The Sign Document Sub-task

The Sign Document Sub-task enables Dado to automatically generate and send a document for signature, using a range of eSignature providers.

Contents

• Pre-requisites for using this Sub-task type
• How the Sign Document Sub-task works
• How to set up a Sign Document Sub-task
  • Step 1: Create a template document in your eSignature service
  • Step 2: Add a Task and a Sign Document Sub-task
  • Step 3: Configure the template in Dado
  • Step 4: Finish your Sub-task and Task settings
  • Step 5: Set up Tasks & Sub-tasks for other Signers
  • Step 6: Save your Tasks and your Experience
• Troubleshooting Sign Document Sub-tasks
  • Errors that prevent the signature process completing
  • Docusign is sending unwanted notifications at the start of the signature process

Pre-requisites for using this Sub-task type

• An account with an eSignature service
• An integration between the eSignature service and Dado
  • Find instructions on integrating Docusign here. For other eSignature services, please contact our help@dadohr.com

How the Sign Document Sub-task works

Dado's Sign Document Sub-tasks use an integration with your eSignature service to create and send a document for signature.

In practice, the Sub-task works as follows

1. Everyone who must sign the document should be assigned a task in Dado that includes the Sign Document Sub-task
2. When the first of these Sub-tasks reaches its scheduled start date and time:
   1. Dado sends a task notification to the Task assignee, via the channels you've selected
   2. the eSignature service sends a signing request to the Task assignee, via the email address you specify
3. When the assignee has signed and completed the document:
   1. their Dado task automatically completes
   2. if any Dado tasks/messages/automations are set trigger when this task completes, they now trigger
4. Once the final signer has signed the document:
   1. the eSignature service sends the completed document to all signers, and any other recipients defined for that document

If your document requires multiple signatures, you have two choices:

• Sequential signing
  • Set up the document in your eSignature service to require that the first signer has completed before the request is sent to the second signer (and so on for three or more signers)
  • Set up a task for the first signer in Dado and a task for the second signer. Set the second signer's task to start when the first signer's task completes
• Simultaneous signing
  • Set up the document in your eSignature service to permit the signers to complete the document in any order
  • Set up the tasks for each signer in Dado, and set all tasks to start at the same time

How to set up a Sign Document Sub-task

Step 1: Create a template document in your eSignature service

Dado works with the template documents that exist in your eSignature service. So, the first step is to set up this template.

• Add fields to the document for any data that you need Dado to fill with data. Make sure to give those fields a unique, easy-to-understand label.
• Decide which signers and other recipients (eg people who receive a copy of the finished document) Dado should dynamically assign. For instance, you might want the signer to be the experience participant and their manager to receive a copy. Do NOT set up these signers/recipients as predefined people in your eSignature service – ie, don't say that the manager role should always be one particular employee.
  • It's fine to have some recipients or signers pre-defined – but Dado will not be able to overwrite those assignments.
• Set a signing order, where the signers go first, and then the other recipients (eg people who receive a copy of the finished document). This helps avoid unnecessary notifications to other recipients
• Make sure this template is accessible by the Docusign Integration User. How to find out which user this is

Step 2: Add a Task and a Sign Document Sub-task

Get started by creating a Task, and then dragging the Sign Document Sub-task into the center section. This will open up the Sub-task settings in the right section

Step 3: Configure your template in Dado

Now it's time to set up your eSignature document template in Dado.

When you click the blue Set up template button in the right section, a new window will open.

First you'll be asked to choose a document template from your eSignature service.

After you've selected a template, the window will show you the configuration options for this template:

Signers

In this section, map the signers defined in your eSignature service to the relevant roles in your Dado experience; and select which email address should be used to notify them of the signature request.

If you have predefined the name and email address of any signers in your eSignature service, Dado will not be able to override these settings. This can occur when, for instance, the same individual always needs to sign a document on your organization's behalf. In this situation, you don't need to map the signer in Dado.

