E Signature-DocuSign

E Signature-DocuSign

Integrating with DocuSign

DocuSign provides electronic signature technology and Digital Transaction Management services for facilitating electronic exchanges of contracts and signed documents.

To integrate Docu Sign with Zoho People:

  • From your home page, go to Settings (Gear icon) > Integration > Services
  • Under DocuSign, click on 'Configure'
  • Enter your DocuSign credentials

You are now integrated with DocuSign. In order to revoke the integration, click on 'Revoke'

Sending an Envelope for ESignature

Follow the steps given below to be able to send an envelope for e-signature using DocuSign.

  • From your home page, go to Files > Files > Envelopes
  • Click on Send Envelope
  • Attach the desired agreement from your desktop or from cloud

NoteThe list of supported services are given below.

  1. Zoho Docs
  2. GDrive
  3. Dropbox
  4. One Drive
  5. Box
  6. Evernote
  • Under Recipients, enter the email id(s) of the recipient(s)
  • If you would like to have a copy of the same agreement sent for the view of someone else, include the email id under Send email copies To
  • Enter a message if needed
  • Under Category, select an existing category or add a new category
  • Check the Reminder box, if you would like to have a reminder sent

    If you want a reminder sent, you can also mention the number of days after which you want the reminder to be sent and also the frequency in which it should be sent.

  • Check the 'Expiry' box and give the expiry date
  • Under Notify recipient(s), give the number of days before the expiry date on which you would like to notify employees about the expiry of the agreement
  • Click Send

 

You will be taken to the DocuSign panel wherein you can view the Recipients, document name and all other details listed.

  • Drag and place the signature field in the document that needs to be sent. Drag and drop other required fields from the left side
  • To add or delete recipients, click on the recipient’s drop down
  • Click ‘Edit Recipients’
  • Click on the close ‘x’ icon to delete or click on ‘Add Recipients’( left bottom corner) to add new recipients
  • Click ‘Done’
  • Alternatively, you can also edit recipients and documents by clicking on the ellipsis icon(right top) near the ’Send’ Button
  • Click 'Send'

Your envelope has been successfully sent for e-signature using DocuSign.

Relative Use cases

Lets take a look at the steps to get done some of the most common tasks of HR personnel like sending probation confirmation letters and offer letters for e-signatiure, with the Zoho People-DocuSign integration.

Sending Probation Confirmation Letters for e-signature

This should be done in three levels.

1. In your employee form, you will have to first get e signature enabled. Follow the steps given below to do this.

  • From your home page, go to Settings > Forms and Tabs > Forms > Employee Form
  • Under 'Form Properties', check 'Enable Docusign'

Note: You should also ensure that the form has a file upload field in order to upload the probation confirmation letters for the concerned employees.

 TipClick here to know how to customize Forms.

2. The next step is to go to the respective records and upload the confirmation letter for the employees. 

  • From your home page, go to Organization > Employee
  • Click on the employee name to go to the Employee form
  • Click on the edit icon and upload the Probation Confirmation Letter from desktop or cloud
  • Click Submit

3. The next step is to have the Probation Confirmation Letter sent to employees for e signature.

Follow the steps given below to do this.

  • From your home page, go to Organization > Employee
  • Select the employees for whom the Probation confirmation letter should be sent for e signature
  • Click on 'Send Envelope' to the selected recipients for e signature'
  • Select the File to be sent

    NoteThe drop down will display the agreements that are available for the selected records. These agreements are uploaded to the Employee Form by creating a File upload field.

  • Under 'Recipients', select the email Id to which the agreement should be sent

    NoteIn case there are more than one email ID fields in the employee form, you can select the one which is relevant by choosing from this drop down.

  • Enter details for other fields like 'Send email copies To', 'Message', 'Category' etc
  • Check the Reminder box, if you would like to have a reminder sent
  • Check 'Expiry' and give the expiry date along with date for expiry notification to be sent (if needed)
  • Click Send

The Probation Confirmation document will now be sent to the recipient(s) for e signature. Once the signed copy is received, the confirmation document will be updated in the record automatically.

To view the agreement details:

  • From your home page, go to Files > Files > Envelopes
  • Click on the respective envelope to view it and to see other details like Sender name, Date etc 

Sending Offer Letters for e-signature

To send offer letters to candidates for e-signature using DocuSign,

You need to first create a form with details like candidates' name, email id etc. Once this form is created, you can select the candidates' names and send them the offer letter at one go.

Follow the steps given below to create the form.

  • From your home page, go to Settings (gear icon) > Forms and Tabs > Forms
  • Go to the respective form - In this case, the Employee form. 
  • Under 'Form Properties' check 'Enable DocuSign'

Now you have created a form wherein, you can add the list of candidates by clicking on 'Add Record' in the Candidates list form from the tab where you have listed the form. Once this is done, you can send the offer letter to the desired set of candidates.

Follow the steps given below to do this.

  • From your home page, go to Settings (gear icon) > Forms and Tabs > Forms
  • Click Add New Form
  • Give a name for eg - Candidates List and place it under any tab of your wish
  • Drag and drop fields for Name (Single Line), email id (email id field) and offer letter upload (File Upload field)
  • From your home page, go to the tab where you have the form 'Candidates List' listed
  • Select the candidates to whom you need to send the offer letter
  • Click on 'Send Envelope'
  • Attach the offer letter
  • Under 'Recipients', select the email Id field to which the offer letter should be sent

NoteIn case there are more than one email ID fields in the offer letter form, you can select the one which is relevant by choosing from this drop down.

  • Enter details for other fields like 'Send email copies To', 'Message', ''Category' etc
  • Check the Reminder box, if you would like to have a reminder sent and the set
  • Check the 'Expiry' box and give the expiry date
  • Under Notify recipient(s), give the number of days before the expiry date on which you would like to notify employees about the expiry of the offer letter
  • Click Send

 

The offer letter will now be sent to the recipient(s) for esignature.

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