Dropbox Sign for Greenhouse is an integration provided by TEAM IM. Dropbox Sign for Greenhouse Recruiting simplifies your offer process by allowing users to generate and send out offer letters to candidates in just a few clicks.
The Dropbox Sign integration with Greenhouse Recruiting simplifies the candidate signature process.
Enable the Dropbox Sign integration
Create a Dropbox Sign API key and client app
Note: This step is only required if you would like to use your own Dropbox Sign account. If you'd like to use your own Dropbox Sign account, your Dropbox Sign account will need to have a paid API plan.
We will need the Dropbox Sign API key and the Dropbox Sign Client ID.
To create a Dropbox Sign API key, log in to Dropbox Sign, and click API.
Click Generate Key and name it Greenhouse.
Click Generate key and copy the API key. You will need to send it later along with the Client ID.
To create a Dropbox Sign client ID, click API > Create app. Enter the following details:
- Name: Greenhouse
- Example.com: teamim.com
- Event callback: https://greenhouse.teamim.com/api/signed
Click Create application.
Copy the Client ID.
Reach out to dropboxsign.support@teamim.com to share the information.
Create an ISU
An integration system user (ISU) is required in order to use the integration. Follow the steps in this article to create an ISU and assign them Site Admin permission with 'Can see private notes, salary info, and manage offers.'
Create a Harvest API key
To enable the Dropbox Sign integration, you'll need to create a Harvest API key. Follow the steps in this article to create the key, and verify that the permissions below are selected when configuring the Dropbox Sign integration.
Credentials
In the Create New Credential box, make the following selections:
- API Type: Harvest
- Partner: Dropbox Sign (optional)
- Description: Dropbox Sign Harvest API Key
Permissions
Verify that the following permissions are selected for the Dropbox Sign integration:
Offers
- GET: Retrieve offer
- PATCH: Update application's current offer
Candidates
- GET: Retrieve candidate
- POST: Add note
Applications
- POST: Add attachment to application
Approvals
- GET: List approval flows for job
Users
- GET: Retrieve user
Once the key has been created, contact TEAM IM at dropboxsign.support@teamim.com for a secure way to submit the API key.
Create webhooks
Next, you'll need to create a few webhooks. Follow the steps in this article to create your webhooks. Use the values listed below to configure three (3) webhooks:
- Name: Dropbox Sign for Greenhouse Offer Created
- When: Offer created
- Endpoint URL: https://greenhouse.teamim.com/api/created
- Secret Key: Generate a key here https://randomkeygen.com/
- Name: Dropbox Sign for Greenhouse Offer Updated
- When: Offer updated
- Endpoint URL: https://greenhouse.teamim.com/api/created
- Secret Key: Use the same secret key generated above
- Name: Dropbox Sign for Greenhouse Offer Approved
- When: Offer approved
- Endpoint URL: https://greenhouse.teamim.com/api/created
- Secret Key: Use the same secret key generated above
Create custom offer fields
In order for the Dropbox Sign integration to work, you'll need to create custom offer fields in Greenhouse Recruiting. Follow the steps in this article to create the custom offer fields listed below:
|
Name |
Field Type |
Required |
Options |
Notes |
|
Dropbox Sign Title |
Short textbox |
Yes |
This allows customizing the title of the document sent to the candidate from Dropbox Sign. |
|
|
Send to Dropbox Sign |
Single select |
Yes |
|
|
|
CC Email Addresses |
Multi-select or Long textbox |
No |
Input custom field options on a separate line. If using long text, emails must be entered in this format:
|
Either type may be used depending on the business use case. Long textbox allows any email addresses to be specified. Multi-select allows the selectable emails to be predefined for users to choose from when creating an offer. |
|
Dropbox Sign Subject |
Single select or Short textbox |
Yes |
Input custom field options each on a separate line.
|
This allows customizing the subject line of the email sent to the candidate from Dropbox Sign. |
|
Dropbox Sign Message |
Single select or Long textbox |
Yes |
Input custom field options each on a separate line. |
This allows customizing the message body of the email sent to the candidate from Dropbox Sign. |
|
Within Offer Range |
Yes / No |
No | ||
|
Include additional documents to send to Dropbox Sign? |
Yes / No |
If yes, documents attached on the "Details" page will also be sent to Dropbox Sign. | ||
|
Download signed offer letter as multiple documents? |
Yes / No |
No | If yes, a zip containing each document will be downloaded rather than a merged offer letter. | |
|
Additional signer # user |
User |
Only needed if more than one internal signer is required | See additional signers | |
|
Additional Signer # Name |
Short textbox |
Only needed if more than one internal signer is required | See Additional Signers | |
|
Additional Signer # Email |
Short textbox |
Only needed if more than one internal signer is required | See Additional Signers |
Create an offer document with text tags
For your offer document to work with the Dropbox Sign integration, it must include text tags.
Text tags tell Dropbox Sign where signatures should be placed on the document, who the signers are, and what type of fields (for example signature, text, or date field) need to be there.
Tip: For an in-depth guide on text tags, check out the Dropbox Sign text tags walkthrough.
