1. Greenhouse Support
  2. All Recruiting topics
  3. Integrations
  4. Electronic signatures

Dropbox Sign integration

Note: The Dropbox Sign for Greenhouse integration requires a paid subscription. Shake IT can provide packaged subscriptions including Signatures and the integration. Before you follow the installation steps, please contact sales@shakeit.ai for subscription options and a quote.

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.

In this article

Enable the Dropbox Sign integration

Create a Dropbox Sign API key and client app

Note: This step is only required if using your own Dropbox Sign account. If using the shared or dedicated subscription provisioned by Shake IT, Shake IT will provide the client id and secret.

The integration to Dropbox Sign can be configured in a variety of ways, depending on your subscription plan type:

  • Track signatures at the individual user level within a team

  • Track signatures at the team level using a single user account

  • Track signatures at the company level using an API key

Reach out to Shake IT if you are unsure of what you need or to understand more about your account.

Track Signatures at the individual User level with a team (Recommended)

If you wish to track signature requests at an individual user (within a team) or are using a user-based Dropbox Sign subscription, perform the following steps:

  1. Login to Dropbox Sign with an admin or developer account that has access to that team
  2. Browse to API settings
  3. Click the "Create app" button under the "API apps" section
  4. Use the following settings:
  5. Click the "Create Application" button
Note: Copy the Client ID and OAuth Secret and store them somewhere safe. You will need these values later.

Track Signatures at the Company Level​

If using a Dropbox Sign API plan, signatures can be tracked at a company level or an individual user level. If you wish to track signature requests at a company level, perform the following steps:

  1. Login to Dropbox Sign with the account that will be used to track the signature requests
  2. Browse to API settings
  3. Click the "Create app" button under the "API apps" section
  4. Use the following settings:
  5. Click the "Create Application" button

Note: Copy the Client ID and store it somewhere safe. You will need this value later.

Next, an API Key must be generated. If a valid API Key already exists, copy this value. If not, perform the following:

  1. Browse to API settings
  2. Click the "Generate key" button under the "API key" section
  3. Give the key a name, such as Greenhouse
Note: Copy the API key value and store it somewhere safe. You will need this value later.

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 Site Admin permission with 'Can see private notes, salary info, and manage offers.'

Create a Harvest API key

To configure 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
  • Description: Dropbox Sign Harvest API Key

Permissions

Verify that the following permissions are selected for the Dropbox Sign integration:

  • Applications
    • POST: Add Attachment to Application
  • Approvals
    • GET: List Approval Flows For Job
  • Candidates
    • GET: Retrieve Candidate
    • POST: Add Note
  • Custom Fields
    • POST: Create Custom Field
    • GET: Get Custom Fields
  • Offers
    • GET: Retrieve Offer
    • PATCH: Update Application’s Current Offer
  • Custom Fields Options
    • GET: Custom Field Options
    • POST: Create Custom Field Options
  • Users
    • GET: Retrieve User

Create a webhook

Next, you’ll need to create a webhook. Follow the steps in this article to create your webhook. Use the values listed below to configure the webhook:

  • Name: Dropbox Sign for Greenhouse Offer Updated
  • When: Offer Updated
  • Endpoint URL: https://greenhouse.shakeit.ai/api/created/embedded
  • Secret Key: Generate a random 12-digit secret key

Note: Copy the secret key and store it somewhere safe. You will need this value later.

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.

Required Fields

Name Field Type Options Notes
Send to Dropbox Sign Single select
  • --
  • Send
  • Re-send
  • Cancel and re-send
  • Pull Dropbox Sign templates
  • Authenticate Dropbox Sign
 Authenticate Dropbox Sign is an option value used to authenticate each Greenhouse user to Dropbox Sign. This is required for non-API plans.

Pull Dropbox Sign templates is an optional value used to pull templates from Dropbox Sign.
Dropbox Sign Url Long textbox    

Optional Fields

Name Field Type Options Notes
Dropbox Sign Template Single select These values are automatically retrieved from Dropbox Sign by updating an offer and setting the "Send to Dropbox Sign" value to "Pull Dropbox Sign templates" If this field does not exist, is will be automatically created when setting the "Send to Dropbox Sign" value to "Pull Dropbox Sign templates"
Additional Signer # User User   See Adding Additional Signers before creating
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   If yes, a zip containing each document will be downloaded rather than a merged offer letter.

