Setup Guide

Overview

With the Dropbox Sign for Greenhouse integration activated, Greenhouse users can generate and send offer letters to applicants in just a few clicks. Offer letters are sent for e-Signature via Dropbox Sign directly from within Greenhouse, and signed offers are automatically stored in Greenhouse, simplifying the signature process.

Enable the Dropbox Sign integration

Creating a Dropbox Sign API Key and Client App

This step is only required if you would like to use your own Dropbox Sign account.

If you would like to use your own Dropbox Sign account, your Dropbox Sign account will need to have a paid api plan. We will need the Dropbox Sign API key and the Dropbox Sign Client ID.

To create a Dropbox Sign API key:

1. In the API settings, click on "Create app" at the bottom
2. Click on "Generate Key", and call it Greenhouse
3. Click "Generate key", and copy the API key and store it somewhere secure. You will need to send it later along with the Client ID

To create a Dropbox Sign Client ID:

1. In Dropbox Sign, click on API on the bottom left
2. Fill in the following options:
   1. Choose a unique name: "Greenhouse"
   2. example.com: "teamim.com"
   3. Event callback: https://greenhouse.teamim.com/api/signed
3. Click on "Create application"
4. Copy the Client ID and store it somewhere

Once you’ve created an API key and Client ID for Dropbox Sign, reach out to dropboxsign.support@teamim.com for a secure way to send.

Creating a Harvest API Key

To configure the Greenhouse Recruiting / Dropbox Sign integration, you’ll need to create a Harvest API key.

Follow the steps in this article to create the key, and verify that the permissions below are selected when configuring the Dropbox Sign integration. Once the key has been created, the key will need to be sent to dropboxsign.support@teamim.com. Please reach out to TEAM IM for a secure way to submit the API key.

Credentials

In the Create New Credential box, make the following selections:

• API Type: Harvest
• Partner: Dropbox Sign (optional)
• Description: Dropbox Sign Harvest API Key

Permissions

Verify that the following permissions are selected for the Dropbox Sign integration:

• Offers
  • GET: Retrieve Offer
  • PATCH: Update Application’s Current Offer
• Candidates
  • GET: Retrieve Candidate
  • POST: Add Note
• Applications
  • POST: Add Attachment to Application
• Approvals
  • GET: List Approval Flows For Job
• Users
  • GET: Retrieve User

Creating a Service Account

A service account is required in order to use the integration. This service account will be used to make API calls to Greenhouse. Follow the steps in this article to create a user in Greenhouse.

Check the following permissions for the service account and save:

Site Admin: View - See private notes, salary info, and manage offers

Creating Webhooks

Next, you’ll need to create a few webhooks. Follow the steps in this article to create your webhooks. Use the values listed below to configure the webhooks:

• Name: Dropbox Sign for Greenhouse Created
• When: Offer Created
• Endpoint URL: https://greenhouse.teamim.com/api/created
• Secret Key: Generate a key here https://randomkeygen.com/

• Name: Dropbox Sign for Greenhouse Updated
• When: Offer Updated
• Endpoint URL: https://greenhouse.teamim.com/api/created
• Secret Key: Use the same secret key generated above

• Name: Dropbox Sign for Greenhouse Approved
• When: Offer Approved
• Endpoint URL: https://greenhouse.teamim.com/api/created
• Secret Key: Use the same secret key generated above

Creating Custom Offer Fields

In order for the Dropbox Sign integration to work, custom offer fields will need to be created. Follow the steps in this article to create the custom offer fields listed below:

Name	Field Type	Required to Create	Options	Notes
Dropbox Sign Title	Single select or short textbox	Yes	If using single select, input custom field options each on a new line	Allows customizing the title of the document sent to the candidate from Dropbox Sign
Send to Dropbox Sign	Single select	Yes	Send Offer has been sent Send Regenerated Documents Candidate Viewed Offer
CC Email Addresses	Multi select or Long textbox	No	If using long text, emails must be entered in this format: example1@email.com,example2@email.com	Either type may be used depending on the business use case. Long textbox allows any email addresses to be specified. Multiselect allows the selectable emails to be predefined and then chosen from when creating an offer.
Dropbox Sign Subject	Single select or short textbox	Yes	If using single select, input custom field options each on a new line	Allows customizing the subject line of the email sent to the candidate from Dropbox Sign
Dropbox Sign Message	Single select or Long textbox	Yes	If using single select, input custom field options each on a new line	Allows customizing the message body of the email sent to the candidate from Dropbox Sign
Include additional documents to send to Dropbox Sign?	Yes/No	No		If yes, documents attached on the "Details" page will also be sent to Dropbox Sign.
Download signed offer letter as multiple documents?	Yes/No	No		If yes, a zip containing each document will be downloaded rather than a merged offer letter.
Additional Signer # User	User	Only needed if more than one signer is required		See Additional Signers before creating
Additional Signer # Name	Short textbox	Only needed if more than one signer is required		See Additional Signers before creating
Additional Signer # Email	Short textbox	Only needed if more than one signer is required		See Additional Signers before creating

Creating a Document with Text Tags

In order for your document to work with the Dropbox Sign for Greenhouse integration, it must use text tags. Text tags tell Dropbox Sign where signatures should be placed on the document, who the signers are, and what type of fields need to be there. For a more in-depth guide on text tags, you can refer to the official Dropbox Sign Text Tags Walkthrough.

