Use classic eSignature to send a finalized offer document, commonly a PDF, when the wording is mostly the same for each candidate. Add the required DocuSign signature and completion fields, and place supported Hireology fields in a clearly labeled Offer Details section. Review the completed offer before sending it to the candidate.
In this article we will cover:
- What you need before creating a PDF offer
- How to create a classic eSignature template
- How to add Hireology fields to a PDF offer
- How to send and review a PDF offer
-
Common PDF offer-letter questions
What do I need before creating a PDF offer?
Enhanced Offer Letters must be enabled for your account. The job must include an Offer Letter hiring step.
Prepare a finalized offer-letter PDF file. Keep the main letter wording generic and put candidate-specific details in a clearly labeled Offer Details section. This section might include the candidate name, job title, department, start date, pay, work location, or hiring manager. Use your organization's approved offer language.
How do I create a classic eSignature template?
- Go to Management and select Documents.
- Open the Templates tab and select Create New Template.
- Enter a template name and select Offer Letter as the template type.
- Confirm the recipients. Candidate/New Hire is included by default. Add a Hiring Manager if a counter-signature is needed.
- Enter the email subject and message. If you are working in a parent account, choose whether the template should be available to child accounts in your organization.
- Select Continue to open DocuSign.
- Upload the finalized PDF. Uploading a PDF opens classic eSignature.
- Confirm recipient information. Add any additional recipients and set the signing order.
How do I add Hireology fields to a PDF offer?
Use the classic eSignature DocuSign Field Map when placing Hireology fields on a PDF. The classic eSignature field map is different from the Document Generation field map.
- Open the uploaded PDF in DocuSign.
- Add the required DocuSign fields to the Offer Details section. Match the field names and data labels in the classic eSignature field map.
- Add the required signature and completion fields for the appropriate recipients. NOTE: Use the drop down above the fields pick list to select signatures for the appropriate recipients.
- Save the template.
Mapped fields populate from Hireology when the offer is created. Reserved fields are not currently populated and may require signer entry. Check the field map for each field's label, population behavior, and recipient role.
Candidate profile fields can resolve for the Employee or Hiring Manager role. Candidate address and phone fields populate for the Employee only. Company and job fields, including Company Name, Job Title, and Department, can apply across signers. Start Date comes from the candidate's job start date and can apply across signers.
Back in the Hireology account, select Activate from the drop down to enable the use of the newly created offer letter.
How do I send and review a PDF offer?
- Open an In Progress candidate and select Offer Letter under Hiring Pipeline.
- Select the classic eSignature offer-letter template from the drop down menu.
- Review the recipients.
- Customize reminder and expiration settings.
- Select "Continue" and then, if applicable, decide if you would like to move the candidate to the offer letter step, or send the offer letter without moving the candidate.
- Continue to DocuSign. Review the full offer, recipients, and signing order. If internal review is required, place the reviewers before the candidate in the configured signing sequence. The candidate receives the offer after the required review and approval steps are complete.
- Preview the offer. Confirm that every required field is complete and accurate before sending.
- Select Send to send the offer letter.
Common PDF offer-letter questions
Can I use a PDF if the template screen recommends DOCX?
Yes. DOCX is required for Document Generation, but you can upload a PDF after continuing to DocuSign to use classic eSignature.
Why are Hireology fields blank on my PDF offer?
Confirm that you used the classic eSignature field map and added the supported fields for this workflow. Reserved fields may not populate, and candidate address and phone fields populate for the Employee role only. Review the completed offer before sending.
Can I combine a PDF offer with a Document Generation template?
No. A Document Generation DOCX offer is standalone and cannot be combined with a PDF template or other templates in the same packet.
Related articles
- Enhanced Offer Letter- Which custom DocuSign fields does Hireology populate for PDF classic eSignature
- What are Enhanced Offer Letters, and which offer-letter method should I use?
- How do I create and send a DOCX offer letter with Document Generation?
- Editing a Job's Hiring Steps
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