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DocuSign

DocuSign is a cloud-based System of Agreement Platform, which allows companies to quickly modernize and digitize the entire agreement process on practically any device.

Greenhouse and DocuSign have created an integration so that you can seamlessly use the two products together to send offer letters to candidates and obtain signatures electronically.

In this article, we will cover:

 

General Information

The Greenhouse Recruiting / DocuSign integration is activated on a per-user basis instead of being activated by only one user for the entire organization. That is, every user who wishes to use the integration will need to follow the set up instructions below. To use the DocuSign integration with Greenhouse Recruiting, your team will need to work with your DocuSign Account team to purchase the appropriate plan. The integration was set up this way to simplify permissions and ensure that everyone who should have access to send documents is able to do so without problems.

If your organization is currently using SSO to connect to DocuSign, you will need to be on the new version of SSO that DocuSign supports, rather than the legacy version. Send on behalf of (SOBO) settings do not need to be configured within Docusign before enabling the integration and sending out offers. Users can only send from their own email address, but all documents will be saved against that user account when logging into DocuSign.

You can access the integration with DocuSign's Web Plans account, however, the integration functionality will be limited. DocuSign recommends purchasing a Business Pro plan to get additional functionality. 

Below is a general outline of the process to send offer letter templates with the integration: 

  1. Enable the integration. Each user who will send offers via DocuSign will need to enter their DocuSign username and password in Greenhouse Recruiting's Integrations section to connect their DocuSign account to Greenhouse Recruiting. 
  2. Add special DocuSign tokens to offer letter templates, and upload them to Greenhouse Recruiting.
  3. When creating an offer for a candidate, generate the offer letter using a template that contains the DocuSign token(s).  
  4. Choose the option to send the offer letter to the candidate via DocuSign. Greenhouse Recruiting users with the Can see private notes, salary info, manage offers, and approve jobs/offers permission will be able to send offer letters through the DocuSign integration.
  5. Preview the document in DocuSign, and then send from there.
  6. Once all signatures have been collected, the fully executed document will be uploaded automatically as a private attachment on the candidate's Details page. 

 

Enabling the Integration

To enable the integration in your individual Greenhouse Recruiting account, click the Ellipsis icon Ellipsis.png from the navigation bar and select Integrations from the dropdown menu.

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Use the provided search bar on the Integrations page to search for DocuSign and select it from the populated search list.

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Click Connect from the DocuSign dialog box.

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You will be redirected to DocuSign to enter your DocuSign credentials. If you use SSO, you will be redirected to your authentication provider for DocuSign. Otherwise, you will need to enter your password. 

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Once you sign in, you will be redirected back the Integrations page in Greenhouse Recruiting. DocuSign will appear under the Manage Integrations section, indicating the integration was enabled successfully. 

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Add DocuSign Token(s) to Offer Letter Templates and Upload

Note: If you have yet to create an offer letter template in Greenhouse, click here to read the full set of instructions.

With the DocuSign integration enabled, there will be four additional tokens available to include in any offer letter templates you create:

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These tokens will be available only for users who have connected the Greenhouse Recruiting / DocuSign integration. 

Note: Originally, the Greenhouse Recruiting / DocuSign integration supported three tokens: {{CANDIDATE_SIGNATURE}}{{COMPANY_SIGNATURE}} and {{SIGNATURE_DATE}}. While we strongly recommend users update their existing offer letter templates using the new tokens, the legacy token {{SIGNATURE_DATE}}is still supported at this time. 

The placement of these tokens will determine where the electronic signatures will be placed in the offer letter template. DocuSign tokens must be on their own line within templates to work correctly. Please see below for an example:

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Once you have created the offer letter template, you are ready to upload it to Greenhouse Recruiting! Navigate to the Configure icon Configure.png in the upper right-hand corner and select Offer Templates from the left-hand panel. From the Offer Templates page, click Upload New

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From the Upload New Offer Template dialog box, fill in the appropriate fields and click Choose File to locate the file on your computer. When finished, click Save Template.

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Once uploaded, navigate to the offer letter template from the list and click Test. This will check the template for any unsupported tokens in the template. If all tokens in the template are supported, the offer letter template status will read Verified

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Generate and Send Offer Letter with DocuSign

In order to use the DocuSign integration, the offer letter must be generated through Greenhouse Recruiting. To generate and send an offer letter, navigate to a candidate's profile.

From the candidate's profile, navigate to Offer Details tab and click Create Offer. Fill in the appropriate fields.

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Once an offer has been created, navigate to the Offer Documents section and click Generate.

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Note: If you prefer to upload one or more documents from your computer rather than generating from an Offer Template, click Upload to the left of the Generate button instead, and then follow the workflow below to send through DocuSign.

To send more than one document through DocuSign, all documents must be selected and uploaded simultaneously. If you upload one document and then click Upload again to select another, the second document will replace the first. 

From the Generate Offer Document dialog box, use the provided drop-down menu to select the appropriate template. Click Generate when finished. 

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Once the offer letter has been generated, click Send with DocuSign.

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From the Send with DocuSign dialog box, you will be able to select an email template or simply type the message to the candidate to go along with the offer letter. To proceed with sending the letter, click Preview on DocuSign

Note: If the offer letter you've generated includes the {{COMPANY_SIGNATURE}} token, don't forget to select the appropriate user to sign on behalf of the company in the To User field.

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Clicking Preview on DocuSign will launch DocuSign. From here, you can add fields or choose to send the letter by clicking Send.

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Track Signatures and Access Fully Executed Letter

You can check on the status of the document within Greenhouse Recruiting while viewing the details of the offer. There are three statuses that will be displayed in Greenhouse Recruiting: 

A long dash is displayed when the offer document has been sent to the candidate via DocuSign and is awaiting action from the candidate. image__5_.png
Pending is displayed when the candidate has reviewed the offer document sent to them via DocuSign but has not yet signed it. image__3_.png
A date is displayed when the candidate has signed the offer document. You will also notice a green checkmark to the left of the candidate's email address where there was previously a white circle. image__4_.png

The user who sent the offer letter will receive notifications via email when all of the signatures have been collected. The fully executed letter will be uploaded to the candidate's profile automatically and accessible on the candidate's Details page, under the All Attachments section.

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