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 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 access role can create offer letter templates? can create offers for candidates in the offer stage? limited access ❌ ❌ agency users ❌ ❌ elevated access external recruiter (not linked to an agency) ❌ ❌ elevated access analyst ❌ ❌ elevated access hiring team member ❌ ❌ elevated access hiring manager ❌ ❌ elevated access admin ❌ ❌ elevated access admin private ❌ ✅ organization admin ✅ ✅ 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 send e signature offer to a candidate once your template is valid, you're ready to create offers for candidates 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 click create offer 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 to generate the offer letter 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 title, message, company signatory and signing order and any cc's you'd like to include anyone cc’d will be notified when the request goes out and when the document is signed you will have the option to preview the email before sending (or send a self test if the preview option in your https //app ashbyhq com/admin/organizational settings/offers/settings is not enabled) 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 adding multiple documents to an e signature offer), 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 rescinding or withdrawing an offer if you need to rescind an offer for a candidate and nullify the e signature request sent to them, click archive on the candidate’s profile (do not delete or amend the offer that has been created) while archiving, set the archive reason to one that specifically mentions the offer being rescinded if you do not already have an archive reason in place for rescinding an offer, you can set one up in admin > jobs & applications > https //app ashbyhq com/admin/organizational settings/candidate archive reasons we would recommend having one in place for reporting purposes and ease of reference how do i rescind an offer and archive a candidate in the hired stage? if the candidate is already in the hired stage but needs to be archived, you can take the following steps navigate to the candidate’s profile and click change stage move the candidate back to the offer stage of the pipeline you should then see the archive option on their profile if the candidate has come back and rejected the offer, then update the candidate response to the offer to ensure it's reported on accurately in the future to do this, click on view offer within the offer activity on the candidate’s profile, then select update response to amend the offer response if you do not need to amend the offer, click the archive option and select an appropriate archive reason as above 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