Review the table below for more information on each text tag:
|
Text Tag |
Description |
[sig|req|signer1 ] |
A signature field will be placed here and is required to be filled in by signer1. |
[text|req|signer1 ] |
A text field will be placed here and is required to be filled in by signer1. |
[date|req|signer1 ] |
A date field will be placed here and is automatically filled in and associated to signer1. |
When viewing a document using text tags on Dropbox Sign, the document looks like this:
After a document is signed in Dropbox Sign, the signed text tags appear like this:
Construct your offer documents or offer templates with Dropbox Sign text tags in order to use the integration.
Additional signers
A signer can be an internal signer (someone in the organization) or an external signer. By default, the integration will reference the internal signers first. This means that internal signers will be added first to the list of signers. Then external signers will be added to the list.
If internal signers are not required, then external signers will be added first to the list of signers.
To create 1 additional internal signer and 1 additional external signer, here are the fields you would create:
- Additional signer 1 user
- Additional signer 1 email
- Additional signer 1 name
So the text tags would look like this:
- [sig|req|signer2 ] - for internal signer
- [sig|req|signer3 ] - for external signer
Internal signers
If there is a use case for internal additional signers, then additional signer fields need to be created. There is currently a limit of 10 additional signers. For each additional signer, you would need to create a single user select field. The # denotes the number of the additional internal signer. This is purely for being able to interact with the code. After creating these fields, you can rename them to more purposeful names.
External signers
If there is a use case for external additional signers, then additional signer fields need to be created. There is currently a limit of 10 additional signers. For each additional signer, you would need to create 2 fields. They are the Additional Signer # Name, and the Additional Signer # Email. The # denotes the number of the additional external signer. This is purely for being able to interact with the code.
So if there are 2 additional external signers, you would need 4 fields:
- Additional signer 1 name
- Additional signer 1 email
- Additional signer 2 name
- Additional signer 2 email
After creating these fields, you can rename them to more purposeful names. For example, Additional Signer 1 Name can be renamed to Head of HR Name, and Additional Signer 1 Email can be renamed to Head of HR Email.
Common text tags used
Here are a few examples of common use cases that you can copy-paste into your templates:
1 internal signer and 1 external signer
Additional Signer 1 User
[sig|req|signer2 ]
Additional Signer 1 Email and Additional Signer 1 Name
[sig|req|signer3 ]
2 external signers
Additional Signer 1 Email and Additional Signer 1 Name
[sig|req|signer2 ]
Additional Signer 2 Email and Additional Signer 2 Name
[sig|req|signer3 ]
Text tags with additional signers
As noted above, when additional signers are created, they are assigned a number represented by a hashtag symbol (#). This number is used to reference the signer.
Since the candidate is by default the first signer, the Additional Signer 1 is given the text tag signer2. For example:
The custom field Additional Signer 1 has the text tag signer2:
- [sig|req|signer2 ]
- [text|req|signer2 ]
- [date|req|signer2 ]
Likewise, the custom field Additional Signer 2 has the text tag signer3:
- [sig|req|signer3 ]
- [text|req|signer3 ]
- [date|req|signer3 ]
The process of determining the correct text tags is the same for each additional signer.
Keep in mind that the number of additional signers you use affects which Greenhouse Recruiting template you use. If there are two additional signers, you need three total text tags; one for the candidate and two for the additional signers. If there is one additional signer, you will need two text tags.
Note: If the Additional Signer 1 fields are not filled out, but the Additional Signer 2 fields are, the Additional Signer 2 will be referenced as signer 2. This rule also applies if there are 3 additional signers and the first two are not filled out, but the third one is. The Additional Signer 3 is then referenced as signer 2.
Use the Dropbox Sign integration with Greenhouse Recruiting
Send offer letter
To send an offer letter with Dropbox Sign on Greenhouse Recruiting, select a Candidate, and move to the offer stage if necessary.
Under the candidate's Offer Details tab, click Manage Offer, then click Create Offer.
Click Update under Offer Details.
Fill in the custom offer fields as needed.
- Title – sets the title of the offer document as it appears in the candidate's email and browser.
- CC Email addresses – adds CCs on the signature request.
- Subject – sets the subject of the email sent by Dropbox Sign.
- Message – sets the message of the email sent by DropBoxSign.
- Include additional documents to send to Dropbox Sign? – allows attached documents to the candidate to be sent to Dropbox Sign
- Download signed offer letter as multiple documents? – allows the signed offer letter to be downloaded as separate files
When finished, click Save.
Scroll down to Offer Documents and click Upload to upload the offer letter you constructed with Dropbox Sign text tags.
Click Update under Offer Details, set the custom offer field Send to Dropbox Sign to Send.
When finished, click Save.
An email will be sent to the candidate by Dropbox Sign.
Review signed offer letters
Once signed, signed offer letters will appear in Greenhouse Recruiting under the candidate's Offer Details tab > Offer Documents for download and viewing.
Additional resources
For information regarding pricing or integration support, reach out to dropboxsign.support@teamim.com.
Pricing is based on the number of signature requests processed via the integration, so please provide an anticipated number of signature requests per annum initiated from Greenhouse Recruiting. TEAM IM can either connect to an existing Dropbox Sign subscription or they can provide a new one for you.