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Create offer template for DocuSign

Plans:
  • Personal
  • Team
  • Corporate
Editions:
  • SmartStart
  • Corporate
  • Global

Admins can create new templates for sending offers via DocuSign using Microsoft Word or another text editor that can edit and save .doc or .docx files, such as Google Docs. To save time later, add DocuSign anchor text to the templates. DocuSign will recognize this text and insert fields into the offer to collect signatures, initials, dates and more from candidates or executives.

Create template

Since you're creating a single template that will be used to make offers for more than one candidate, you'll need to include placeholders for candidate-specific information. To do this, you can insert merge fields within the text of the offer. These are generated by SmartRecruiters based on the candidate and job fields in your account. You can only choose from the list of merge fields that is available in your SmartRecruiters account.

  1. Write up the offer letter, and identify all the information that should be customized for each candidate. These are input fields such as salary, office location, stock options, etc.
  2. Check your list of custom merge fields to make sure there is one for each input field.

    Find your list of merge fields

    To find a list of your current custom merge fields:

    1. Navigate to Settings / Admin.
    2. Click Offer Templates.
    3. Above the table, click See merge fields and instructions.

    Your company's list will differ, because it will depend on the custom fields in your account.

  3. If there are any missing, create a custom candidate field first. 

Add merge fields 

Once you have all the necessary merge fields, replace each input field in the template with its corresponding merge field.

To add a merge field into the template, just format it like this:

<<ApplicantFirstName>>

For example, if your offer letter includes a line like this:

You will start in a full-time position at a commission rate of 2%, and you will report to your hiring manager, David Samuels.

You'll enter into the template as:

You will start in a full-time position at a commission rate of <<SalesCommission>>, and you will report to your hiring manager, <<HiringManagerFamiliarName>>.

Write the entire template as you like, and make sure to enter each merge field inline with the surrounding text. Be careful! Merge fields are case sensitive.

Download an example offer letter.

Add DocuSign fields

To automatically place DocuSign fields for candidates or executives, you can add specific anchor text to the Microsoft Word template. When DocuSign generates the offer letter for preview and signature, it will automatically detect the anchor text and place the fields.

There are two sets of anchor text for offer templates: one for candidates, and one for executives:

Candidate Anchor Text

Anchor text

 

Purpose

candidate_sig   Candidates sign here.
candidate_date   Adds the current date when candidates sign.
candidate_initial   Candidates add their initials here
candidate_name   Adds the full name of the candidate to the offer letter
candidate_data1   Free text field for candidates (e.g., for addresses). Up to 5 different fields supported.
candidate_box1   Checkbox for candidates. Up to 5 different fields supported.
candidate_attachment1   Candidates add attachments here. Up to 3 different fields supported.

Executive Anchor Text

Anchor text

 

Purpose

executive_sig   Executives sign here.
executive_date   Adds the current date when executives sign.
executive_initial   Executives add their initials here
executive_name   Adds the full name of the executive to the offer letter.
executive_data1   Free text field for executives (e.g., for addresses). Up to 3 different fields supported. 
executive_box1   Checkbox for candidates. Up to 3 different fields supported.

To add DocuSign fields for candidate and executive signers, simply add the appropriate anchor text to the template. For example:

  • add candidate_sig where a candidate needs to sign
  • add executive_sig where an executive needs to sign.

No specially formatting is required. Simply enter the anchor text into the Word document, and change the anchor text's color to white to prevent it from appearing in the offer:

In the example above, the white text is surrounded by a grey highlight for contrast.

Download an example template.

When the template is used to create an offer, DocuSign will automatically detect and fill in the anchor fields:

Screen Shot 2017-03-03 at 1.54.27 PM.png

If you place multiple fields with the same name in a template, when signer enters information (or checks a box) in one field, all fields with the same name will display that information. 

Add multiple unique candidate_box, candidate_data, or candidate_attachment fields by numbering them.

For example, to add two unique checkboxes for a candidate, add candidate_box1 and candidate_box2 to the template. See the tables above for limits on the number of these fields.

Upload Template

Once you've created an offer template:

  1. Navigate to Settings / Admin and click Offer Templates.
  2. Click Upload Template and select your template to upload it to SmartRecruiters.
  3. Once the template has been uploaded, click the globe icon to preview it.
  4. If there are errors, delete the template, edit the original file, and reupload it.
  5. Once you've uploaded the template, you can set the date format, or make it available to specific jobs by clicking the Edit icon:

To make the offer template available on any job, just leave All for each Org Field in the list. To make it available for specific jobs, choose different values for one or more fields. You can choose more than one value for each field.

SmartRecruiters will make the template available for jobs with the exact same set of values.