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 true 148,148,148,150left unhandled content type left unhandled content type left unhandled content type left unhandled content type left unhandled content type left unhandled content type left unhandled content type left unhandled content type 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) the automation conditions are evaluated each time a candidate moves stage if the candidate meets the criteria once they've been moved to the new stage, then the flow will be triggered for example, if you have your criteria set for the automation to run once the candidate's job consideration is in the hiring manager interview stage, the automation will run at the point of the candidate being moved into that hiring manager stage 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 filling in e signature request details when you send an e signature request, you can either fill in the request details manually, or apply a pre created e signature request template that automatically fills in the request fields see docid\ oo1yu8bm3vso1jcunqwlr for more information on creating e signature request templates the fields to be filled in include title this will become the subject of the email to the candidate message this will appear in the body text of the email company signatory the internal team member required to sign signing order determine who signs first, or whether anyone can sign at any time expiration select a specific date, or set to never expire cc any additional individuals you would like to receive the email 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 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 docid\ qpgklrscmzgwc 7krbwds can i add text input fields to e signature documents? you can, yes! e signature text input tokens can be used for e signature documents generated via dropbox sign or docusign if you'd like to add text fields into your offer letters so the candidate or the company signatory can fill out additional information within the offer itself, you can copy and paste the following tokens into your template {{candidate text input}} this text input field will provide the candidate a field to add in additional text {{company text input}} this text input field will provide the company signatory a field to add in additional text when clicking the token in the e signature document tokens tab, you'll be prompted to select the field size, either by selecting a preset size or by setting the width and number of lines you can also check the required checkbox to require the signer to complete the field as part of the signing process once you've determined the text input field size and settings, click the token generated to then copy it you can then paste this token into your document template we recommend placing this token in it's own line within your document template to prevent layout issues here's an example of how the token should be placed and how it will look when an e signature offer letter has been generated can i adjust the formatting of numbers, dates and currencies on my offer letters? you can choose between u s style formatting and european style formatting for numbers and specify currency formatting for offer letters and e signature offers and documents navigate to admin > offers and click on the settings tab to determine your offer settings alternatively, head to admin > integrations > e signature documents and click on the settings tab to configure your e signature document 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) default date formatting select your preferred date display format from the drop down list you will also have the option to override the default number and currency settings when generating offer letters it is not possible to override the date formatting setting in your offer or e signature settings for a single offer letter if you override the number or currency settings when creating an offer, other e signature documents added to the same packet inherit the same setting if the default setting was not overridden, the global default is used for e signature documents