Zoho Recruit | DocuSign

Getting documents signed with DocuSign

The DocuSign extension in Zoho Recruit helps you send documents to your contacts and get them signed. This extension is supported for the Candidates and Contacts modules. Apart from Candidates and Contacts, for the rest of the records, the document will be sent to the associated contacts. Templates can be created for these records and the documents can be sent for signature using this extension.

On installing this extension, three custom modules will be created. Based on the terminology used in DocuSign, these modules are named.

  • Envelops - This refers to each process of sending documents and getting them signed by the customers.
  • Envelop Events - This module captures details on the date and time the documents were sent for signature and when they were signed.
  • Envelop Recipients - This module captures details on the recipients of the document, the order in which they need to sign, etc.
Note
  1. Only administrators can install this extension.
  2. The email address to sign in to Zoho Recruit account and DocuSign account should be the same.

Install DocuSign

You can either go to the Zoho Marketplace and install the DocuSign extension or log in to your Zoho Recruit account and install.

To install DocuSign

  1. Go to Setup > Marketplace > Marketplace.
    All the installed extensions are listed. Under All Extensions, you can view all the extensions supported in Zoho Recruit.
  2. Click All Extensions, browse through for DocuSign and click it.
    The details about the extension will be available.
  3. Click Install Now.
  4. In the following screen, agree to the terms of service and click Continue to Install.
  5. Choose one of the following and click  Confirm.
    • Install for admin only - The extension will be installed in Zoho Recruit for only the users with the administrator profile.
    • Install for all users - The extension will be installed in Zoho Recruit for all the users. Users need to have a DocuSign account to use this feature.
    • Choose profiles - The extension will be installed in Zoho Recruit for all the users. You need to choose this option, click Continue and then select the profile
      The extension will be installed automatically for the specified users. After installing you need to authorize using your DocuSign login credentials.
  6. Click Authorize.
    If you click Skip in this step, you can later authorize from Settings > Setup > Marketplace > Marketplace.
    In the DocuSign extension details page, you can click Authorize.


     
  7. In the pop-up, specify the Email and Password for the DocuSign account and click Log In.
    The account will be authorized and the extension can be used. Three custom modules will be created after installing the extension.

Get documents signed using DocuSign

On installation, the candidate's and contact's details page will have a button named Send for DocuSign. This button can be used to send documents that need to be signed by contacts. Each record will also have a related list where the envelop details will be listed.

To send documents for e-sign

  1. Click the Candidates or Contacts modules.
  2. Click on a record to which you want to send documents.
  3. In the record's details page, click Send for DocuSign.


     
  4. In the Send agreement with DocuSign pop-up window, do the following:
  • Click Add Document and select an option to upload the document that needs to be digitally signed or select the document from the files available in Zoho Recruit's Documents module.
    When multiple files are added, all will be merged as a single PDF document.


     
  • Select the Set signing order check box, if required.
    On selecting this, you will have the option to specify the order corresponding to each recipient.
  • Select the recipients to whom you want to send the documents for signature.
    When multiple recipients are added, the documents need to be signed by all of them in the orders it has been added.
    By default, the candidate/contact selected will be added as the recipient.
  • Under Message to All Recipients, specify the message that will be included in the email that is sent to the recipients.

  • Click the  Edit link and under  Advanced Options pop-up box, do the following;
    • Select the Send automatic reminders checkbox to set reminders.
    • Specify the number of days after which the request to sign the document should expire.
    • Specify the days after which the customer should be notified of the document getting expired.


       
    • Click Save.
  • Click Next to preview the document and add the Signature field in the document.
  • Click Send Now.
    The documents will be sent to the recipients.

Note

  1. The supported formats for the documents are pdf, doc, docx, xls, xlsx, ppt, pptx, wp, txt, rtf, jpg, jpeg, gif, tif, tiff, bmp, png, htm, and html.
  1. You can upload and send a maximum of 5 files. Each file should not exceed 50MB
    .
  2. When multiple recipients are added, the documents need to be signed by all of them in the orders it has been added. The email will be sent to the first recipient in the order. Once the first recipient has signed the document, it will be sent to the next recipient in the order.

  3. When you delete a contact, all the associated agreements are not deleted.

Uninstall DocuSign

When you wish to uninstall DocuSign extension, please note that all the data will be deleted on uninstalling and cannot be recovered.

To uninstall DocuSign:

  1. Go to Setup > Marketplace > Marketplace.
    All the installed extensions are listed. Under All Extensions, you can view all the extensions supported in Zoho Recruit.
  2. Browse for DocuSign and click the corresponding Uninstall link.


     
  3. Click on Ok to confirm.
    All the data related to DocuSign will be deleted.

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