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DocuSign for Letters and Documents

Beverley Evans
Updated

HR

Step-by-step guide

 

This guide will show how to sign letters and documents using DocuSign

 

Contents

 

Introduction

Letters can be generated from Ciphr HR and then sent for workflow signature using DocuSign. The signed documents are then stored in and can be accessed from the employee's Personal Documents.

Note: In order to use this functionality your organisation must have a licence for the relevant document signing product and configuration will be required in Ciphr HR.

 

Using a template for electronic signature with
DocuSign

  • The document text is created in the same manner as any normal Ciphr HR letter template or can be a template that exists already and is being edited
  • There are a number of ‘anchor tags’ that have been set up for use in documents for DocuSign
  • Insert the fields according to the location and information required
Note: All the codes can be used as many times as is required in the same document template. There should however, be a maximum of two recipients signing the document.

DocuSign Anchor Tags

Field Overview Recipient Code for signature Approver Code
(when signature required)
Signature The field for the user's electronic signature. Through the DocuSign
interface this can be set in text under a chosen font This field is required, attempting to finish the document before this field is completed will result in a message prompting the user to complete the fields		 \s1\ \s2\
Initial The field for the user's initials.
Through the DocuSign interface this
can be set in text under a chosen font. This field is required, attempting to finish the document before this field is completed will result in a message prompting the user to complete the fields		 \i1\ \i2\
Initial
(Optional)

 The optional field for the user's initials. Through the DocuSign interface this can be set in text under a chosen font. This field is optional and will allow the user to
either toggle this field to be populated or to be left blank		 \oi1\  \oi2\
Title The read only field for the user's job title. This information is populated from the user's DocuSign account \t1\ \t2\
Full name The read only field for the user's full
name		 \n1\ \n2\
Company The read only field for the current user's company. This information is populated from the user's DocuSign account \co1\ \co2\

 

Note: The text colour for these codes should be set to a non-visible colour on the page to avoid any overlap when the DocuSign fields are added as they do not get replaced in the document. For each code the respective DocuSign field will start at the first backwards slash (\) so the following considerations should be made when placing the codes into the document template:

  • Signature height and width – it is recommended that the line above this anchor tag is left blank to prevent an overlap
  • Initial and Optional Initial height – it is recommended that the line above this anchor tag is left blank to prevent an overlap
  • Full name – width
  • Company name - width

 

DocuSign anchor tagging examples

Note: In the example above the fields for recipient title and recipient company are blank – this is because the user has not been recognised as a recorded user in the DocuSign account that the letter was distributed from.

When you are sending out letters which are configured for use with DocuSign there will be the following options that can be utilised as part of the process:

  • DocuSign Email Subject: The default value for this is “Please sign the letter” however this can be changed as required
  • Signature Type:
    • Approver required to sign the letter – the approver will be added into the email request and requested to sign the letter after the recipient has signed
    • Approver receives a copy of this letter – the approver will receive a copy of the letter once signed by the recipient
    • No Approver Action needed – there is no action for the approver

Note: When sending letters to a subset of records, the records in the subset become the signers and the managers of those recipients are the approvers. Email notifications will inform signers and approvers that there is a document to be actioned

 

Document Storage

  • A copy of the document, once created and sent for signature, will be put into the employee Personal Documents and stored in the document category as determined by the letter template in the Letter Library & Distribution/Store
  • The signed version will also be saved in the folder once the process is complete

Notes:

  • If there is more than one signatory on the letter then the copy in Personal Documents will be updated after the last person has signed. A scheduled task will check against the e-sign letters that have been sent for any marked as ‘completed’ – this will be the last copy that is retrieved and updated to Personal Documents
     
  • Progress tracking of documents is carried out in DocuSign

 

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