DocuSign helps organisations connect and automate how they prepare, sign, act on, and manage agreements. As part of the DocuSign Agreement Cloud, DocuSign offers eSignature: the world’s #1 way to sign electronically on practically any device, from almost anywhere, at any time. IntelliHR has designed a custom integration layer that is accessible to set up by any users of both DocuSign and intelliHR.
The below article is designed to walk through setting up a connection to generate a new contract or contract variation via DocuSign when a request is made via a Form Design in intelliHR.
This article covers:
- What will the integration do?
- Step-by-step process on using the integration.
- How do I get started?
- Video demonstration
What will it do?
✅ This integration allows contract offer making/variations to be automated from the intelliHR form design feature.
✅ It allows users to complete an intelliHR form design which will then automatically create an envelope in DocuSign, and move this envelope through a multi-step signing approval process before reaching the candidate/employee.
✅ Once an envelope is completed and signed by all parties, updates can be sent back to intelliHR such as creating a person and job, or updating a job.
Common Considerations
- This integration does NOT currently support the automatic upload of the completed DocuSign envelope into intelliHR.
How to utilise the integration
1. Complete a Form Design in intelliHR to Generate a DocuSign Envelope.
This is the initial trigger point of the integration. An envelope is automatically created from a template in Docusign when the specified form design is completed in intelliHR. The video demonstration below shows a great example of what one of these form designs could look like and what data fields can be pushed from the completed form design into the DocuSign envelope.
Essentially, there is no limit to what fields can be mapped across as in the intelliHR form design an unlimited amount of data fields can be created, and these simply need to be matched across to a "merge field" on the DocuSign envelope template. For more information on creating and setting up form designs, click here.
A good option is to house this intelliHR form design behind a self-service dashboard tile and make this dashboard tile available to any users within the intelliHR system that need to request new contracts or contract variations. For more information on setting up dashboard tiles, click here.
2. Manage the envelope via DocuSign through to completion
This step specifically pertains to the process of having the generated DocuSign envelope approved and signed by the parties required. This is all set up via the DocuSign platform. As soon as the contract is completed (i.e. all approvals and signatures have been made), the process will move into step 3.
3. Push of data from DocuSign envelope into intelliHR
Whether it's a new or an existing employee concerned, the data contained on the DocuSign envelope (initially originating from the intelliHR form design) can be configured to automatically push back into intelliHR. The appropriate actions the integration takes at this point are as follows.
For New Employees:
- Creating a new employee record in intelliHR
- Creating a new job record in intelliHR
For Existing Employees:
- Updating an existing job record in intelliHR
Set-up & Connection Requirements
Steps required to connect the integration and the costs associated are quoted on a case-by-case basis as this integration is facilitated by an intelliHR custom integration layer.
intelliHR will provide a quote that factors in some of the following activities to ensure that the integration is sustainable for each client.
- Authentication Testing: Requires the client to retrieve an API key from within DocuSign admin settings and confirmation of tenant region.
- Field Mapping: As per the sections above; ensuring all fields are mapped correctly between intelliHR form design, the DocuSign contract and the intelliHR person/job records.
- Pre-Deployment & Post-Deployment Consultations: This includes testing the integration with the client to identify use cases and field mapping requirements.
- Deployment: The end-to-end building of the complete integration/automation process.
- Housing & Maintenance: Which party will be hosting the integration (intelliHR vs. Client)? What effort will be required to troubleshoot and maintain the integration long-term?
Video Demonstration
Check out the video below for a real-time demonstration of the integration in action.