SignRequest 101

All you need to know to start using SignRequest in Vincere

Ines avatar
Written by Ines
Updated over a week ago

If you have not setup your SignRequest account integration yet, click here.

1/ Configuring SignRequest inside Vincere

Head to Settings > Marketplace > Click into the SignRequest tile > Click on the Additional Configurations tab.

You’ll see 2 configuration options:

a. Signatories:

Signatories are people (users in Vincere) that will be signing the contract documents that are sent to your Clients or Candidates. Adding them to the Signatories list allows users to choose who will be the signees of the document.

You can add these signatories by clicking on the Signatories box and selecting the users from the dropdown (see below 👇)

b. Automatic Placements:

Workflow 1: Enable automatically move candidate to Placed stage when document is signed by all signatories:

Vincere automatically moves the application of the candidate to the Placed stage once documents are signed by all required parties.

Workflow 2: Send contract information to Accountant and Job owners when placement is made:

Vincere will send an email with Contract information to both the job owner and the specified accountant on the system.

Note: If you don’t have an Accountant Email set in Vincere, click here to learn more.

To enable each of these options, simply select the checkbox to enable the workflow (see below 👇)

2/ Setting up your Email & Document Templates

Before using SignRequest, ensure that you have got the following ready to go:

a. SignRequest Email Templates 

We’ve got out-of-the-box templates already set up for you but you can add/edit these templates as you wish.

Head over to Settings > Email Templates to configure your email templates #108 - #113 (see below 👇)

b. Contract Templates in Document Builder

Once you have setup the Email Templates, you can also set up document templates for your Candidates and Contacts (Clients).

Head over to Settings > Document Builder to configure your contract templates (see below 👇)

On the right side, you’ll find ‘Wildcards’. These are placeholders (or merge fields) that Vincere will replace with the actual data to help you generate Contracts quickly and accurately.

For more information on how to configure email templates, click here.

3/ How to use SignRequest to send Contract Documents to Candidate and Client:

a. Sending Offer Contracts to Candidates

From the Application Stage or the Job Pipeline, select the Candidate you want to send the Offer Contract to > Select Offers > Review the Offer details on the left.

Once you're happy to send the Offer Contracts, click on Actions > Choose Send offer to Candidate (see below 👇).

b. Sending Contract Documents to Contacts (Clients)

From the Contacts page, check the box next to the Contact > Select Send Document from the Actions panel on the right hand side (see below 👇).

Alternatively, from the Contact's Quick View or Contact's profile, click on the Actions button > select Send Document.

If you're sending your contract to Client at the Offer stage, from the Offer details page, click on Actions > Choose Send contract to Client.

Next Steps:

Step 1:

You will see a dropdown with 2 options for Email: Send Vincere email only or Send SignRequest email only

To use SignRequest, select Send with SignRequest email only (see below 👇).

At this step, you can also select the Email Template you’d like to use (see below 👇).

Once you're happy, click on Next at the bottom left corner.

Step 2:

Preview your contract document. You can also make edits or change the template by clicking on the ‘Change template | Edit Document’ button (see below 👇).

Once you're happy with the document, click Next.

Step 3:

Here is where you check the signatory sequence and the signees for this contract.

If you have more than 1 Signatories setup for your SignRequest Integration, you will see a dropdown on #2 to select another user to be the signee of the document.

Step 4:

Now, your contract is ready when you are. This final page confirms that your offer is ready and you can send it to the Candidate. Hit that Send button!

4/ What happens when the Contract is Sent?

a. You can track it.

You’ll know exactly when the document was Sent, Viewed and Signed.

Candidate Offer Contract:

Once the offer contract is sent, you’ll be able to track the status on the panel of the Offer page (see below 👇).

Client (Contact) Document:

Once the client contract is sent, you can track the status from the Actions panel > Send Document (see below 👇).

View all documents using SignRequest in Pay & Bill page:

All SignRequest contracts will be synced to the SignRequest tab of the Pay & Bill page.

From the left hand side menu, click on Pay & Bill (if you don't see this tab, head over to Edit Menu > select Pay & Bill to add to your menu) > Click on SignRequest (see below 👇).

b. Your Candidates / Contacts will be notified via email to add their signature.

They can do this very easily, simply following the prompts to add in their signature. Once they have signed, you’ll receive an email notification saying it’s your turn to seal the deal!

5/ What happens when the Contract is signed? 

Once the deal is sealed and docs are all signed, you (and your Candidate / Contact) will receive an email with the following:

  1. Final, signed version of the document

  2. SignRequest Log: this is the digital certificate that proves the integrity of the signed document including IP info & timestamps.

Please note that the final email & documents will only be made available after all designated signees have signed the document. If you have signed but haven't received a copy yet then there still is another signee that needs to sign.  

6/ Where do the documents go? Can I search for it? 

Signed documents will be automatically added into Vincere in these places:

Candidate Offer Contract: In the Candidate File tab

Client (Contact) Document: In the Contact File tab

SignRequest tab in Pay & Bill page > use the column filters to drill down to the information you want to see in the table view

All documents are also consolidated in the File Library > use the column filters to drill down to the information you want to see in the table view

Please note that the final email & documents will only be made available after all designated signers have signed the document. So if you have signed but haven't received a copy yet then there still is another signer that needs to sign.  

Hope this helps! Here's to faster placements. 🚀

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