E-Signature Documents

this e signature feature works similarly to ashby docid\ zsjek0e500medhtkqqelw , and can be used for documents like non disclosure agreements (ndas) non offer e signature documents can be configured on the following plans legacy plus, plus and enterprise foundations legacy plus plus enterprise ❌ ✅ ✅ ✅ e signature documents overview the e signature documents feature allows your team to request and store signed copies of any document that requires a signature configure e signature documents add replacement tokens to your document to create a valid e signature document, you’ll need to embed the replacement tokens from admin > integrations > https //app ashbyhq com/admin/organizational settings/esignature documents/tokens within your document template click on a token to copy it and then paste it into your document template prior to exporting it copy tokens to your clipboard by clicking on thempaste copied tokens into the appropriate places in the document export your document in docx format the document template must be in docx format when uploaded, so export the completed template to this format before uploading it to ashby upload and validate your document once the document is ready, navigate to the https //app ashbyhq com/admin/organizational settings/esignature documents/templates page, then click + new on the right side of the page give the document a title drag and drop or browse to find the file, then upload it ashby will check the file if it’s valid, the indicator will turn green, and you’re done! if it’s invalid, the indicator will remain red and you’ll receive an error message with instructions on how to update the file esig document upload gif gif set filters for your e signature document (optional) when uploading and validating your e signature document template, you'll see the option only allow using this e signature document template on specific job considerations? check this checkbox if you'd like the e signature document to only be an option that's available for specific job considerations once you've checked this checkbox, you can then configure a rule by clicking + add field to match and adding filters connected to the job consideration like region, interview stage, department, and more any job consideration’s meeting this criteria will list this e signature template as an option when generating an e signature request manage your documents if you’d like to archive a document, visit it and click the red archive button on the right you can visit and reactivate archived documents by changing the filter from active to archived use e signature documents e signature documents can be used in a few different ways; review the different options below in all cases, e signature documents aren’t sent out fully automatically instead, requests are generated on candidates’ profiles so senders can review and confirm details ahead of sending configure an automation rule automation rules are set up in admin and can be used to trigger activities across all of your jobs use this option if you’d like every candidate to receive the documentation request like other automation rules in ashby, e signature rules are triggered based on a condition, which can be set using many reporting options the most common include current interview stage or stage group (e g , send if the candidate is currently in the intro call stage) candidate outcome (e g , send if the candidate is marked as hired) once the condition is set, click activate draft configuration to enable the rule the next time a candidate meets this condition, the rule will be triggered once triggered, a request will be generated on the candidate’s profile and will need to be sent out manually (e signature documents are never sent out 100% automatically) please note that the automation conditions are evaluated whenever a candidates moves stages if the candidate mets the set conditions after moving to a new stage, then the rule will be triggered nda creation gif add a document as an activity docid\ u2vf0kytmmlpie5n6zwn7 are added to the interview plan for a specific job use this option if you’d like every candidate in a specific job to have this request type appear on the candidate’s profile when they move into the associated stage add the e signature document activity to the stage you’d like the request to be generated on for example, if you’d like an nda request generated for all candidates that move to the first round on the developer advocate job, add the request there once you select the activity type, select the document that should be associated with the stage activity type requests won’t automatically be sent instead, a request will be generated on the candidates’ profiles and will need to be sent manually esig doc activity gifesig activity generation gif gif generate a one off document request one off requests can be generated on a candidate profile use this option for individual candidates that need a request generated outside of the normal workflow to generate a one off request, visit more > send e signature document on a candidate’s profile next, select the document you’d like to send from the dropdown menu once generated, the request details will need to be filled out and sent manually generate doc gif gif signed e signature documents once all parties sign a request, a copy of the file will be stored in the other files section of the summary tab on the candidate’s profile faq does ashby have an nda template we can use? as an nda is a legal document, we recommend reaching out to your legal counsel for appropriate nda language can i add multiple documents to one e signature activity? adding multiple distinct documents to one e signature document activity isn’t supported currently (like it is for e signature offers) instead, we recommend either compiling all appropriate documents into one file or adding multiple activities can i generate and send an nda request 100% automatically? no sending out e signature documents requires human intervention to ensure details are accurate ahead of sending can i adjust the formatting of numbers and currencies on my e signature documents? we now have the option to pick from u s style number formatting and european style number formatting, along with currency formatting on the settings tab of e signature documents https //app ashbyhq com/admin/organizational settings/esignature documents/settings you can also set a separate default formatting style for offers https //app ashbyhq com/admin/organizational settings/offers/settings default number formatting determine whether you would like numbers displayed in european style or u s style default currency formatting determine whether you would like currency to be displayed as a symbol ($) or country code (usd) you will also have the option to override these settings when generating offer letters if you override the settings when creating an offer, other e signature documents added to the packet inherit the same setting if the default setting was not overridden, the global default is used for e signature documents can i set an e signature request to automatically expire? you can this is done when sending out the e signature document to the candidate click send e signature request on the document activity on the candidate’s profile on the following screen, use the automatically expire request drop down to set an expiry date and time how do custom fields work with e signature document tokens? you can generate tokens to pull data from custom fields into your e signature documents or offer letters if you have multiple choice custom fields in place, you can also customize the text substituted in to your e signature document based on the value chosen for more on this, check out