How to use OneSpan’s eSignature integration for Greenhouse

Inefficiencies and manual steps complicate HR tasks that require signatures.  

Traditional employee onboarding and hiring processes involve cumbersome paperwork. Paper processes are time-consuming, pose security risks to the business, and create a bad first impression among future employees. Manual processes introduce errors, such as misplaced documents or missing signatures, and increase the risk of non-compliance due to lapses in document management.      

OneSpan's pre-built eSignature integration for Greenhouse allows you to manage the document signing process directly within your Greenhouse application, improving the user experience for job candidates and employees as well as for your HR team. The integration boosts efficiency and productivity, and helps streamline compliance.  

Overview

Here’s how it works in a few easy steps:  

• The Talent Acquisition Manager creates the offer and generates an offer letter using a prepared document template.
• In the “Approval details” section, they select the approver. The approval status changes to “Pending.”
• The approver is notified, reviews the offer, and approves it. Once approved, the eSignature process is triggered automatically.
• The candidate receives an email to eSign the document. Once they eSign, their status changes to “Hired” in Greenhouse.
• Details of the transaction and the signed document are stored in Greenhouse under "Signed Offer Documents”.  

This automatic document management eliminates the need for manual uploading and ensures that all signed documents are securely stored in Greenhouse.

Signed documents are available as attachments directly in the opportunity. The attachment consists of the signed document and its embedded audit trail. The audit trail provides a detailed overview of the entire signing process. Your organization can audit the entire signing process, including who signed the document, when it was signed, and any modifications made.    

In this blog, we’ll show you how easy it is to use our eSignature integration for Greenhouse.

Preparation

The Talent Acquisition Manager logs into Greenhouse, selects the candidate, and moves them to the "Offer" stage.    

The next step is to create the offer in Greenhouse. Once the offer is ready, the Talent Acquisition Manager generates the offer letter using a document template that was already prepared and tagged by your admin. Alternatively, you can tag and upload your document yourself. 

In the “Approval details” section, there are defined steps to follow for the offer to be approved. The Talent Acquisition manager selects the approver’s name and the approval request status changes to “Pending”.    

Start the eSigning process using OneSpan’s eSignature integration

The approver receives a notification that there’s a pending request.  

They review and approve it. Upon approval, an automatic action initiates the eSignature process, sending the agreement externally for eSignature.  

Collect eSignatures  

The candidate receives an email notification prompting them to eSign the document. They access the document securely and digitally sign it.  

Storing eSigned documents

Once all required signatures are obtained, the candidate’s status changes to “Hired” in Greenhouse.    

Upon completion of the signing process, details about the transaction, including Transaction ID and status, can be found in Greenhouse in the "Application Details" section.  

The signed document is automatically stored in Greenhouse and can be located in the "Offer Documents" section under “Signed Offer Documents”.      

This automatic document management eliminates the need for manual uploading and ensures that all signed documents are securely stored within Greenhouse.  

The attachment consists of a completed agreement and embedded audit trail, which provides a detailed overview of the entire eSigning process.  

If needed in the future, your organization can easily audit the signing process, to confirm who signed the document, when, and whether modifications were made.    

Interested in deploying this eSignature integration to your organization? Contact us.   

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