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Integrating DocuSign with Recooty

Written by Darshna
Updated over 3 weeks ago

Integrating DocuSign with Recooty enhances your document management efficiency, allowing you to streamline the process of collecting signatures and managing recruitment documents. This guide provides step-by-step instructions on how to connect your DocuSign account with Recooty and details the benefits of this integration.
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Benefits of DocuSign Integration

  • Streamlined Document Management: Automatically fetch templates and documents from your DocuSign account into Recooty.

  • Simplified Signing Process: Send documents for signature directly from Recooty, improving workflow efficiency.

  • Centralized Tracking: Monitor the status of documents and signatures from the candidate profile.
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Prerequisites

  • A valid DocuSign account (either existing or new).

  • Access to your Recooty dashboard.

  • Permissions to manage account integrations in both Recooty and DocuSign.
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Step-by-Step Integration Guide

Step 1: Log in to Your Recooty Account

  1. Navigate to the Recooty’s dashboard and log in using your credentials.

  2. Go to your profile settings in the dashboard.
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Step 2: Navigate to Integrations

  1. In your profile settings, select the Integrations tab.

  2. Under the Document Management section, look for the DocuSign option.
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Step 3: Connect to DocuSign

  1. Click on the Connect button next to DocuSign.

  2. You will be redirected to the DocuSign login page. Log in with your existing DocuSign credentials or create a new account if you don’t have one.
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Step 4: Grant Permissions

  1. After logging in, grant the necessary permissions for Recooty to access your DocuSign account.

  2. Click Accept to finalize the authorization.
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Step 5: Confirm Integration

  1. Once authorised, you will be redirected back to Recooty, where you will see a confirmation message that DocuSign has been connected.

  2. If you are part of multiple organisations, you will have the option to choose the appropriate DocuSign account. Select the account and click Proceed.
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Step 6: Verify the Connection

  • Check the integrations section in Recooty to confirm that the connection was successful, including the date it was connected.
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Creating and Sending Documents Using DocuSign

A. Upload Documents Directly

Preparing the Document for Sending

  1. Upload Document: Click "upload document" and select the file you wish to send via DocuSign.

  2. Access DocuSign Dashboard: After clicking "Upload," a pop-up window will display the DocuSign dashboard.

  3. Add Recipients: On the dashboard, enter the email addresses of the recipients. You have the option to set a specific signing order if there are multiple recipients.

  4. Compose Message: In the "Add Message" section, define the email subject and body. This message will accompany the documents sent to the recipients. You can also customize the email content for individual recipients.

  5. Place Fields: Click "Next" to view the uploaded document. Add necessary fields such as signature lines or date fields for the recipients. If there are multiple recipients, use the dropdown menu at the top to assign fields to the correct person.

  6. Finalize and Prepare for Signing: Once all fields are placed, click the "send" button. A message confirming the document has been uploaded will be displayed.

Sending the Document (In Case of Drafted Document Only)

  1. Locate Document: Navigate to the "Documents" section and click on the document you just uploaded.

  2. Send for Signing: At the top of the screen, select the "Send for Signing" option. This will dispatch the document to the recipients following the signing order established earlier.

B. Using Templates in DocuSign

This process enables you to send the same document to multiple applicants with automatic dynamic field population. A valid DocuSign plan that includes Sender Fields functionality is required.

Step 1: Create Templates in DocuSign

I. Template Setup in DocuSign

  1. Login: Access your DocuSign dashboard.

  2. Start Template: Navigate to "Envelope Templates" and select "Create a Template."
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  3. Basic Details: Provide a descriptive name and description for the template.

  4. Upload Document: Click "Add Documents" and upload the document (must be a .docx file).
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II. Defining Recipients and Roles

  1. Set Signing Order: Configure the precise order in which recipients will receive the document.

  2. Define Roles and Actions:

    • Name the roles (e.g., "Candidate," "Reporting Manager").

    • Assign an action for each role. Recooty supports the following actions:

      • Needs a Sign

      • Needs a View

      • Receives a Copy

  3. Email Configuration:

    • Pre-fill the email subject and body in the template, or use the Recooty dashboard to edit them later.

    • To set a unique message for each role, check the "Custom message and language for each recipient" option.

  4. Categorization: Select the category that best suits your document, then click "Next" to enter the advanced document editor.

III. Adding Fields to the Document

  1. Access Editor: Your uploaded document will be displayed in the advanced editor.

  2. Sender (Auto-filled) Fields: Place fields that will be dynamically populated from the Recooty dashboard upon use.

    • Crucial Naming: For fields that Recooty will auto-fill, their field names must exactly match those listed in the Supported Sender Fields list.
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  3. Sender (Manual-Entry) Fields: Place fields that are not supported by the Recooty auto-fill list.

