1. Implementing and Using Journeys
  2. Configure Electronic Signature Using DocuSign in Journeys

Configure Electronic Signature Using DocuSign in Journeys

You use the DocuSign signature type so that new hires can electronically sign the document during onboarding. DocuSign is your third-party service provider who manages electronic signatures.

Before You Start

  1. Register and obtain a license from DocuSign. Note that this is a one-time activity.

  2. Note down the account key and provider URL from the DocuSign site.

  3. If you enable the ORA_PER_CHECKLIST_DEFER_DOCUSIGN_CREATION profile option (set the profile value to Y), you can defer the creation of the document to be signed in DocuSign until the time the performer initiates the DocuSign journey task.
  4. If you enable the ORA_PER_CHECKLIST_USE_OAUTH_IN_DOCUSIGN profile option, you only need to enter the User ID provided by DocuSign instead of the User Name and Password. If you haven’t enabled this profile option, note down and enter the user name and password from the DocuSign site.
    Here are some points to note:
    • The account ID is available under Admin > Account > Billing and Usage > Plan.
    • Provider URL is dependent based on whether it is a staging or production environment. For example, https://demo.docusign.net is the profile value to be set to connect to the demo or stage DocuSign environments.
    • User name and password are available under Admin > Users and Groups > User.
  5. Ensure the ORA_PER_CHECKLIST_USE_PRODUCTION_OAUTH_DOCUSIGN profile option is set to Y in your production environment. After providing the User ID you obtain from DocuSign, you need to authorize and validate the authentication. This is a one-time activity.

  6. As per DocuSign, all authentication methods other than Auth 2.0 won't be supported after September 2022. Hence, it's recommended that you plan and migrate from the legacy authentication by enabling the profile options, latest by 22C.

Create a Template and Upload to DocuSign

  1. In DocuSign, enter the basic template details such as Name and Description.
  2. Upload the document (DocuSign supports many document formats) to the Envelope.
  3. In the Add Recipients to the Envelope section, enter the role name ORA_ESIGN_CHECKLIST in the Recipient field to make it applicable to journeys (i.e. this is required for the document to be recognized in Oracle Cloud HCM as a document to be used in Journeys or Onboarding). Optionally, you can add a message to this template.
  4. Click Next.

  5. Include standard fields such as Full Name, Email, and Date Signed by dragging and dropping them on the document (that are supported in HCM) in the document as per your requirement.

  6. Enter the custom fields for Company and Title (mapped to Legal Employer and Assignment Name respectively in HCM) as ORA_LEGAL_ENTITY and ORA_JOB_TITLE respectively. Optionally, you can add a text box with custom text or checkbox and other standard fields that DocuSign offers in the document. However, note that there aren’t any delivered mapping to fields in HCM.
  7. Click Recipient Preview to see how this document will appear to the end-user (on desktop, tablet, or mobile device).
  8. Click Save and Close.
  9. Note the template ID that is generated by navigating to the document template and clicking the Info (i) icon next to the document name.

Configuring the Manage Electronic Signature Task

  1. Navigate to the HCM Electronic Signature Configurations page by using the Electronic Signature Configurations quick action under My Client Groups > Journeys Setup on the home page.

  2. If you set the ORA_PER_CHECKLIST_USE_PRODUCTION_OAUTH_DOCUSIGN profile option Y in your production environment, then these are the fields that display. Enter the details provided by DocuSign.

    Field

    Value

    Module

    Checklist

    Account Key

    Obtained from DocuSign

    Provider URL

    URL of the DocuSign production or demo server.

    User Name

    Obtained from DocuSign

    Password

    Obtained from DocuSign that you retained or reset.

  3. Click Save.

Configure the Task Action Type

  1. In the Setup and Maintenance work area, go to the following:

    • Offering: Workforce Deployment

    • Functional Area: Workforce Information

    • Task: Checklist Templates

  2. On the Create Checklist Templates page, enter details in the General tab.

  3. Click Save and then click the Tasks tab.

  4. Click Add and enter details for the task.

  5. Select Electronic Signature as the Task Type and Electronic Signature - DocuSign as the Signature Type.

  6. Enter the template ID that you obtained from the DocuSign site.

  7. Click Save.

    Here's what happens when you assign this task to new hires. They are automatically taken to the DocuSign site where they can read and electronically sign the document.

    The signed document is saved and stored on the DocuSign site. It isn't available in HCM Cloud.

    Make sure that the email address in the person's record is set as Primary.

Attributes Sent from HCM to DocuSign

These are the attributes sent from HCM to DocuSign:

  • Full Name: Name of the task performer signing the document.
  • Email: Email address of the task performer signing the document.
  • Date: Signed Date the signature is being provided.
  • Company (ORA_LEGAL_ENTITY): Legal Employer of the task performer signing the document.
  • Title (ORA_JOB_TITLE): Assignment Name of the task performer signing the document.