WFM UK: Onboarding: DocuSign | Creating a New Template – Fourth & HotSchedules Customer Success Portal

Content

Overview
Preparing the Template
Uploading the Template
Adding the Mapping Fields
Previewing the Template

Overview

Any number of document Templates can be created in DocuSign for sending to employees for electronic signing (a contract of employment, for example). This article shows how to create a new template (in MS Word or similar) and upload into DocuSign. Once in DocuSign, mapping fields can be added which will either be auto-filled with system information or manually completed by the signee.

Preparing the Template

First of all, the template should be created in Microsoft Word or a similar word-processing application.

DocuSign will accept any of the following file formats - .doc, .docm, .docx, .dot, .dotm, .dotx, .htm, .html, .msg, .pdf, .rtf, .txt, .wpd, .xhtml, .xps.

Ensure a large enough space is left where data needs to be populated (as shown in Fig.1)
Use page breaks to separate sections of the documents. This will ensure they are displayed on separate pages within DocuSign

Fig.1 - Example Word Document Template

For contracts of employment, for example, a picture containing the company signature can be added to the document, which will be displayed within DocuSign.

Ensure there is enough space for the employee's signature, date signed and full name (if required)

Fig.2 - Signatories

Once the Document has been created, it can be uploaded to DocuSign.

Uploading the Template

Fig.3 - Create a Template

Enter the Template Name and Template Description (if required)

Fig.4 - Template Name

Drag and drop the Files into the 'Add documents' section
or
Select Upload to browse for and select the template document

Fig.5 - Uploading document options

Once uploaded, the Document will be visible within the 'Add documents' section.

Fig.6 - Uploaded Document

Note: it is possible to add multiple documents to a single template, which may be useful if certain job roles require different documents, such as Health and Safety Assessments, Driver Policies, etc. Just drop your files, or upload to the UPLOAD box

In the 'Add recipients' section, type the word 'Employee in the Role field
Select Next

Fig.7 - Add Recipient

Adding the Mapping Fields

Once a template has been uploaded, fields need to be placed on each section that requires data - either auto-populated or entered by the employee.

On the left side of the screen is a panel containing several different field types. These can be dragged and dropped to the relevant section of the template.

For fields that are to auto-populate with information from the Onboarding app, use the 'Text' field.

To add a text field, use the mouse to drag and drop Text onto the template - see Fig.8

Fig.8 - Edit Template, Field Type Panel

Read Only and Required Fields

Once a field is in place, it can be formatted and conured to the required specification.

Select the relevant field (one that has been dragged into position) to reveal the options

Each field can be set as 'Read Only' or 'Required' (mandatory).

Read Only should be set for fields automatically populated by the Onboarding app, which should not be changed by the employee. For example:

Location
Job Title
Pay Rate / Salary
Start Date

Required Field should be used for any field that must be completed as part of the contract completion. Examples of these fields are:

Address
Date of Birth
Gender

The configuration of these fields is done using the panel on the right-hand side of the DocuSign page - see Fig.9.

Fig.9 - DocuSign Field Configuration

Field Formatting

A field can be formatted to have the same font and font size as the original document.

To format the field, go to Formatting on the right-side panel
Select the Font, Font Size, and Font Colour

Fig.10 - Field Formatting

Data Label

The Data Label is what the Onboarding app uses to map the field and populate the data correctly.

For fields not set to populate automatically, the label will be shown when the signee hovers over the field, and also within the 'Document Mapping' page within the E-Sign functionality in HR.

To add a data label, select Data Label on the right-side panel
Enter either the mapping field or the field name into the box

All data labels that are required for mapping data from Onboarding can be found here.

Fig.11 - Data Label

Validation

Any fields that require mapping to data within the app should have no additional validation added to the DocuSign template. This is because validation has already been applied at the point the data was entered into ATS, sent to the Onboarding APIs or completed in the Onboarding app.

However, any fields that require completion within DocuSign can have validation applied. This is to ensure that the employee cannot enter data that is invalid or nonsensical.

To add a validation, select Validation on the right-side panel and use the drop-down menu

Different types of validation can be added, depending on what type of field is required.

