How to Create & Send Documents for eSignature

JazzHR allows you to turn commonly used onboarding documents into eSignature Templates - eliminating the need to assign fields every time you need to send an eSignature.

Note that this is only available to Pro customers or Plus customers with Offers and eSignatures.

This article will cover how to:

Create an eSignature Template

An eSignature Template can consist of one or more (up to 10) documents that can be used to easily request candidate information and signatures digitally. JazzHR recommends uploading documents into a logical folder structure for yourself and your team.

Before you can create an eSignature Template, you will need to upload your document(s) to JazzHR.  To start uploading documents:

  1. Navigate to the Settings tab.
  2. Click Templates.
  3. Select Documents on the left.
  4. In the upper-right corner, click +New Document and select Upload Document. 
  5. Choose a file to upload, name the document, and choose a destination folder. Click Upload Document. 

Once the document(s) are uploaded, you can create an eSignature Template!  Here's how to get started:

  1. Navigate to the Settings tab.
  2. Click Templates.
  3. Select Documents on the left.
  4. In the upper-right corner, click +New Document and select Create eSignature Template. 
  5. Name the eSignature Template and choose a destination folder from the dropdown menu.
  6. Click +Add Documents to choose the document(s) that will be sent to the candidate.
    • *Note that you may only bundle documents here. You cannot bundle multiple eSignature Templates on the Candidate level.
  7. Add Signer Roles to the eSignature Template and set the signing order.
    • Signer Roles are labels for who should sign the documents and in what order. JazzHR suggests using general titles such as "Hiring Manager" or "Regional Director".
  8. Click Assign Fields and Save to add signature and text fields to the document(s).
    • Add fields to the documents by dragging and dropping them onto the document. Each signer role you added must be assigned to at least one field. Once a field has been added to the document, select which Signer Role is responsible for completing it and if it is required or not.
  9. Click Continue.

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You can either Test this eSignature Template or Return to Documents

Now that you've set up the eSignature Template, you can use it to send an eSignature to a candidate, new employee, or internal signer.

Send eSignatures from the Candidate Profile 

Once you've created your eSignature Template, head to the Candidate Profile to start requesting candidate eSignatures.

First, navigate to the Candidate Profile and click the Documents tab,

  1. Click +Add Document.
  2. Click the Select tab.
    • Select an eSignature Template
    • Secure the document by editing the visibility settings.
  3. Click Add Documents.

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Now that the eSignature Template has been added to the candidate profile, click Send. From there,

  1. Name the final document.
  2. Set the security on the document.
  3. Choose a signer for each role as specified in the eSignature Template.
  4. If you wish to redirect signers to a different page other than the default confirmation page, set it in the optional field.  
  5. Select an email template or craft a new one.
  6. Click Preview and Send.

Preview the documents and add any additional signature fields as needed. Then, click Continue to send the eSignature to all signers with your chosen customization.

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You can check the status of your eSignature by hovering over the status field.  A question mark indicates the signer has not signed, while a checkmark indicates the signer has completed the document. Once all signees have completed the document, the status will change from Pending to Signed.

Add eSignatures as Workflow Helpers

To fully streamline onboarding process, add eSignatures to your Workflow as a Workflow Helper. Here's how:

  1. Click Settings.
  2. Click Workflows.
  3. Find the stage on which you'd like the eSignature sent out.
  4. Click Add.
  5. Select eSignature Document.
  6. Choose the eSignature Template you'd like to be sent or click +Add Document to create a new one.
  7. Secure the document by selecting a visibility group.
  8. Select an email template to include alongside the eSignature.
  9. Click Add eSignature Document to Stage.

Once you move a candidate into this Workflow Stage, you’ll be prompted to automatically send the eSignature attached to the stage. 

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Create and Send eSignatures on the Fly

When one-off documents need to be signed, eSignature Templates are not always necessary. To send an eSignature request directly from the candidate profile:

  1. Click on the Documents tab.
  2. Click the arrow dropdown next to +Add Document and select Create and Send an eSignature Document.
  3. Name the final document.
  4. Click +Add Documents. 
  5. Select or upload the document and click Add Documents
  6. Set the security on the document using the dropdown.  
  7. Choose the signers of the document. 
  8. If you wish to redirect signers to a different page other than the default confirmation page, set it in the optional field.  
  9. Compose an email that will be sent along with a link to the eDocuments for signing.
  10. Click Assign Fields and Send.  
  11. Drag and drop fields and assign them to the signers that you added to the eSignature.

To send the eSignature, click Continue.

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Activate and Access Your Free HelloSign Account

Each JazzHR account with Offers and eSignatures receives a free HelloSign account to send and sign unlimited eSignature documents through JazzHR. To access your free account:

  1. Visit the HelloSign Login page.
  2. Enter your email address.
  3. Click Forgot Password.

You'll then receive a link to create a HelloSign password. Once you create a password, you'll be able to view the status and activity of your eSignatures sent from JazzHR!

Please note: With your free Hellosign account, you are able to send up to 3 documents per user per month directly from HelloSign. If you need additional capabilities to send documents for eSignature outside of JazzHR, please visit Hellosign's website.

FAQs 

Will I be notified when a candidate signs an eSignature?

Yes, by default, the person who sent the eSignature request will receive a notification once the signers view the request and then complete the request. You can adjust your notification settings within your HelloSign personal profile.

How do I cancel a signature request on an eSignature that I've already sent?

From the Documents tab of the Candidate Profile, click the actions drop-down next to the eSignature you wish to cancel and select Cancel Signature Request. Check the box if you'd like to send a cancellation email to signers who have not yet signed. If the eSignature contains an Offer, you can also Reject the Offer at this time. 

Can I download the signed documents once they've been completed?

Yes, click the actions drop-down next to the eSignature you wish to download, and select Download Signed Document.

Can I go back and edit an eTemplate once it has been sent? 

No, neither you nor a candidate can edit documents once they have been sent, signed, or accepted. You will have to delete the old document and generate a new one with the correct changes.

When I send an eDocument for signing, is that activity logged on the Emails tab of the Candidate Profile?

No, the sending of eSignatures is not logged in the Emails tab at this time. 

Do I have to assign these fields and save every time I send an eSignature?

No. Once an eSignature Template is created, you will not need to re-assign fields every time you send an eSignature!

How secure is HelloSign?

For more information on HelloSign's security, you can check out this link.

Do signature requests expire?

Signature requests do not expire, but the original link will expire once a reminder email is sent out. Then, only the newest link sent through that reminder will work. If the signer attempts to access an old link, they will run into an expired link page again.

Why do I receive a "Sorry, this link is no longer valid" message when I try to sign my document?

This means the signature link you were trying to open expired, which happens when you start a signature request on one device, browser or IP address, but try to complete it on another device, browser or IP address. Trying to re-access the link again from another device invalidates the link. To resolve, click on the "request a new link" button and make sure you both view and sign the signature request on the same device, IP address or browser. 

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Once I send an eSignature, how often are reminders sent to those awaiting signatures?

HelloSign will send a reminder email to eSignature recipients on the 3rd and 7th day.

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