E-Signature Offers

this guide covers the e signature feature in detail, check out the docid\ klimfx9n1tahebvkmgpoh guide for the full feature overview e signature offer overview applying e signature request templates is not shown in this video, but are available see docid\ oo1yu8bm3vso1jcunqwlr for setup instructions, or the docid\ zsjek0e500medhtkqqelw section below for how to use them permissions offers and offer letters see the table below for information on the access roles that can create offer letter templates and generate offers for candidates in the offer stage true 203,203,203left 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 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 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 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 left unhandled content type create an offer letter with e signature tokens the first step in activating e signature is adding the related tokens to your docx offer letter template navigate to https //app ashbyhq com/admin/organizational settings/offers/offer letter tokens and locate the candidate and company signature tokens click on a token to copy it to your clipboard, then paste it in the appropriate area of your docx template the candidate and company tokens are required to activate the e signature feature once the template is configured with tokens, head to the https //app ashbyhq com/admin/organizational settings/offers/offer letter templates page, click new , enter a title, and upload the file next, click the refresh button 🔄 , and the form will be validated for any errors you'll be notified if anything in the form needs to be updated the following default tokens are available for e signature offer letters {{candidate e signature}} {{candidate e signature date}} {{candidate e signature initials}} {{candidate checkbox}} {{company e signature}} {{company e signature date}} {{company e signature initials}} candidate or company signature tokens must be accompanied by the date token adding text input fields to your e signature offer letter e signature text input tokens can be used for e signature offer letters 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 also add in the following tokens {{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 offer letter 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 copy it you can then paste this token into your offer letter we recommend placing this token in it's own line within your offer letter 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 send an e signature offer to a candidate once your offer letter template is valid and complete, you're ready to create offers for candidates follow the steps below to successfully create and share an e signature offer to send an e signature offer to a candidate, navigate to the candidate's profile and move them to the offer stage this will generate an offer activity in the activities & progress timeline on the new offer activity, click create offer and then fill out the offer details form once the form is filled out, click view offer on the offer created activity, then generate offer letter select an e signature offer letter from the templates dropdown to generate the offer letter if you do not have an e signature offer letter templates, you'll need to go back and create them see docid\ zsjek0e500medhtkqqelw above for more info once the offer letter has been generated, then click send offer e signature (you may need to refresh the page) fill in the e signature request details 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 alternatively, you can apply an e signature request template which will fill in these details automatically if your organization has built them see docid\ oo1yu8bm3vso1jcunqwlr for more information on creating e signature request templates you will either have the option to preview the email before sending by clicking preview at the bottom of the pane, or send a self test to your email by clicking self test if the preview option in your https //app ashbyhq com/admin/organizational settings/offers/settings is not enabled) when ready, hit send and the request will be sent to the candidate! e signature preview editor the preview editor can be enabled under e signature settings in admin https //app ashbyhq com/admin/organizational settings/offers/settings when enabled, the signature request can be previewed in a document editor, before sending the request to the candidate this allows you to add special document inputs for the signer to fill out, which may not be offered in ashby’s templates offer sent via dropbox sign (formerly hellosign) offers are sent via dropbox sign ashby's dropbox sign integration works automatically, you will not need a dropbox sign plan to use it e signature status and reminders once an offer is sent, you'll be able to review the e signature status by clicking view offer on the offer activity from there, in the offer e signature section, you can also send out reminders where needed edit offer if you edit an offer the e signature request will be invalidated, and you'll need to regenerate the offer letter and resend the e signature request review signed offer once an offer is signed, you'll have the option to review the offer by clicking view offer on the activity (now showing as offer accepted) you can click signed offer to view the signed offer letter if you have multiple signed offer documents as part of an offer packet (more on this at docid\ gn7c pqjjfh32kup99emz ), then you’ll also see a download signed files button click this to either download a zip file containing all signed files, or to select a specific file from the offer packet to download faq why do my e signature placeholders show in the generated document? this can happen when more than one font is used in the document template check out docid\ vznq4s oh 0funsp7q6u for more troubleshooting tips can i set my e signature request to expire? you can, yes! after creating your offer, you’ll see the automatically expire request option in the following menu after clicking send offer e signature request use the drop down menu to select at date & time if you’d like the request to expire you’ll then be able to specify the expiration date and time keep this set to never if you don’t want the request to expire what notifications are received when e signature requests are sent? the user that initiated the e signature offer request will receive notifications when signatories view and sign their offer letter, as well as when all parties have signed the offer letter each signatory will get a notification after signing the offer letter, providing them with their signed copy if you’ve set a signing order for the e signature request, the signer(s) waiting for the other party to sign first will get a “heads up” that an e signature request is heading their way but not yet ready for their signature what email address do e signature requests come from? e signature requests will be sent from mailto\ noreply\@mail hellosign com why do you recommend that we add the dropbox sign domain to an allowlist? in general, for external emails to candidates, dropbox sign's domain is highly trusted and it’s rare that those emails get sent to spam we've had a couple of instances where internal signature requests for company signatories were getting blocked so in order to prevent that, dropbox sign recommends adding the email to an allowlist more about this can be found in their docs https //faq hellosign com/hc/en us/articles/206454577 why am i not receiving email notifications# text=it%27s%20possible%20your%20e%2dmail,contact%20our%20support%20team%20here can i create custom tokens for e signature documents? you can generate custom tokens for candidate, job and offer custom fields, yes for more information on setting these up, check out docid\ qpgklrscmzgwc 7krbwds these allow you to pull information from custom fields into your e signature templates you custom field tokens for e signature documents will be listed in the custom field tokens section of e signature document tokens within the e signature documents section of admin