Using eDocuments

You can use eDocuments to send documents out for candidates to sign. This helps you keep everything in one spot, and maintain consistency across all your electronic communications. JazzHR lets you create eTemplates to send the same documents consistently to other candidates, or you can send one-off documents to candidates for individual situations. 

Send an eDocument using eTemplates

To send an eDocument from an eTemplate or other documents that have already been created in JazzHR, follow these steps:

  1. Go to the candidate profile tab and click the DOCUMENTS tab.  Then click +ADD DOCUMENT
  2. Click the SELECT tab, select documents or an eTemplate and click ADD DOCUMENTS.
  3. The documents or eTemplate will be listed in the Documents section.  Click the actions drop down and select Send as eDocument.
  4. Name the final document and set the security on the document using the drop down.
  5. Choose a signer for each role as specified in the eTemplate.
  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. 

Using Offer Templates to send an eSignature

  1. If your eDocument contains an Offer letter, you can track the eDocument as an Offer for reporting purposes. Finally, you can Preview the eDocument and send.
  2. Preview the documents and if you wish to make any changes to them, you may do so. When you preview an eDocument created using an eTemplate, you have the ability to make any final tweaks to the document prior to sending. Click CONTINUE once finished to send the eDocuments to the signers.

After you send an eDocument, you can check the status by hovering over the status field. A "question mark" indicates the signer has not signed it yet. A "check mark" indicates the signer has completed the document. Once all signers have completed the document, the status will change to SIGNED.

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

When should I use eTemplates and when should I send eDocuments "on the fly"?
Templates should be used for times when the process is repeatable and non-changing from candidate to candidate or employee to employee. For example, if all employees need to sign the same three work authorization, citizenship, and tax forms before starting work, make them an eTemplate. If you just need to send a one-off document for signing (like a single offer letter requiring only the candidate's signature), send it on the fly.

When I send an eDocument for signing, is that activity logged on the EMAIL tab of the candidate profile?
No, not at this time.

When I upload my Microsoft Word document into JazzHR, the formatting looks off. Why is this? Hellosign can only process browser supported fonts. Most notably, Calibri font is NOT a supported font type. If you are experiencing this issue please change the font on the document in Microsoft Word and then upload the document into JazzHR again. If you are still noticing that the formatting is off after changing the font type, please contact support@jazzhr.com.

Can I change e-Signatures notification settings?
Yes, you can do this within your HelloSign personal profile.

Can I download the signed documents once the've been completed?
Yes.  Simply click the actions drop down next to the eDocument you wish to download and select Download Signed Document.

How do I cancel a signature request on eDocument I've already sent?
Go to the candidate profile tab and click the DOCUMENTS tab.  Click the actions drop down next to the eDocument you wish to cancel and select Cancel Signature Request.

Check the box if you want to send a cancellation email to signers who have not yet signed and click CANCEL EDOCUMENT.  If the eDocument contains an Offer, you can also Reject the Offer at this time.

Can I choose a template for the email that goes out to candidates with the eDocument?

No, not at this time.

Can I go back and edit an eTemplate or Offer letter once it has been sent? Can a candidate?

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.

 

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