WFM UK: HR UK: Linking DocuSign Template(s) to the HR Module

Overview

This article shows how to link a DocuSign template to the HR module so that documents can be sent to employees for e-signature via HR.

Prerequisites

Configuring DocuSign Credentials in the HR Module

• First, please follow the guidance in this article

Create a Template in DocuSign

Ensure there is at least one template created in DocuSign before attempting to link in HR. Instructions for this can be found here.

Linking DocuSign Templates with the HR Module

• Go to HR > Administration > Document Management > Document Templates

Fig.1 - Document Templates in HR

• Then select Upload New Template

Fig.2 - Upload new Template in Document Templates

• To see the available DocuSign templates, tick Is An E-Sign Document? and then select the E-Sign Account (DocuSign account) that holds them
• Select at least one DocuSign template
  • Primary - this template will be the 'front' of the email, providing its subject and body. This is the text entered in the 'Add message' stage when creating the template in DocuSign (see Fig.4). Any additional selections will make up an 'envelope' of documents

DocuSign template names are formatted as 'Document Name - Document Description', given when creating the template in DocuSign. If no description was entered when created in DocuSign, the template's name will appear simply as 'Document Name -' (ending with a hyphen - can be seen in Fig.3).

Fig.3 - Enabling the template as an E-Sign template and choosing the DocuSign account

Fig.4 - The 'Add message' section in DocuSign - 'Primary' template email

• Once the DocuSign template(s) have been selected, scroll down and enter a Description (how the E-Sign template will appear in employee records and throughout the HR module)
• Add some Notes if required and then select Upload

Fig.5 - Setting a template name

The next screens are used to assign the required Locations, Job Titles, Contracts and Employment Types for the employees who will be sent this E-Sign template. At least one of these must be assigned.

• Select the required Locations from the 'Available' list on the left side and assign them using the arrows
• Select Next and then follow the same steps for Job Titles, Contracts, and Employment Types as required

Fig.6 - Assigning Locations to a HR E-Sign Template

After selecting Next on the final step, the DocuSign template will be linked to the HR E-Sign template and visible on the 'Document Templates' screen.

Fig.7 - Completed HR E-Sign Template, linked to DocuSign Template