Sending eTemplates

Digitize and centralize the sending of documents for the collection of candidate eSignatures directly from JazzHR to streamline your onboarding and maintain a consistent candidate experience.

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

Once you've created your eTemplate:

  1. Set Up Your HelloSign Account
  2. Send eTemplates from the Candidate Profile
  3. Add eTemplates as Workflow Helpers

Looking to send an Offer Letter specifically? Visit our Offer Letter guide.

Set Up Your HelloSign Account

JazzHR partners with HelloSign to send and complete eSignature documents. Each JazzHR account with Offers and eTemplates receives a free HelloSign account, which allows you to send unlimited eDocuments through JazzHR. To activate your free account and start sending eDocuments:

  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 head back into JazzHR and begin sending eDocuments. 

Send eTemplates from the Candidate Profile

Once you've created your eTemplate and set up your HelloSign account, head to the Candidate Profile to start requesting eSignatures from candidates through an eTemplate.

Note that Offer Letters are tracked differently. Visit our Offer Letter guide for more information.

To send an eTemplate to a candidate:

  1. Click the Documents tab on the Candidate Profile.
  2. Click +Add Document.
  3. Click the Select tab.
  4. Select the eTemplate you'd like to send.
  5. Click Add Documents.

2019-07-11_06.46.20.gif

The eTemplate will then be listed in the Documents section. Click the actions drop-down to the right and select Send as eDocument. From the next page: 

  1. Name the final document - Note that this naming convention will appear on the email sent to signers.
  2. Set the security on the document.
  3. Choose a signer for each role as specified in the eTemplate.
  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 to be included along with the eSignature request or craft a new one.
  6. Click Preview and Send.

2019-07-11_06.48.57.gif

From the next page, preview the documents and adjust any eSignature fields as needed. Once you're ready, click Send to send the eTemplate to all signers with your chosen customization.

Once sent, you can check the status of your eSignature request 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 signers have completed the document, the status will change to "Signed."

2019-07-11_06.54.47.gif

Add eTemplates as Workflow Helpers

To fully streamline onboarding process, add the sending of eDocuments 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 eDocument sent out.
  4. Click Add.
  5. Select eSignature Document.
  6. Choose the eTemplate you'd like to be sent or click +Add eDocument to create a new one.
  7. Secure the document by selecting a visibility group.
  8. Select an email template to include alongside the eDocument.
  9. Click Add eSignature Document to Stage.

2019-07-12_12.53.37.gif

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

2019-07-12_13.04.25.gif

Send an eDocument On-the-Fly

To send an eDocument on the fly, you will have to have documents uploaded to your candidate or the Settings > Documents section.  Documents eligible for eSigning include Word docs, PDFs, images, etc.  To use a document you've uploaded, follow these steps:

  1. Go to the candidate profile and click the Documents tab.  Then click SEND eDOCUMENT
  2. Name the final document.
  3. Click +ADD DOCUMENTS.  Select the documents to add and click ADD DOCUMENTS. NOTE: eTemplates are not available for selection when sending an eDocument on the fly.
  4. Set the security on the document using the drop down.  
  5. Choose the signers of the document. You can ADD SIGNERs on the fly or ADD CC. The CCed person will simply get a copy of the final signed document.
  6. If you wish to redirect signers to a different page other than the default confirmation page, set it in the optional field.  
  7. Compose an email that will be sent along with a link to the eDocuments for signing
  8. If the eDocument contains an Offer letter you can mark the eDocument as an Offer and select an Offer.  To finish, you will click "Assign Fields and Send".  In the screen that appears, you will drag and drop fields and assign them to the signers that you added to the eDocument. 

Frequently Asked Questions

Will I be notified when a candidate signs an eTemplate?

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 eDocument I've already sent?

From the Documents tab of the Candidate Profile, click the actions drop-down next to the eDocument 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 eDocument 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 eDocument 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. 

Was this article helpful?
4 out of 5 found this helpful