all signatures, dates, and text entries embedded in the document at their designated positions. The signed document is also encrypted and stored securely in the system for safekeeping.

Signed documents can also be accessed from the employee's profile under the Documents tab if the request was linked to an employee record.

Audit Trail

The e-signature system maintains a detailed audit trail for every request. This provides legally defensible evidence of the signing process.

What is recorded:

This audit trail is attached to the signature request and can be viewed by clicking on any request in the E-Signatures dashboard.

Integration with Onboarding

The e-signature system integrates directly with DSP Ops Center's onboarding pipeline. When new employees are being onboarded, you can send documents for signing as part of the onboarding workflow.

Common onboarding signature documents:

• Offer letter
• Employee handbook acknowledgment
• Company policy agreements
• Non-disclosure agreements (NDAs)
• Direct deposit authorization
• Drug test consent forms

How it works:

1. During onboarding, navigate to the employee's onboarding checklist.
2. Click Send for Signature next to any document that requires a signature.
3. Select the appropriate template and send the request.
4. The onboarding checklist tracks whether the document has been signed.
5. Once signed, the document is automatically attached to the employee's profile.

This integration ensures that no onboarding documents fall through the cracks and that every new hire's paperwork is completed before they begin work.

Reminder Notifications

For unsigned documents, DSP Ops Center can send reminder notifications to recipients who have not yet completed their signatures.

• Automatic reminders — The system tracks how many reminders have been sent and when the last reminder was sent for each recipient.
• Manual reminders — You can trigger a reminder at any time from the request detail page.
• Reminder tracking — Each reminder is logged in the audit trail with a timestamp.

Reminders are sent through the configured notification channels (email via SendGrid, or DSP Chat if integrated).

Organizing Documents by Type

A well-organized document library saves time and reduces the risk of misfiling.

• Use specific document types — When uploading, always select the most specific type available rather than defaulting to "Other." This makes filtering and reporting accurate.
• Attach to employee profiles — Always link documents to the relevant employee record. This keeps each employee's digital file complete and searchable.
• Set expiration dates — For any document that expires (driver licenses, DOT medical cards, certifications), always set the expiration date at upload time. The compliance dashboard relies on this data to generate expiration warnings.

Using Sensitivity Levels Appropriately

• Standard for anything that does not contain personally identifiable information (PII) or sensitive personal data. Training certificates, safety acknowledgments, and general company documents belong here.
• Sensitive for documents containing PII that should be limited to HR and admin staff. Tax forms, I-9s, driver licenses, and background checks belong here.
• Restricted for the most sensitive documents — Social Security cards, birth certificates, and passports. The MFA re-verification requirement adds a strong layer of protection for these documents.

When in doubt, err on the side of a higher sensitivity level. You can always downgrade later, but a sensitive document viewed by an unauthorized user cannot be unviewed.

Signature Workflow Best Practices

• Create templates for recurring documents. If you send the same document to every new hire, a template saves significant time and ensures field placement is consistent.
• Use meaningful subject lines. The subject appears in notifications and on the signing page. "Handbook Acknowledgment - March 2026" is far more useful than "Please sign."
• Set reasonable expiration dates. Give recipients enough time to sign (typically 7 to 14 days for standard documents), but do not leave requests open indefinitely. Expired requests can be resent.
• Link requests to employee records. This ensures signed documents are automatically associated with the correct employee profile, keeping their digital file complete.
• Use signing order for sequential workflows. When a manager must countersign after an employee, set the employee's order to 1 and the manager's to 2. The manager will not receive their signing link until the employee completes their signature. Set order to 0 if everyone can sign at the same time.
• Follow up on Viewed but not Signed. If a recipient has viewed the document but not signed it, a brief follow-up message is often all it takes. The audit trail tells you exactly when they viewed it.

Getting Help

If you encounter issues with document management or e-signatures, contact DSP Platform support through your account dashboard at dsp-platform.com.