Greenhouse Onboarding's E-Signature feature is a great way to start New Hires off on the right foot and will help automate paperwork for your onboarding team. The feature will allow you to upload and map E-Signature forms for New Hires with options to add co-signers and rules for automatically assigning specific documents. In this article, we will cover the following aspects of creating a new E-Signature template:
To start, click Settings from the navigation bar and select E-Signature Templates from the Onboarding Plan section of the left-hand panel.
From the E-Signature Templates page, click Add Template.
From the subsequent dialog box, you will be prompted to create a new E-Signature template.
Upload, Name, and Counter Signer
From the Create E-Signature Template dialog box, give the template a name.
You may also want to give the template a public name when viewed by others. If you would like to create a public name for the template, click the checkbox for Requires a different public facing name and input the public facing name in the provided field.
If your template requires a counter signer, click the checkbox for Requires a counter signer and choose the appropriate counter signer from the subsequent dropdown menu.
Click Select Source File to upload a PDF of your document.
When you have finished, click on Next.
In the next step of the E-Signature Template creation flow, we will map where e-signatures, initials, and timestamps will be placed in your uploaded PDF.
Configure Signature Fields
From the next page you can add signature lines, initials, textboxes, and sign dates by selecting the icon and clicking anywhere on your document- this will drop the field onto the page.
Once the field is on the page, you will be able to move the field around, resize the length of the field, set the field as required, and/or assign the field to be filled out by specific individuals.
When you are done mapping the form, click Continue.
Rules and Assign Schedule
In the last step of this process, you can apply rules to your template so that it will automatically generate for New Hires at a certain time.
To have your template automatically assigned to New Hires who match certain criteria, toggle Add to Onboarding Plan to ON.
Note: If you would rather manually assign templates to New Hires, set the toggle to OFF. In this case, E-Signature templates will be assigned directly from Employee Profile > Documents > Request Signature. Once manually added, a E-Signature request notification will be immediately generated.
If Add to Onboarding Plan is toggled to ON, you can configure an Assign date and set rules by department, location, employment status, and various other scenarios.
Use the Assign Date dropdown menu to select when the E-Signature template should be assigned to a New Hire.
To set an assignment date for on a New Hire's start date, select On Start Date from the Assign Date dropdown menu.
To set an assignment date prior to or after a New Hire's start date, select Custom from the Assign Date dropdown menu.
User the provided fields to select whether the E-Signature Template will be sent Before or After the New Hire's start date and how many days before/after.
Note: If a New Hire is added into your Greenhouse Onboarding account after the scheduled assign date lapses, the New Hire will immediately receive the E-Signature request.
Additionally use the following Applies to new hires whose fields to apply rules to the E-Signature template so that it only populates for New Hires who match the specified criteria.
When you have finished, click Save.