Integrating Docusign with Gem ATS allows you to send e-signature requests via Gem, as part of the offer process or as standalone activities within the interview process, like NDAs. This article covers how to set up your Docusign integration with Gem, using either an existing Docusign account or a custom-created, white label account.
For details of how to send e-signature requests, see our Sending offers and e-signature requests article.
Requirements
- A Gem admin account to set up the integration for the entire team.
- A Docusign account used to perform the operation.
Integration methods
There are two methods of using the Docusign integration with Gem:
- Grant access: Connect an existing Docusign account to Gem and send e-signature requests from the email address attached to that account.
- Create a new account: Use this option if you don’t have a Docusign account. Gem will provision a new account for you using a default email address.
In both cases, the initial setup of the Docusign integration needs to be completed by an admin user. Once that’s done, individual users can use Docusign to send e-signature requests.
Grant access
If your organization already has a Docusign account, use the Grant access setup method to connect an account to Gem. By default, Gem will use the email address attached to that account as your ‘send-from’ address, but individual users can also create Docusign aliases to send from their own email addresses.
Follow these steps to connect your existing Docusign integration to Gem:
- Select your account at the bottom of the main sidebar, then select the Admin settings option in the dropdown.
- Select the Integrations header, then scroll down to the ATS integrations section and select Docusign.
- Select the Grant Access button.
- When prompted, enter your Docusign login details and proceed.
- The Docusign integration is now enabled, and your team can send e-signature requests via Gem using the email address attached to your Docusign account.
Select the Disconnect account button to disconnect your Docusign account, for example if you want to connect a different account in its place. Alternatively, you can use our ‘e-sign@gem.com’ send-from address - see the Create a new account section below for more details.
- Individual users can also now create email aliases - see the Create an email alias section below for details of how to do this.
Create an email alias
Creating a Docusign alias allows you to send e-signature requests using your own email address as the ‘send-from’ address, rather than the default email address.
Make sure you use a valid, active email address (i.e. an address which can receive emails). We recommend you use your own work email address when creating a Docusign alias, and not a colleague’s. This avoids the scenario where the sender name might be different to the ‘send-from’ email address.
Follow the steps below to create an email alias:
- Select your account at the bottom of the main sidebar, then select the Profile settings option in the dropdown.
- Scroll down to the Docusign settings section.
- Select the Grant access button, then log in to your Docusign account when prompted.
- The Docusign settings section will update to show the email address that you have set up as an alias.
Select the Archive Docusign alias button if you want to disconnect your Docusign alias, for example if you want to use a different email address.
- Now you can select your email address from the ‘send-from’ dropdown when sending an e-signature request.
As well as the ‘send-from’ email address, the sender name that candidates will see when they receive an e-signature request (e.g. ‘Michael D. via Docusign’) is pulled from the Docusign account you connected to. If you want to use a different sender name, you can change this in Docusign.
For full details of how to send e-signature requests, see our Send offers and e-signature requests article.
Create a new account
If your organization doesn’t have a Docusign account, we can create one for you. Using this option, we will generate an account with the email address e-sign@gem.com - this will be the default ‘send-from’ address for e-signature requests. Individual users can then either use the default ‘send-from’ or create Docusign aliases to send from their own email addresses.
Follow these steps to create a new account:
- Select your account at the bottom of the main sidebar, then select the Admin settings option in the dropdown.
- Select the Integrations header, then scroll down to the ATS integrations section and select Docusign.
- Select the arrow next to Don’t have a Docusign account to expand that section.
- Select the Create a new account button.
- Gem will provision a Docusign account that your team can use. This takes approximately 10 seconds to complete, so thank you for your patience.
- When your new Docusign account is ready, you will see a message confirming that the account has been created.
Select the Archive Docusign alias button if you want to disconnect your Docusign alias, for example if you want to use a different email address.
- Your team can now start sending e-signature requests using the ‘send-from’ address e-sign@gem.com, with the sender name showing as ‘e-sign’.
- Individual users can also now create email aliases - see the section below for more details on how to do this.
Create an email alias
Creating a Docusign alias allows you to send e-signature requests using your own email address as the ‘send-from’ address, rather than the default e-sign@gem.com.
Some considerations to be aware of before starting this process:
- Display name: When candidates receive e-signature requests, alongside the ‘send-from’ email address they will see a sender name (e.g. ‘Michael D. via Docusign’). This name is pulled from one of two places:
- From Docusign: If you already have a Docusign account using your email address (which you can connect to in a subsequent step), the sender name will be the name you use in that account.
- From Gem: If you don’t already have a Docusign account, the sender name will default to your user’s name in Gem.
- Either way, you can change your display name in Docusign if needed.
- Email address: Make sure you use a valid, active email address (i.e. an address which can receive emails). We recommend you use your own work email address when creating a Docusign alias, and not a colleague’s. This avoids the scenario where the sender name might be different to the ‘send-from’ email address.
Follow the steps below to create an email alias:
- Select your account at the bottom of the main sidebar, then select the Profile settings option in the dropdown.
- Scroll down to the Docusign settings section.
- Enter your email address into the Email field and select the Create alias button.
- You’ll receive an email asking you to activate your Docusign account. When that arrives, select the Activate button in the email.
- If your email address is already associated with an existing Docusign account, enter your login details and password. If you’re creating a new account, set up a new password.
- When you have activated your account, return to Gem and select the Grant access button in the Docusign settings section of your Profile settings.
- When your email alias has been created you will see a notification in the corner of the screen confirming everything is ready, and the Docusign settings section will update to show the email address that you have set up as an alias.
Select the Archive Docusign alias button if you want to disconnect your Docusign alias, for example if you want to use a different email address.
- Now you can select your email address from the ‘send-from’ dropdown when sending an e-signature request.
For full details of how to send e-signature requests, see our Send offers and e-signature requests article.
Configure Docusign settings
With the Docusign integration set up, there are some additional settings that you can configure - in both Gem and Docusign.
Signing order
You can set at a system-wide level the order in which Docusign e-signature requests are sent, depending on whether you want them to go to the candidate first, the company signers first, or to both at the same time.
- From your Admin settings page, select the Gem ATS header.
- Select the Offers tab.
- Select the Docusign settings header, then choose the signing order option you’d like to use.
The option you choose here will apply to all e-signature requests sent as part of the offer process.
Notifications
Email notifications to e-signature senders and recipients are managed within Docusign.
The notifications that recipients (i.e. anyone who receives an e-signature request) receive will depend on what is configured in Docusign.
- If the recipient has a Docusign account, they can customize a range of notifications via their notification preferences in Docusign.
- If the recipient does not have a Docusign account, they will receive the standard set of notifications only (see Gem ATS: Send offers and e-signature requests for more details).
Senders and CC’d users will receive notifications when everyone has signed the offer letter.
See Docusign’s documentation for further information about email notifications.
Have any issues or questions on this topic? Please feel free to contact your dedicated Gem Customer Success Manager directly or our Support team at support@gem.com.