Important: These templates are provided solely through integration with the DocuSign template library, aren’t the property of Dayforce, and haven’t been designed or reviewed by Dayforce. Use of these templates is optional, and customers assume all risk and responsibility related to their use. Templates shouldn’t be construed as providing legal, tax or other advice specific to any individual or organization. Customers are responsible for reviewing, testing, and approving all templates configured in Dayforce.
You can assign DocuSign templates in Dayforce for recipients to e-sign. These templates are maintained in the DocuSign system and provide several benefits:
- You can upload, maintain, and track the templates in DocuSign and use them across your organization, rather than relying on recipients to have access to the Dayforce forms.
- You can assign multiple recipients in DocuSign to review and e-sign the forms. Co-signers e-sign the templates from within DocuSign, with no need for a Dayforce account.
- Note: When you assign templates to employees or to onboarding policies in Dayforce, you update the recipients in those particular cases but they aren’t updated in DocuSign. You can only update template recipients permanently in DocuSign.
- When a template is voided or the employee rejects it, you can reset it in the employee’s profile in Onboarding > Onboarding Employees. The employee is sent an email telling them to check their Getting Started and sign the form again. (DocuSign charges for an additional envelope when the employee completes the form.)
Important: DocuSign will apply charges for each template that is assigned. Consult with DocuSign to find out how the charges will affect you.
You can assign these templates in several ways:
- From the E-Signature Templates screen in People.
- From employee profiles in Onboarding > Onboarding Employees.
- In onboarding policies. The employees see the templates in their Getting Started and can complete and e-sign them from there, one at a time and in any order. In Onboarding Setup > Onboarding Policy, go to the Getting Started tab. In the Onboarding Forms section, use the Add E-Signature Templates option.
When a template is assigned directly to an employee (as opposed to being in an onboarding policy), the recipients are sent an email with a link to e-sign the form in DocuSign.
Template status is tracked in DocuSign and reflected in Dayforce. The status for each template is shown to onboarding employees in Getting Started, and to managers and administrators in Onboarding > Onboarding Employees and in the E-Signature Templates screen in People.
Configuration
Before You Begin: You must set up an e-signature external integration for OAuth 2.0 authentication. See Configure E-Signature Authentication.
To enable DocuSign templates for use in Dayforce, administrators must configure the templates within DocuSign. See the DocuSign documentation for details. All templates configured there will be visible in Dayforce, but won’t be available for selection unless the following requirements are met:
- For templates used either in onboarding policies or in Onboarding > Onboarding Employees in the Onboarding Forms tab of the employee slide-out panel, the first recipient must have signing order 1 as previously required, and can have either
Onboarding_UserPrimary_DF_Userset as the role. -
For the E-Signature Templates screen in People, signing order doesn’t matter. Either
Primary_DF_UserorOnboarding_Usercan be set as the role for any recipient. - In both of these cases, the recipient’s name and email address fields must be left blank.
You can use the other roles to add additional recipients, such as the recruiter or hiring manager.
Custom Fields
You can export Dayforce employee tokens to DocuSign so that they can be used by the DocuSign API as custom fields for e-signature templates. This lets you configure templates to include information from Dayforce, such as employee names, employee addresses, and employment information. A subset of the employee tokens that are in Letter Management are available for export.
An active integration with DocuSign is required. You cannot export tokens to an expired DocuSign account.
When a Dayforce user selects an e-signature template configured with the Primary_DF_User or Onboarding_User roles, the custom fields are replaced with available information. If the information isn’t available, the fields are left empty. If a template is configured as editable in DocuSign, the user who sends it can edit the custom field information in the DocuSign sender view, which is launched in the E-Signature Templates screen in People.
These custom fields are replaced automatically only if they were added to the template from within DocuSign. If users add fields in the DocuSign sender view, they need to add the information manually and it’s not saved for future use.
Note: It’s not recommended to add a custom field to a template more than once. Duplicate fields might not respect the properties that are configured in DocuSign, such as being read-only or required.
Recipients will see the information already filled out in their e-signable documents and can overwrite it if it’s configured as editable in DocuSign.
Changes made by senders or recipients to DocuSign templates aren’t updated in Dayforce. If the information shown isn’t correct, the employee profile must be updated as well.
Role feature access: System Admin > System Admin > External Integrations
To export Dayforce tokens to DocuSign:
- Go to System Admin > External Integrations.
- Click Export Dayforce Tokens. This button is available if E-Signature is selected in the External Integration Group list and DocuSign is selected in the Provider list.
- The Add Custom Fields to DocuSign screen appears.
- Select the tokens you want in the Available column, then click the right arrow to move them to the Selected column.
- Click Export.
The Already in DocuSign column shows the Dayforce tokens that are already exported as custom fields in DocuSign. You can remove these fields from DocuSign later, if needed.