Owners can configure which users have access to manage employee documents and E-Signatures in Greenhouse Onboarding.
Create custom access roles with the Can manage and report on E-Signature documents permission stripe and assign this role to allow specific users to manage documents in employee profiles and view the E-Signature report.
Note: This custom access permission is available to the Greenhouse Onboarding subscription tier only. Learn more about the differences between Greenhouse Onboarding and Greenhouse Welcome.
Add E-Signature permissions to a custom role
To get started, you'll need to configure a new or existing custom role with permission to manage E-Signature documents.
From the Greenhouse Onboarding homepage, navigate to Settings > Data Flow > Permissions.
In the Custom Access panel, click an existing custom access role to edit its permissions.
You can also click Create New to create a new custom role. Give your new role a Name, then click Save and Close to begin editing this role's permissions.
Navigate to the Settings tab in your custom access role.
Under Permissions, mark the checkbox Can manage and report on E-Signature documents.
Your changes are saved automatically.
Any user who's assigned this custom role will now have access to manage E-Signatures from employee profiles. They can also view the E-Signature report in the Reports tab.
In the next step, you can limit access to manage documents for specific employees based on the rules that you define for each user assigned to this role.
Assign users to a custom role with E-Signature permissions
Next, assign permission to manage employee E-Signatures to specific users in your organization. You can also add rules to define which employees' documents can be managed by users with this role.
Navigate to the Users tab for your custom role, then click Add User.
Under the Add user(s) field, use the dropdown menu to select each user in your organization that you want to assign to this custom role.
Note: You can add multiple users simultaneously during this step. Be aware that adding multiple users at once will give them all the same match rules, which are defined below. If you need custom users to have different rules for managing employee documents and signatures, add them one at a time or in batches.
Define rules to manage E-Signatures
Use any of the following fields to define which employees this custom access user can manage E-Signatures for in their employee profile:
- Department matches – manage documents for employees in specific departments
- Location matches – manage documents for employees from specific locations
- Employment Status matches – manage documents for employees with specific employment statuses
- Other Criteria matches – manage documents for employees tagged with other criteria
Example: You'd like to give two Sales managers custom access permissions to manage E-Signatures for new hires based in Los Angeles and working in the Sales department.
Select the two managers' names from the Add user(s) menu.
Select Sales from the Department matches menu.
Select Los Angeles from the Location matches menu.
Once you save your selections, these two managers will be able to manage E-Signatures for any employees in the Sales department who are based in Los Angeles. They'll also get access to view employee documents that match these rules in the E-Signature report.
Click Save and Close. Repeat the process of adding users and defining their specific access rules as needed.
Once you're finished, custom access users will be able to manage E-Signature documents for employees that meet their role's match rules in those employees' profiles. They'll also have access to view matching employees in the E-Signature report.
Note: Only Owners and Coordinators can reassign the counter signer for existing E-Signature requests. Learn more about assigning a counter signer.