Create an offer document with text tags

To optimize the integration, we suggest adding Dropbox Sign text tags to your offer documents. These text tags specify the location of the signature and other input fields. See this article for detailed instructions on adding text tags to your documents.

Use the Dropbox Sign integration with Greenhouse Recruiting

Offer Conditions

The Dropbox Sign for Greenhouse functionality is tied to the Offer Update action. To send an offer for signature, the following conditions must first be met:

  • The Candidate is in the Offer Stage
  • The Offer has been approved (if using an approval workflow)
  • Either an Offer Document has been generated or a Dropbox Sign Template has been selected

Authenticate User​

If using an API Key, there is no need for authentication. Continue to the next step.

If using the individual or single user based integration, the user must authenticate before sending a request. Depending on your configuration, this is either a one-time process for one user or a one-time process for each individual user.

  1. Select a Candidate and move to the Offer Stage if needed
  2. Select "Update" under the "Offer Details" section

Update Offer

  1. Select the "Authenticate Dropbox Sign" option under the "Send to Dropbox Sign" field

Authenticate to Dropbox Sign

  1. Press the "Save" button
  2. Wait 5 seconds and refresh the browser window
  3. An authentication link has been added to the Dropbox Sign Url field on the Offer

Authenticate to Dropbox Sign URL

  1. Visit this URL and authenticate to Dropbox Sign.
    Note: Each user must have an account in Dropbox Sign to login. Please be sure each user has received an invite to join your subscription and has created their account.
  2. Accept the prompt to finish linking the Dropbox Sign account to Greenhouse

Allow Access

  1. A success message is displayed. Close the browser tab and refresh the Offer to start using the integration.

Send for Signature​

Before sending for signature, ensure the Offer meets the conditions listed in the Offer Conditions section above.

Once ready, follow the steps below:

  1. Browse to the candidate and update the existing Offer
  2. Update the Send to Dropbox Sign field to "Send" and press Save
  3. Wait 5 seconds and refresh the browser window
  4. A Dropbox Sign link has been added to the Dropbox Sign Url field on the Offer
  5. Click on the link. This open the Dropbox Sign Embedded Requesting tool, which contains a 3-step wizard.
  6. On the first step, ensure the appropriate signers are selected. You may add any additional signers needed. Click Next.

Signer's Name and E-mail

  1. On the second step, ensure the signature locations are in the correct location. You can also add additional documents for review if needed. Click Next.

Signature Customization

  1. On the final step, add any desired CC recipients, a Document Title, and an optional message that will send with the document. Click Send for Signature.

Send for Signature

  1. The requested signers will receive email notifications to complete the process

Cancel and Resend Signature Request​

A signature request can be cancelled after the request email has been sent and before all parties have signed.

To cancel and resend a request:

  1. View the Offer
  2. Regenerate the documents as needed
  3. Update the Offer
  4. Update the Send to Dropbox Sign field to "Cancel and re-send" and press Save
  5. Wait 5 seconds and refresh the browser window
  6. At this point the previous request has been cancelled and a new Dropbox Sign link has been added to the Dropbox Sign Url field on the Offer
  7. If you do not wish to send a new request, you can Update the offer and clear this URL
  8. If you do want to send a new request, click on the link and progress through the wizard using the same process as above

Review Signed Offer Letter​

Once all parties have signed, the executed offer letter will appear under Offer Documents for download and viewing:

Signed Offer Document

Additional resources

For additional information not covered here, see https://greenhouse.shakeit.ai/docs/ or reach out to dbsc.support@shakeit.ai.

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. Shake IT can either connect to an existing Dropbox Sign subscription or they can provide an appropriate Dropbox Sign subscription for you. Packaging the Greenhouse integration and Dropbox Sign subscription together via Shake IT is the most cost-effective plan.