Docusign + GoodTime Integration Guide

Overview

This is a step-by-step guide for integrating Docusign with GoodTime. With this integration, you can easily add links to your Docusign PowerForms (example: NDA) into your interviews in GoodTime, and be informed whether the candidate has signed the Docusign PowerForm.

After signing, the completed document remains stored in Docusign. GoodTime records the signing status on the interview; it does not transfer the signed document to GoodTime or Greenhouse.

These integration steps only need to be performed ONCE by a user for the whole team.  Once set up properly, it should continue to work unless the Docusign PowerForm URL has changed

First, make sure you have the following permissions:

• You must have the admin role access in your company’s Docusign account

• You must have super admin access in GoodTime (Your Talent Acquisition team leaders should know the list of GoodTime super admins)

In this guide, you will learn how to:

• Set up the Docusign > GoodTime integration

• Insert a Docusign PowerForm URL in GoodTime

• Be informed whether the candidate has signed the Docusign PowerForm

Set up Docusign > GoodTime integration

Section A: Setting up Custom Fields

1. From your Docusign Home, Go to “Admin”

2. On the left menu, go to “Integrations”->”Connect”.  Under “Configurations”->”Add Configuration”

3. Choose “Custom”

4. In “Listener Settings”, Status should be “Active Connection”, set name to “GoodTimePayload”.  The URL to Publish should be:

https://hire.service.goodtime.io/esign/docusign/callback

Make sure to check both checkboxes “Enable Log…” and “Require Acknowledgement”.

5. Under the “Event Settings” session, make sure Data Format is “REST v2.1” and Delivery Mode is “Send Individual Message (SIM)”

6. Under the “Envelope and Recipients" section, check all the options

7. Under the “Include Data” section, make sure to check “Custom Fields”, “Powerform” and “Recipients”

8. Under the “Associated Users/Groups” section, select “All users”

9. Double check if you performed the above step correctly.  The result should look like this:

Insert a Docusign PowerForm URL in GoodTime

1. In Docusign:

2. Remember to use the copy button on the right side:
   
   *** URL must be in raw format - if the user drag the mouse over URL to copy the value, it might get truncated and integration wouldn’t work as expected ***

3. Inside GoodTime, under “Settings”, select “Company” on the left-side-pane, scroll down to the “E-sign” section.  You should see the “Docusign” section.  Paste the URL from the previous step into the box and remember to click “Save” on top.

4. In GoodTime’s “Request Availability” or “Schedule Now” workflow a user can insert a variable token “$Docusign.PowerForm” into the Email body text area.  The variable token, when resolved, will pass interview information between GoodTime and Docusign.  The following screenshot shows how to use the variable token in the “Request Availability” workflow:

When the candidate receives the email, the variable token will be resolved into the Docusign PowerForm URL:

To check if a candidate has signed the PowerForm, click on the relevant interview from GoodTime Dashboard:

If the candidate has signed the PowerForm, a note will be inserted in the Notes area:

After the document is signed

• The completed PowerForm or NDA is stored in Docusign. GoodTime records the signing status as an activity note on the interview, but does not transfer the signed PDF.

• The signed NDA is not uploaded to Greenhouse automatically. Download it from Docusign and upload it to Greenhouse manually if needed.

• To send another person a copy of the completed NDA, configure the recipients and completion notifications in the Docusign PowerForm or template settings. Copying someone on the GoodTime email that contains the PowerForm link only copies them on that email; it does not deliver the completed NDA.

Duplicate candidate profiles and merges: Each Docusign request is linked to the specific interview that generated it. If duplicate candidate profiles share an email address, each profile can have its own eSign record, and the signing activity appears on the corresponding interview. Multiple requests can therefore have distinct interview-linked statuses; one candidate-level record does not necessarily replace or prevent another.

Interviews that are already scheduled or have already been held are not changed by a profile merge. Do not assume that a merge will reassign, reconcile, or move a Docusign activity note between interviews. For questions about whether Docusign permits generating another NDA request, check Docusign's policy or contact Docusign support.

Notes:

Variables supported are:

• $Docusign.PowerForm  - to pull the Docusign PowerForm URL

Attachments:
Docusign_GoodTime_Integration_guide.pdf