Overview
Data sent to the Onboarding app by the ATS or entered manually by the new employee will automatically populate the contract template set up within DocuSign.
When configuring a template, there are specific mapping fields and configuration settings that must be set for the information to auto-populate. Without this mapping, the candidate will be required to complete the fields again themselves manually within DocuSign.
Mapping Fields within DocuSign
So that the data populates correctly, some areas within the template need to be set when mapping fields.
- To add a text field to the template, select Text from the left side panel, and place the box next to the field that needs to be populated
Fig.1 - DocuSign: Adding a text field
- To configure the field, select the new text box and then go to the right-hand panel
- Required Field - tick this if the field is mandatory. If left unticked, the employee will be able to sign the document with the field left blank
- Read Only - select this if the field should not be amended by the employee. This should be ticked for fields such as Job Title, Location, Salary etc.
However, as the data is sent directly from Onboarding, it can be ticked for all auto-populated fields
Fig 2. DocuSign: Field Configuration Panel
Formatting
The font of the text in the text fields can be configured to the same text as the original document.
Fig 3. DocuSign: Formatting
Data Label
The data label is the field that dictates what information is populated where. If this is incorrect, the information will not auto-populate when sent from onboarding. The table below shows hat fields can be auto-populated, and the correct Data label that should be assigned.
Fig 4. DocuSign: Data label
Validation
It is possible to add validation to a field type, to ensure the employee is entering the correct information. However, as the Validation is completed in the ATS or onboarding App, it's important to make sure there is no validation in the pre-populated fields.
Fig 5. DocuSign: validation
Conditional Fields
For fields that are not auto-populated, it is possible to create rules. For example, If a question is asked, such as 'have you worked here before?', a text box could appear for the employee to type in details if they select Yes.
- To set a conditional field, select Create Rule
Fig 6. DocuSign: Conditional Fields
A new header bar will appear at the top of the page
Fig 7. DocuSign: New Conditional Field
- Select the value that needs to be set for the Details Text Box to be available, then select the text box that needs to appear
The selected box will display with yellow stripes to show that it is linked to a rule.
- Select Done
Once completed, the details of the rule will be displayed and can be edited or deleted at any time.
Fig 8. DocuSign: Edit/Delete Conditional Field
Mapping Fields
The below table details all of the fields that can be mapped to information sent by either ATS or DocuSign, and the configuration needed to ensure the data populates correctly.
| Onboarding Field | Field Type | Data Label | Validation | Conditional Fields |
| Personal Details | ||||
| Title | TEXT | candidate_title | None | None |
| First name | TEXT | candidate_forename | None | None |
| Middle name | TEXT | candidate_middle_name | None | None |
| Surname | TEXT | candidate_surname | None | None |
| Preferred Name | TEXT | candidate_nickname | None | None |
| Address Line 1 | TEXT | candidate_address_1 | None | None |
| Address Line 2 | TEXT | candidate_address_2 | None | None |
| Town | TEXT | candidate_city | None | None |
| County | TEXT | candidate_county | None | None |
| Postcode | TEXT | candidate_postcode | None | None |
| Personal Email Address | TEXT | candidate_email_address | None | None |
| Home Phone Number | TEXT | candidate_home_phone | None | None |
| Mobile Phone Number | TEXT | candidate_mobile_phone | None | None |
| Gender | TEXT | candidate_gender | None | None |
| National Insurance Number | TEXT | candidate_national_insurance_number | None | None |
| Date of Birth | TEXT | candidate_dob | None | None |
| Employment Details | ||||
| Location | TEXT | location | None | None |
| Start Date | TEXT | candidate_start_date | None | None |
| Job title | TEXT | candidate_job_title | None | None |
| Hourly/Shift rate | TEXT | rate_of_pay | None | None |
| Salary | TEXT | candidate_final_salary | None | None |
| Holiday Days | TEXT | annual_leave | None | None |
| Reports to | TEXT | reporting_to | None | None |
| Contracted Hours per week | TEXT | candidate_contracted_hours_per_week | None | None |
| Contracted days per week | TEXT |
candidate_days_per_week |
None | None |
| Contract end Date | TEXT |
candidate_end_date |
None | None |
| Probationary Period | TEXT |
candidate_probation_period |
None | None |
| Notice Period | TEXT |
candidate_notice_period |
None | None |
| Reporting Manager | TEXT |
reporting_to |
None | None |
| Bank Details | ||||
| Bank Name | TEXT | bank_name | None | None |
| Account holder Name | TEXT | bank_account_name | None | None |
| Sort Code | TEXT | candidate_bank_sort_code | None | None |
| Account Number | TEXT |
candidate_bank_account_number |
None | None |
| BSc Roll Number | TEXT | candidate_roll_number | None | None |
| Next of Kin 1 |
||||
| NOK 1 Title | TEXT | candidate_next_of_kin_title | None | None |
| NOK 1 Surname | TEXT | candidate_next_of_kin_surname | None | None |
| NOK 1 Forename | TEXT | candidate_next_of_kin_forename | None | None |
| NOK 1 Home Phone Number | TEXT | candidate_next_of_kin_phone_2 | None | None |
| NOK 1 Mobile Phone Number | TEXT | candidate_next_of_kin_mobile | None | None |
| NOK 1 relationship | TEXT | candidate_next_of_kin_relation | None | None |
| Next of Kin 2 |
||||
| NOK 1 Title | TEXT | candidate_next_of_kin2_title | None | None |
| NOK 1 Surname | TEXT | candidate_next_of_kin2_surname | None | None |
| NOK 1 Forename | TEXT | candidate_next_of_kin2_forename | None | None |
| NOK 1 Home Phone Number | TEXT | candidate_next_of_kin2_phone_2 | None | None |
| NOK 1 Mobile Phone Number | TEXT | candidate_next_of_kin2_mobile | None | None |
| NOK 1 relationship | TEXT | candidate_next_of_kin2_relation | None | None |
| Reference 1 |
||||
| Reference 1 name | TEXT | name_of_referee1 | None | None |
| Reference 1 Job Title | TEXT | job_title_of_referee1 | None | None |
| Reference 1 Company Name | TEXT | referee1_Name_of_company | None | None |
| Reference 1 Address | TEXT | referee1_address1 | None | None |
| Reference 1 PostCode | TEXT | referee1_address_postcode | None | None |
| Reference 1 Email Address | TEXT | referee1_email | None | None |
| Reference 1 Phone Number | TEXT | referee1_contact_tel_no | None | None |
| Reference 1 Employment Start Date | TEXT | referee1_employed_from | None | None |
| Reference 1 Employment end Date | TEXT | referee1_employed_to | None | None |
| Reference 2 |
||||
| Reference 2 name | TEXT | name_of_referee2 | None | None |
| Reference 2 Job Title | TEXT | job_title_of_referee2 | None | None |
| Reference 2 Company Name | TEXT | referee2_Name_of_company | None | None |
| Reference 2 Address | TEXT | referee2_address1 | None | None |
| Reference 2 PostCode | TEXT | referee2_address_postcode | None | None |
| Reference 2 Email Address | TEXT | referee2_email | None | None |
| Reference 2 Phone Number | TEXT | referee2_contact_tel_no | None | None |
| Reference 2 Employment Start Date | TEXT | referee2_employed_from | None | None |
| Reference 1 Employment end Date | TEXT | referee2_employed_to | None | None |
Table 1. Template Mapping Field Values
Comments
0 comments
Please sign in to leave a comment.