    • Name these fields as desired, but ensure you follow snake_case conventions (e.g., reporting_manager).

    • These are the fields you will be prompted to fill in when using the template within the Recooty dashboard.

  4. Recipient Fields: Select the other defined roles and place fields on the document accordingly (e.g., signature fields, date fields). These are the fields that the respective roles will fill out.
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IV. Finalizing the Template

  1. Save: Once all fields are correctly positioned and configured, click "Save and Close" the template.

Deployment: Your newly created template should appear, ready for use with applicants. (Refer to the template usage method mentioned previously if needed.)


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Step 2: Add a DocuSign Document in Recooty

  1. Go to the Candidate Profile in Recooty.

  2. Navigate to the Documents section and click on the Add Document button.

  3. Select Add a DocuSign Document.

Step 3: Select Your Template

  • Browse the list of available templates created in your DocuSign account, select the template you want to upload or upload a document from your system, and click Upload.

Step 4: Map the Placeholders

  1. Map the placeholders in the document to the corresponding fields required.

  2. Use the dropdown menus to select values or add custom values to fill the fields.

  3. Once all the values are mapped, click Next.

    Supported Sender Fields List

    The following fields are automatically populated by Recooty when a template is created. To ensure these fields are correctly populated, the sender field names in your template must exactly match the names listed below (case-sensitive).Available Auto-Filled Sender Fields

Category

Variable Name

Description

Candidate Information

candidate_name

Full name of the candidate (First Name + Last Name)

candidate_email

Candidate’s email address

mobile_number

Candidate’s mobile number

Company Information

company_name

Name of the hiring company

company_address

Headquarter address of the company

company_phone

Company contact phone number

company_website

Official website of the company

company_linked_in_url

LinkedIn profile URL of the company

company_industry

Industry in which the company operates

Job Information

job_title

Title of the job for which the candidate is hired

job_location

Job location address

job_employment_type

Employment type (e.g., Full-time, Part-time, Contract)

job_min_pay

Minimum salary offered for the job

job_max_pay

Maximum salary offered for the job

job_pay_currency

Currency of the offered salary (e.g., USD, INR)

job_pay_interval

Salary interval (e.g., Monthly, Yearly, Hourly)

Sender / User Information (Recooty User)

user_name

Name of the logged-in Recooty user sending the document

user_email

Email of the logged-in Recooty user

user_phone

Phone number of the logged-in Recooty user

user_designation

Designation of the logged-in Recooty user

Miscellaneous

today_date

Current system date at the time of sending the envelope (MM/DD/YYYY format)

custom_value

Custom field reserved for future or dynamic internal usage

Best Practices for Field Usage

  • Exact Match: Ensure the Data Label for the sender field matches the variable name exactly (it is case-sensitive).

  • No Extra Spaces: Do not include extra spaces in the field names.

  • Field Type: Use only Prefill (Sender) fields for these variables, not Recipient fields.

  • Verification: Always test the template after configuration to confirm that the fields are populated correctly.

  • You can add more custom fields to the documents, which can be manually filled while sending on Recooty.

Step 5: Configure Recipient Settings

  1. You will see a preview of the filled placeholders. Here, you can send the mail for document review and signature to the recipients in the order that you have added in the docusign.

  2. The first recipient will receive the document for signature, followed by the next recipient based on the order you set.

  3. A default email will be created for notifying recipients, which you can customise as needed.
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Step 6: Send the Document

  1. After reviewing all details, click on Add and Send to Participants.​

  2. You will receive a notification on your Recooty dashboard indicating that the document/template has been sent successfully.
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Step 7: Monitor Signature Status

  • The recipient will receive an email from DocuSign to review and sign the document. You can track the status of the document in the Documents section of the candidate profile:
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    • Once the first recipient signs, the document will automatically be sent to the next recipient.

    • This process continues until all listed recipients have signed.
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Step 8: Final Document Storage

  • After all participants have signed the document, it will be displayed in the Documents section as a completed document.
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Troubleshooting

Common Issues and Fixes

  • Authorization Failed: Ensure you are logged in with the correct DocuSign account and have granted the necessary permissions.

  • Templates Not Showing: Verify your DocuSign account for existing templates and ensure they are saved correctly.

  • Connection Issues: Ensure your internet connection is stable and both Recooty and DocuSign services are operational.
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Disconnecting DocuSign from Recooty

  1. Go to the Integrations tab in your Recooty profile settings.

  2. Locate the DocuSign integration and click on the Delete button.

  3. Confirm your action to remove the integration.
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By integrating DocuSign with Recooty, you can enhance your document handling capabilities, ensuring a smoother and more organized recruitment process.
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​Contact Support

For any issues during the integration or while using DocuSign with Recooty, please contact Recooty support at [email protected].

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