Paperless onboarding support through DocuSign forms

How we use DocuSign

The DocuSign integration lets you send PDFs from Sage People, get electronic signatures, and store user-signed documents with candidate or team member records. The system provides document a full document history.

Sage People offers full integration with DocuSign forms, enabling:

• Fields you can map for data import:

  • From DocuSign templates into Sage People

  • From Sage People into DocuSign templates

• Use of Sage People defined email addresses for routing forms to Team Members

• DocuSign forms you want to trigger with Action Events

Typical uses include paperless onboarding starting with pdf form templates, such as I-9 and W-4. The system emails these to new hires for online completion, e-signature, and submission. You can route forms in line with requirements before final completion and data extraction. You can extract data from Sage People automatically, and use it to pre-populate fields in the DocuSign form. You can then extract data from the completed form and used it to populate the fields you require in Sage People.

You'll typically use DocuSign within:

1. Recruit to send an offer letter to a candidate. If they accept the offer, you can then transfer the candidate to HCM as a team member.

2. HCM, to send documents like contracts or forms to employees through the Team Member or Employment records.

Configuration for DocuSign Recruit integration differs from configuration for DocuSign HCM integration:

• In Recruit, you configure the offer letter in Sage People. Email Offer with DocuSign enables the document to send with DocuSign for signature

  

• In HCM, you configure documents in the templates area of DocuSign and they pull through to the DocuSign Template tab in Sage People. Configure recipients and merge fields in Sage People. You can send documents by selecting DocuSign Send on the Team Member or Employment records.

Examples of onboarding forms 

• Form I-9 is a United States Citizenship and Immigration Services form. Employers use it to verify an employee's identity and their eligibility to accept employment in the United States.

• Form W-4 is a United States Internal Revenue Service form, the Employee's Withholding Allowance Certificate. Employees complete it so employers can withhold the correct federal income tax from their pay

Included in the integration

• DocuSign Configuration, DocuSign Templates, and DocuSign Envelopes tabs

  A DocuSign Envelope is a container for the documents you're sending. The envelope contains information about the sender, recipients, status, and date and time information

• A send on behalf of function

To use DocuSign integration:

• Each org you want to use with DocuSign must have a dedicated DocuSign account

  • If you hold a DocuSign license for your Salesforce CRM system, you need an additional license for Sage People integration

  • If you don't currently subscribe to DocuSign, you'll need to arrange an Enterprise license with DocuSign directly. We don't include this in the Sage People integration

    The lower cost DocuSign API license enables API calls you'll need for Sage People integration. But it doesn't enable customized branding

• Install the HCM package

• Ensure you set up all profiles and permission sets you want to use DocuSign functionality with the right levels of access

• Prepare the form templates you want to use with DocuSign, typically as PDF or Word documents

  Many standard forms, including I-9 and W-4, are available as PDF downloads from sites the originating bodies maintain

• Connect to DocuSign and set preferences for connection to Sage People

• Open Sage People HCM and complete configuration settings

• Set up a Remote Site to support DocuSign use through Sage People

• Add the DocuSign Send button to the Team Member and Employment Record page layouts