Data to be inserted

In this section you can define what data Dado already holds about employees will be automatically inserted into the document, before it is sent for signature.

For instance, you might have a form where you want to prefill as much personal data about the employee as possible, to make it easier for them to complete it.

The names of the fields in the eSignature service are the ones you set when you were setting up the template in Step 1.

Don't forget to select which role's data should be inserted. For instance, do you want to insert the full name of the Participant, or of their Manager?

Other Recipients

Your eSignature service may allow you to set other people to receive copies of the completed document, who are not required to sign it. In this section, you can map these other recipients to the relevant roles in your Dado experience; and select which email address the eSignature service should use to notify them.

If you have predefined the name and email address of any recipients in your eSignature service (eg to ensure the Finance team always gets a copy of a signed document), Dado will not be able to override these settings.

This section is fully optional: you do not have to map any other recipients to Dado roles.

Once you've finished configuring your template, click the Save button.

Step 4: Finish your Sub-task and Task settings

After you've configured your template, you will return to the Task window, where you will be able to finish setting up your Sub-task.

The Sign Document Sub-task has two parts:

• Instruction text, which you can edit in the right section
• Status tracker, which is not editable. This will automatically update when the eSignature service informs Dado that the document has been completed by the assignee of this Sub-task.
  • Note: this status relates only to the assignee of this Sub-task. If a document requires two signers, and this Sub-task is assigned to the first signer, the status tracker will update as soon as the first signer has completed the document. The status of other signers are irrelevant.

Step 5: Set up Tasks & Sub-tasks for other Signers

Now set up a Dado Task containing a Sign Document Sub-task for every other signer that you've mapped in the Template Configuration Settings.

You need a Task and Sub-task for every signer who is not predefined in your eSignature service. For instance, your organization's policy might be that the CFO signs every employment contract on the company's behalf. So you've pre-defined the CFO's name and email for this signer, in your eSignature service. You do not need a Task and Sub-task in Dado for the CFO.

Sequential or simultaneous tasks?

If your document requires multiple signatures, you have two choices:

• Sequential signing
  • Set up the document in your eSignature service to require that the first signer has completed before the request is sent to the second signer (and so on for three or more signers)
  • Set up a task for the first signer in Dado and a task for the second signer. Set the second signer's task to start when the first signer's task completes
• Simultaneous signing
  • Set up the document in your eSignature service to permit the signers to complete the document in any order
  • Set up the tasks for each signer in Dado, and set all tasks to start at the same time

Step 6: Save your Tasks and your Experience

As always, don't forget to save the Tasks you've just created, and then save the overall Experience.

Troubleshooting the Sign Document Sub-task

Errors that prevent the signature process completing

A few things can go wrong that would prevent the successful completion of the Document signature

Docusign is sending unwanted notifications at the start of the signature process

Sometimes, Docusign will send a notification at the very start of the signature process to a recipient set up to Receive a Copy of a document. This notification contains a blank version of the document to be signed, and no extra information on who will sign it. This can be very confusing to the recipient!

The notifications sent by Docusign are controlled in the Docusign admin interface, not in Dado. So you'll need to log in to your Docusign account to remove this notification.

To prevent Receive a Copy recipients receiving this initial notification (with the blank, unsigned document):

1. Log in to your Docusign admin interface, and navigate to the Templates section
2. Select the template you wish to change, and click on it

   1. It may be easier to find the template if you first select All templates in the left column

      

3. Click on the Edit button at the top of the screen

   1. If you do not see this button, you do not have edit permissions for this template. Please find someone who does, and ask them to follow these instructions

      

4. On the new screen, scroll down until you find the Recipients section.
5. Check the Set signing order checkbox, if it is not already checked
6. Now rearrange the recipients, so all Receives a copy recipients are at the bottom of the list
7. Finally, click the Save and close button on the bottom right
8. Remember to do this for all templates you wish to change.