None - No validation will be applied
SSN - Social Security Number - this is only relevant for the collection of a Social Security Number in the United States. The validation rule is ###-##-####
Email - Validation checks for a minimum entry of @* and the * can be any alphanumeric character. Some special characters can be allowed
Numbers - 0-9 and a period or comma decimal separator. No Spaces
Letters - Letters A-Z, in lower or uppercase, and spaces, plus Unicode Latin-1 Supplement letters
Date - MM/DD/YYYY or DD/MM/YYYY or YYYY/MM/DD. If a different date format is required, the custom field can be used
ZIP+4 - This is only relevant for the collection of a Zip Code with a 4-digit identifier in the United States. The validation rule is xxxxx-xxxx
ZIP - This is only relevant for the collection of a Zip Code in the United States. The validation rule is xxxxx
Custom - Regular expression. For more information, see here

Fig.12 - Validation Types

Aligning Fields

Where there are many fields required to complete a document, they can be aligned with one another to uniform the page and make it look smarter for employees.

To align fields, drag the mouse over all of the fields that need to be aligned so they are all highlighted

Fig.13 - Highlighted Fields

At the top of the DocuSign Field Configuration Panel, a new section will display.

The four icons are quick buttons which can be used to:

Align all fields to the right-hand side of the field that is set furthest to the right
Align all fields to the left-hand side of the field that is set furthest to the left
Align all fields to the top of the field that is set furthest to the top
Align all fields to the bottom of the field that is set furthest to the bottom

Fig.14 - Align Fields

Fig.15 shows the two highlighted fields aligned to the one furthest to the left (option 2)

Fig.15 - Left Alignment

Radio Buttons and Drop-Down Fields

Some documents, such as Health and Safety questionnaires, may require the employee to choose from several options. Either radio buttons or drop-down lists can be used.

Note: As Onboarding contracts are viewed on a mobile device, it is recommended that drop-down lists are used, as they look cleaner, and can be aligned to one another easily.

To use a radio button, select Radio from the Fields Panel on the left-hand side

Fig.16 - Radio Button

Drag and drop the first radio button into position

Radio buttons will automatically be placed as a pair.

To position the second one, drag and drop the 2nd radio button
To add more buttons, select the plus icon below the bottom button (see Fig.17), then drag and drop into place

Fig.17 - Applying Radio Buttons

With the buttons in position, two new configuration options become available.

The Group Label is similar to the Data Label. If the field needs to be mapped to an area in HR, the value that should be entered can be found here

The Radio Button Values should be the information they represent. Again, if they need to be mapped to an area in HR, the values should be added according to the information found here

Fig.18 - Radio Button Configuration

To use a drop-down list, select Dropdown from the left side panel

Fig.19 - Dropdown

Drag and Drop the first Dropdown into position.

Fig.20 - apply Dropdown

With the dropdown in position, new configuration options will be available.

These options are what will be displayed in the dropdown when the employee is completing their document.

To add options, select Add Option and enter the values as required
To add more options, simply repeat this process

Fig.21 - Dropdown Options

Conditional Fields

It is possible to set up conditional fields. These are conditions that restrict certain fields if other ones are completed - or vice versa.

For example, a question may ask the employee if they have a student loan. If they select yes, a dropdown will appear for them to choose which plan type.

To set a conditional field, select the field from the left side that will trigger the condition and then select Conditional Fields on the right-side panel
Select Create Rule and select the fields to show when to trigger the field

Fig.22 - Conditional Fields

Select the field that should become available upon trigger and then Done

Fig.23 - Select Trigger Field

Once selected, the field will become striped, which signifies it is a conditional field.

Fig.24 - Select Conditional Field

To edit or delete a conditional field rule, select the trigger field, go to Conditional Fields on the right-side panel and select Edit / Delete

Fig.25 - Edit/Delete Conditional Field

Signature and Date Signed Fields

For documents that require them, it is easy to set up a Signature and Date Signed field.

To set a Signature field, drag the Signature field from the left side panel to the required position
The same can be done with the Date Signed field

No further configuration is needed for these fields as they are preset by DocuSign.

Fig.26 - Dragging and Dropping a Signature Field

Previewing the Template

Once all of the template configuration is complete it can be previewed.

Select Preview

The preview will show the employee's view of the document.

There are icons along the top which will switch the view between desktop, tablet and mobile
To move through the contract pages, as an employee would, select Start

Fig.27 - Preview Template, view options, 'Start' button

Once the whole template has been completed, select Save and Close