By activating our integration with DocuSign, you'll be able to add triggers that automatically send documents to your candidates for them to e-Sign. Automate your recruitment process by automatically sending out the employment contract to your soon-to-be new colleagues!
Getting started
To enable the integration you connect your existing DocuSign account to Teamtailor.
Start by heading over to Marketplace and find DocuSign under Partners. Log in to your DocuSign account and accept the permission request that opens up.
Note! The user that activates the DocuSign integration in Teamtailor needs to be a DocuSign Admin with full rights and permissions inside DocuSign.
DocuSign Templates
When you set up the integration in Teamtailor you will be able to select which DocuSign template to use. Manage these templates in your DocuSign account, under Templates.
In your DocuSign account, you need to go Templates and select 'New' in order to create a fresh template. You can also find your old templates under 'Templates'.
Here you will then see the option to name your template and add a description for your template.
Upload the document you would like have use for the purpose of this project.
Signing Role & Order
You can set up the signing order for the document. The people added to the template's signing order will receive the document for signing when it's triggered to the candidate.
In DocuSign
1. If you decide to have a signing order, it is important to pay attention to the numbers next to each recipient, The number refers to the order in which the recipients will receive the document. For example, recipient 1 will have to first receive and sign the contract in order for recipient 2 to receive the email next. Remember, having a signing order is optional. The candidate always needs to be the last recipient, with a blank name and email (as the name and email are fetched from Teamtailor).
2. You must also pay attention to the "role" you designate for each recipient. For example, the role you have for the recipient that is supposed to be the candidate must match the role you have designated from Teamtailor's side (please refer to the section In Teamtailor further down). The role for the candidate needs to be written exactly as it is written in Teamtailor when setting up the trigger, please keep in mind it is case-sensitive. The reason for this is because the candidate's role is used as a placeholder, so it must match.
Below you will find an example of how the signing order should look, where the document is first sent to employee #1 - then employee #2, and lastly, the candidate the integration was triggered on.
The role of the candidate can be any word you choose - as long as it matches in the DocuSign signing order and the "Template signing role" in Teamtailor when setting up the DocuSign trigger.
In Teamtailor
When you create a DocuSign trigger from your Teamtailor account, you will be asked to specify the template signing role, this is where you need to make sure it says 'Candidate'/whatever role the candidate has in the signing order, exactly as you have written it in Docusign.
Placeholders
You can use a placeholder in your DocuSign template that automatically gets populated with the candidate's custom fields from Teamtailor. These are the placeholders you can use:
tt_candidate_nameautomatically gets filled with the candidate’s namett_candidate_emailautomatically gets filled with the candidate’s emailtt_candidate_phoneautomatically gets filled with the candidate’s phonett_job_titleautomatically gets filled with the job titleAny custom field can be automatically added as well using the convention
tt_cf_xxxx(wherexxxxis the namespace of your custom field in Teamtailor). As an example, if you have a custom field calledsalaryin Teamtailor, you can use the placeholdertt_cf_salaryon your DocuSign template. For any custom fields with several words, for exampleContract Start Date- the custom field in DocuSign should be namedtt_cf_contract-start-date
Note! DocuSign might require a certain subscription plan for using and/or connecting custom fields in DocuSign.
Where to add placeholders in Docusign:
When you are editing the document you have uploaded, you will see on your left-hand tab an option called 'custom-fields', by clicking there you will be able to review or add placeholders.
By clicking this (+) symbol you can add a new custom-field/placeholder.
Here is where your list of placeholders or custom fields will appear, the more you add the more will be visible in the list.
Set up the workflow in Teamtailor
The DocuSign document is automatically sent to the candidate via a trigger you add to a stage in the recruitment process or manually from the candidate card.
Your ability to use the integration is limited by the number of available envelopes you have in your DocuSign account.
Send via trigger
Activate Triggers (1) and add the Send DocuSign document trigger on the stage where tou want it to be sent out to the candidates (2).
Inside the trigger select the DocuSign template you want to use, your preferred settings, and then Add trigger. Now every time you move a candidate to this stage the selected template will be sent for e-Signing to the concerned parties.
💡 If you want to add the same Send document trigger on several jobs you can add it to the stage in your job templates. Read more about job templates here.
Send manually
You can also trigger documents manually for individual candidates. Head over to their candidate card and choose Add integrations under ⋮ More in the action bar.
Choose Send document and select the template you want to use.
Document status
As soon as the document is triggered, you will be able to track it right in the candidate card in Teamtailor under the DocuSign section. When all signing parties have signed the document, the status changes from Pending → Completed.
Automatically move a candidate when the document is signed
When you set up the trigger, you will be able to check a box for Move candidate when complete. This means the candidate will automatically be moved to the job stage you have selected in the trigger.
