Note: The Dropbox Sign for Greenhouse integration requires a paid subscription. Before you follow the installation steps, contact dbsc.support@shakeit.ai for subscription options and a quote.
While these steps can be performed on your own, scheduling a meeting with Shake IT is typically the most efficient way to get the product configured to enhance your onboarding workflow.
Dropbox Sign for Greenhouse is an integration provided by Shake IT. 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 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:
- Login to Dropbox Sign with an admin or developer account that has access to that team
- Browse to API settings
- Click the "Create app" button under the "API apps" section
- Use the following settings:
- Choose a unique name: "Dropbox Sign for Greenhouse"
- example.com: "shakeit.ai"
- Event callback: https://greenhouse.shakeit.ai/api/signed
- Optionally update branding
- Check: Enable OAuth for this app
- OAuth Callback URL: https://greenhouse.shakeit.ai
- 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:
- Login to Dropbox Sign with the account that will be used to track the signature requests
- Browse to API settings
- Click the "Create app" button under the "API apps" section
- Use the following settings:
- Choose a unique name: "Dropbox Sign for Greenhouse"
- example.com: "shakeit.ai"
- Event callback:
https://greenhouse.shakeit.ai/api/signed - Optionally update branding
- 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:
- Browse to API settings
- Click the "Generate key" button under the "API key" section
- 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
For customers who want the requestor e-mail address to be from a central account, such as onboarding@yourcompany.com, an integration system user (ISU) is required. 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 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
- 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 |
|
Cancel and re-send is an optional value that performs both actions as one process instead of two. Pull Dropbox Sign templates is an optional value used to pull templates from Dropbox Sign. Authenticate Dropbox Sign is an optional value used to authenticate each Greenhouse user to Dropbox Sign. This is required for non-API plans. |
| 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, it will be automatically created when setting the "Send to Dropbox Sign" value to "Pull Dropbox Sign templates" |
| Additional Signer 1 User | User |
See Adding Additional Signers before creating. This field can be renamed to something more useful after the initial creation. For example, "Hiring Manager". |
|
| 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, Shake IT suggests 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.
Contact Shake IT
After all configurations have been made, contact dbsc.support@shakeit.ai to coordinate a secure way to pass the API Key and other gathered values.
Depending on your configuration, Shake IT will provide a one-time link that allows you to authenticate either the ISU created above or your personal user. This is required to allow the integration to make updates to the offer, such as attaching the executed document and adding candidate notes.
Follow the URL in your browser. This will direct you to a Greenhouse authorization page:
Login with the ISU account:
After logging in, press the Authorize button to finish authorizing the account. Make sure to leave the "Authorize using a service account" checkbox unchecked.
You will see a success message. If an error occurs, contact dbsc.support@shakeit.ai.
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 Dropbox Sign 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 with Dropbox Sign 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.
Select a Candidate and move to the Offer Stage if needed
Select "Update" under the "Offer Details" section
Select the "Authenticate Dropbox Sign" option under the "Send to Dropbox Sign" field
Press the "Save" button
Wait 5 seconds and refresh the browser window
An authentication link has been added to the Dropbox Sign Url field on the Offer
Visit this URL and authenticate to Dropbox Sign
Accept the prompt to finish linking the Dropbox Sign account to Greenhouse
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:
Browse to the candidate and update the existing Offer
Update the Send to Dropbox Sign field to "Send" and press Save
Wait 5 seconds and refresh the browser window
A Dropbox Sign link has been added to the Dropbox Sign Url field on the Offer
Click on the link. This opens the Dropbox Sign Embedded Requesting tool, which contains a 3-step wizard.
On the first step, ensure the appropriate signers are selected. You may add any additional signers needed. Click Next.
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.
On the final step, add any desired CC recipients, a Document Title, and an optional message that will be sent with the document. Click Send for Signature.
The requested signers will receive email notifications to complete the process
Cancel and re-send signature request
A signature request can be cancelled after the request email has been sent and before all parties have signed.
To cancel and re-send a request:
- View the Offer
- Regenerate the documents as needed
- Update the Offer
- Update the Send to Dropbox Sign field to "Cancel and re-send" and press Save
- Wait 5 seconds and refresh the browser window
- 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
- If you do not wish to send a new request, you can update the offer and clear this URL
- 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:
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.