An example of text tags can be seen in the image above. Note that there are spaces at the very end of each text tag. This is to specify the font size.

To make things simple, here's each text tag and their purpose:

Text Tag	Description
[sig|req|signer1 ]	A signature field will be placed here and is required to be filled in by signer1
[text|req|signer1 ]	A text field will be placed here and is required to be filled in by signer1
[date|req|signer1 ]	A date field will be placed here and is automatically filled in and associated to signer1

This is what the text tags look like upon viewing the document in Dropbox Sign:

After signing the document in Dropbox Sign, this is how the signed text tags appear:

Additional Signers

A signer can be an internal signer (someone in the organization) or an external signer. By default, the integration will reference the internal signers first. This means that internal signers will be added first to the list of signers. Then external signers will be added to the list.

If internal signers are not required, then external signers will be added first to the list of signers.

To create 1 additional internal signer and 1 additional external signer, here are the fields you would create:

1. Additional Signer 1 User
2. Additional Signer 1 Email
3. Additional Signer 1 Name

So the text tags would look like this:

[sig|req|signer2 ] - for internal signer
[sig|req|signer3 ] - for external signer

Internal Signers

If there is a use case for internal additional signers, then additional signer fields need to be created. There is currently a limit of 10 additional signers. For each additional signer, you would need to create a single user select field. The # denotes the number of the additional internal signer. This is purely for being able to interact with the code. After creating these fields, you can rename them to more purposeful names.

External Signers

If there is a use case for external additional signers, then additional signer fields need to be created. There is currently a limit of 10 additional signers. For each additional signer, you would need to create 2 fields. They are the Additional Signer # Name, and the Additional Signer # Email. The # denotes the number of the additional external signer. This is purely for being able to interact with the code.

So if there are 2 additional external signers, you would need 4 fields:

Additional Signer 1 Name
Additional Signer 1 Email

Additional Signer 2 Name
Additional Signer 2 Email

After creating these fields, you can rename them to more purposeful names. For example, Additional Signer 1 Name can be renamed to Head of HR Name and Additional Signer 1 Email can be renamed to Head of HR Email.

Common Text Tags Used

Instead of trying to explain the process of how this works, here are a few examples of common use cases that you can copy paste into your templates:

1. 1 internal signer and 1 external signer
   1. Additional Signer 1 User
      1. [sig|req|signer2 ]
   1. Additional Signer 1 Email and Additional Signer 1 Name
      1. [sig|req|signer3 ]
2. 2 external signers
   1. Additional Signer 1 Email and Additional Signer 1 Name
      1. [sig|req|signer2 ]
   1. Additional Signer 2 Email and Additional Signer 2 Name
      1. [sig|req|signer3 ]

Text Tags with Additional Signers

This section is very technical. The purpose of this section is to give an explanation to those that may want to understand how the additional signers functionality works.

If additional signers are being used, it may be slightly confusing to set up text tags. As noted above, when the additional signers are created, they are denoted with a #. This number is what will be used to reference the “signer”.

Since the candidate is by default the first signer, the additional signer 1 will be the second signer. So when setting up text tags, the additional signer 1 will be referenced as signer 2. For example:

[sig|req|signer2 ]
[text|req|signer2 ]
[date|req|signer2 ]

Likewise, for additional signer 2, it would be:

[sig|req|signer3 ]
[text|req|signer3 ]
[date|req|signer3 ]

The process of figuring out the correct text tags would be the same for each additional signer.

Keep in mind that the amount of additional signers you decide to use will affect which Greenhouse template you use. If there are 2 additional signers, you will need 3 text tags. If there is 1 additional signer, you will need 2 text tags.

Also note that if the Additional Signer 1 fields are not filled in, but the Additional Signer 2 fields are, then that means the Additional Signer 2 would be referenced as signer 2. This would also be true if there are 3 additional signers and the first and second are missing, but not the third. The additional signer 3 would be referenced as signer 2.

Use the Dropbox Sign integration

Send offer letter

1. Select a Candidate and move to Offer stage if needed
2. Click on Manage Offer, then click on Create Offer
   
3. Click on Update under Offer Details, fill in the custom offer fields as needed and click Save
   1. Title - sets the title of the document as it appears in the email and the browser
   2. CC Email Addresses - adds CCs on the Signature Request
   3. Subject - sets the subject of the email received from Dropbox Sign
   4. Message - sets the message of the email received from Dropbox Sign
   5. Include additional documents to send to Dropbox Sign? - allows attached documents to the candidate to be sent to Dropbox Sign
   6. Download signed offer letter as multiple documents? - allows the signed offer letter to be downloaded as separate files
      
4. Scroll down to Offer Documents and click Upload to upload an offer letter
   1. Ensure the document has appropriate text tags. See Creating a Document with Text Tags.
5. Click Update under Offer Details, set the custom offer field Send to Dropbox Sign to Send, and click Save
   

Review signed offer letter

6. An email will be sent to the candidate. Once signed, the signed offer letter will appear under Offer Documents for download and viewing
   

Additional resources

A sample text tag document can be downloaded here.

For additional information regarding pricing, reach out to dropboxsign.support@teamim.com

Pricing is based on the number of signature requests processed via the connector, so please provide an anticipated number of signature requests per annum initiated from Greenhouse. TEAM IM can either connect to an existing Dropbox Sign subscription or we can provision one for you.

A 14 day trial is available to try before you buy.