It enables organizations to streamline the process of sending documents- such as offer letters for secure, legally binding digital signatures. Once the integration is enabled and templates are configured, HR teams can generate documents directly within the system and send them to candidate or employee and internal signatories via Docusign.

• Navigate to Compliance Management → DocuSign → Document Generator

• Click the +Add New button. A pop-up window will appear with a 3-step process to generate the document:

• Document Details

• Enter a name for the document for future reference (e.g., Offer Letter – [Candidate Name]).

• Select a template from the dropdown menu containing the templates configured under DocuSign.

• Choose the candidate from the dropdown list if the recruitment module is enabled for your organization or choose the employee name; only candidates marked as Hired in the Recruitment module will be listed and all the active employee names will get displayed in the dropdown list.

• Signing Authority

• If both Employer and Candidate signatures are required, select the respective names from the dropdown lists.

• Salary

• Enter the candidate’s Annual CTC and, if enabled in Recruitment General Settings, the Signing Bonus.

• Click the Generate button.

• You will be directed to the Document Editor, where the document is displayed with pre-filled details and the organization’s letterhead. You may review and make changes specific to the selected candidate. Any edits made here will not affect the original template in the DocuSign configuration.

• Once the document is finalized, you have the option to Preview, Save as Draft, or Submit for Review. If everything looks correct in the preview, click Submit for Review.

• The designated employer signatory will receive an email requesting their signature.Once the employer signs, the document will be routed to the candidate for their signature.

• The recruiter will receive email notifications at each stage of the process. If a signatory does not sign the document, you can use the Resend option available under the Signatories section to remind them.

• Once the candidate signs the offer letter, the document status will update to Completed.If the candidate declines the offer, the status will change to Declined.If only the employer has signed and the candidate has not yet signed, the status will appear as Partially Signed.-This feature is available only if the Recruitment module is enabled for your organization.

• Additionally, under the Job Candidate → Onboarding tab, the candidate’s status will update to Offer Accepted once the candidate signs the offer letter. This feature is available only if the Recruitment module is enabled for your organization.

• If the setting "Automatically send signed document to candidate" is enabled, the system will automatically send the finalized offer letter to the candidate after both the employer and candidate have signed.-This feature is available only if the Recruitment module is enabled for your organization.If this setting is disabled, the recruiter will need to manually send the signed offer letter to the candidate.

Types of Signatures in Email

You can either choose Sign or Save and Sign. Selecting Save and Sign will store your signature for future use, allowing you to quickly apply it to upcoming documents.

Draw- Allows the signer to use their mouse, stylus, or touchscreen to manually draw their signature for a more personalized and handwritten look.

Type- Enables the signer to simply type their name, which is then displayed in a signature-style font. This is a quick and convenient option.

Upload- Provides the option to upload a scanned image of the signer’s handwritten signature from their device, offering a highly authentic and consistent appearance.

My Signature- If the signer has previously saved a signature in the system (like in DocuSign), this option lets them quickly apply their saved signature without re-entering or drawing it again.

Fig: Document Details

Fig: Document Editor

Fig: Document Preview

Fig: Document Generator Status

Fig: Resend Signatories