Recruit integrates with DocuSign to enable you to manage your offer letters and processes seamlessly while leveraging the rich template options available with your DocuSign account.

Once you integrate the two accounts, the default PandaDoc integration offered by Recruit is automatically disabled and replaced by DocuSign, and all relevant workflow steps across your account are updated.

When working with Recruit and DocuSign, you’ll be able to manage all of your offer templates from within your DocuSign account. You can also build templates that leverage dynamic Recruit offer attributes supported by DocuSign.

Before getting started

• DocuSign account administrators can configure their accounts for integration with Recruit.

• The following DocuSign features are required, see how to configure the integration below:

  • Templates
  • Pre-fill document fields

Limitations

• Recruit works exclusively with one eSignature platform. If you choose to integrate with DocuSign, the native PandaDoc integration will be automatically disabled and offer steps will be switched from PandaDoc to DocuSign.

• You need to create a dedicated folder named "Recruit" within your DocuSign account. All pertinent DocuSign templates should be managed exclusively within this folder.

• Configure all relevant Recruit attributes as well as signature roles from DocuSign.

Configure the integration

1. From your DocuSign administrator account, retrieve your user ID and API account ID:

   1. Navigate to the Admin tab.

   2. Scroll down to find Apps and Keys on the left-side menu. The Apps and Keys area will load and display your User ID and API Account ID:

      

   3. Copy and paste both IDs on the side.

2. Generate a DocuSign connect key:

   1. Also from the Integrations area of the side menu, click Connect.

   2. From the Connect area, go to the Connect Keys tab.

   3. Click Add Secret Key.

   4. Copy and paste the key on the side.

   ⚠️ Important: Don’t exit this area until you’ve copied the key or you’ll have to start over again.

   

3. In Recruit, navigate to Apps.

4. From the left menu, select Offer letters.

5. Search for DocuSign, select the tile, then Continue to setup.

6. Enter the DocuSign User ID, API Account ID, and Connect key that you saved on the side.

   

7. Click Activate.

8. Log in to your DocuSign account in the new pop-up window with your email and password and enable access to the integration with Recruit.

Your DocuSign account is now integrated with your Recruit account. All workflows will be updated to use DocuSign. Also, the native PandaDoc integration will be automatically disabled.

Create templates on DocuSign

1. In your DocuSign account, navigate to the Templates tab.

2. Click the ➕ icon next to Shared folders and create a new folder named “Recruit.”

   • Recruit only retrieves templates from the "Recruit" folder within the integrated DocuSign account. Ensure that all templates you want to use in Recruit are stored in this folder.

   • To make templates accessible to all Recruit users, the "Recruit" folder must be created under the Shared folders section in DocuSign. Otherwise, only the Admin in DocuSign will be able to use these templates in Recruit.

     

      

3. Then, click Start (blue button) at the top and choose Create a Template from the options. The edit template page will open.

   

Configure templates

1. Create a template

1. Give your template a name and description to easily identify it later.

2. Upload the offer letter you’d like to use for that template.

3. Add the template recipients by specifying only the following roles—do not fill in the recipients’ names and emails:

   • “candidate”: For candidate signature

   • “company1”: For the company signature

   • “company2”: For the second company signature

   ⚠️Important: To be populated in Recruit, templates must include signature attributes for the "company1" and "candidate" roles.

   

4. Add a subject line and message content for the email that the candidate will receive along with the offer letter and click Next.

2. Use pre-fill fields for Recruit attributes

To support Recruit attributes, you need to add pre-fill fields to your DocuSign template for all sections intended to be completed by Recruit, for example, candidate name, position name, and location.

1. Click on the ✏️ pencil icon on the left. The pre-fill tools panel will open.

2. Choose a pre-fill tool and place it anywhere in the document.

   

3. When you’re done, click on the Standard fields on the left and select Signature. Make sure you add one for the company document and one for the candidate.

   

4. Click Save and close.

3. Sync the pre-fill fields with Recruit attributes

To enable Recruit to recognize the pre-filled fields and populate the desired Recruit offer attribute in those fields, each pre-filled field should have a Data label.

1. Click on the pre-fill field to open the field properties panel on the right.

2. Look for the Data label property and add the offer attribute you want Recruit to add in that field. For example, #{{company-name}}.

   

   In case pre-fill fields are found in the document without the compatible offer attribute in Recruit, the pre-fill Data label will be populated during the offer generation step. For example, “work schedule” is not a valid Offer letter attribute in Recruit. In this case, you’ll have to populate this field in the offer generation step. This will allow you to set these fields' values before sending the document.

   

   In case the pre-fill field does have the compatible offer attribute in Recruit, and there is no value for this specific field, you’ll also be able to populate this field in the offer generation step.

3. Click Save and close. You will be redirected to your My templates screen.

4. Move the template to the Recruit folder

1. Click the blue dropdown arrow next to the template you just created and select Move from the options.

   

2. Select the Recruit folder when prompted and click Move.

   
   

Send the offer letter

1. Generate the Offer

1. In Recruit, click on a candidate and navigate to the position workflow.

2. Select the Offer step.

3. Make sure you have an updated email to send the offer to the candidate.

4. Select a template from the dropdown. The options here are the ones stored in your DocuSign account > Templates > Folders > Recruit.

   

5. Recruit will automatically populate the labels with the candidate’s data. If there’s no information available, you’ll need to complete it manually.

6. Click Generate Offer. Recruit will create an envelope that contains the DocuSign template with placeholders replaced and send it to a predefined company email: docusigntemplate@sparkhire.com.

   • The template name in DocuSign will have the prefix: [PREVIEW]_{template_name}.

   • The email that contains the envelope is immediately voided after it is generated.

   • If you make changes to the offer document (such as adjusting the candidate's details or offer terms), Recruit will regenerate the envelope. This will result in multiple voided preview envelopes, each reflecting the latest changes and duplicating the previous versions.

7. Click Preview to see the generated offer. This will retrieve the generated offer as a PDF from DocuSign and display it for you to review.

   • If you click Preview more than once, the previously generated envelope is deleted and replaced with a new one, reflecting the latest version.

2. Approve the offer

1. From the dropdown, select the relevant option:

   • The person who has to approve the offer before it’s sent to the candidate. You can include anyone from the CEO to the HR Director in the approval process.

   • An already set approval process. Learn more about Approval processes.

2. Click Send for approval. A new window will pop up for you to grant the approvers access to view the position details. Choose whether to grant access or not and click Send for approval.

3. Sign the offer

1. Choose the person who will sign the offer letter on behalf of the company ("company1" role).

2. Edit the email that notifies the candidate about the offer.

3. Click Send.

You can track the status of the offer in the step details. The status will remain pending until the candidate signs it off.

Next steps

After you send the email:

1. You'll find two files in your DocuSign account: one in the Drafts folder and one in the Deleted folder. The draft will be deleted and replaced when a new offer is generated.

2. The candidate will receive the customized email from Recruit and a second email from DocuSign with the offer to sign.

3. Once the candidate has signed the offer, the status in Recruit will change to signed, and you’ll get the email confirming that the candidate has signed the offer. Also, Recruit will send the offer to the company representative/trigger the approval process.

4. Once the company representative has signed off the document, the status will be updated to signed in Recruit, and you’ll be able to complete the step.

5. Recruit will send an email with the signed document as an attachment to both the candidate and the company representative, and you will receive a confirmation email that the offer letter has been signed off.

Have more questions? Contact us at recruit.support@sparkhire.com