Docusign: Overseeing talent management documents

Review, manage, and track Talent Management eSignature activity

Manage Docusign® documents generated during Talent Management workflows so you can review document packages, manage signatories, monitor signing activity, and track document status throughout the eSignature lifecycle. Use the Docusign integration to support Candidate Offer, Assignment Amendment, and Assignment Extension workflows.

Why it matters

• Track document progress without leaving Enterprise.
• Monitor signatory activity throughout the approval process.
• Review document packages before completing approvals.
• Resolve document and signatory issues before processing continues.
• Verify document completion before advancing workflow activities.
• Improve visibility into pending and completed eSignature transactions.

Who it's for

Program office users and suppliers.

How it helps

• Review document packages generated during Talent Management workflows.
• Manage documents, signatories, and signing order.
• Track candidate and assignment document activity.
• Monitor signatory progress and response status.
• View real-time eSignature information.
• Works with automated and manual document-processing workflows.

Availability and setup

• Available after your organization enables the Docusign integration.
• Applies to Candidate Offer, Assignment Amendment, and Assignment Extension workflows.
• Supports automated document setup and signatory assignment when the required workflow, approval-step, and template configuration are complete.
• Allows manual document processing when automated processing isn't enabled.

Before you begin

• Confirm that the applicable workflow includes an eSignature approval step.
• Review signatory information before initiating document processing.
• Verify that required templates and documents are available.
• Determine whether the workflow uses automated or manual document processing.
• Identify the signatories who must review or sign the documents.

Understand document packages

Use document packages to organize related documents and signatories. A workflow can include one or more document packages depending on template configuration and business requirements.

Understand document package behavior

Review template configuration behavior to determine when signatories can be assigned automatically and when manual signatory assignment is required. The way a document package is prepared depends on how the associated template is configured.

TIP: Templates without configured Default Signatory Information aren't included in automatic document package generation. Use Manage Documents to add them manually.

Understand signatory organizations

Use the organization type to identify the relationship between a signatory and the workflow.

Understand signatory selection behavior

Available signatory options depend on your role.

Additional signatory rules

• Duplicate signatories aren't allowed.
• A resource can be added to a document package only once.
• External signatories require manual entry.
• Signatory names and email addresses are required before changes can be saved.

Understand document statuses

Review document statuses to track the progress of eSignature transactions and identify when documents require attention. Status values help you determine whether a document is processing normally, awaiting the signatory’s action, has been completed successfully, or requires follow-up.

Document generation statuses

eSignature processing statuses

Understand candidate statuses

Review candidate statuses to understand where a candidate is in the eSignature process and determine whether additional action is required. Candidate statuses help you identify whether documents still need to be prepared, are awaiting signatory action, or require program office review.

Complete document setup and approval

Use this process when the document package is ready, and no changes are required.

If your organization's process allows it, you can complete the approval without modifying the document package. When Template-Based Document Automation is used, the document setup step is always required. Review the generated document package and complete eSignature setup before continuing the workflow.

1. From the Open Tasks Summary (Action Required) quadrant, select the Manage eSignature task awaiting action.

2. Select the approval item you want to review. An approval details page displays.

3. Select Complete eSignature Setup. A Manage eSignature Documents dialog displays.

4. Review the document package.

5. Select Confirm. A confirmation message displays.

   What this does: Completes the approval task.

   Why this matters: The workflow can't continue until the approval is completed.

Modify a document package

Use this process when documents, signatories, document packages, or signing order require changes before completing the approval.

What to expect: When document packages are available, review the documents, signatories, and signing order before completing the approval. If no document packages are available, use Manage Documents to add documents and configure signatories manually.

1. From the Open Tasks Summary (Action Required) quadrant, select the Manage eSignature task awaiting action.

2. Select the approval item you want to review. An approval details page displays.

3. Select Complete eSignature Setup. A Manage eSignature Documents dialog displays.

4. Select Manage Documents. The dialog switches from read-only mode to edit mode.

   What this does: Allows you to add documents, signatories, and document packages.

   Why this matters: Use edit mode when automated document setup doesn't provide all required documents or signatories.

5. To add a document package, select Add Document Package. A new document package displays.

   What this does: Creates an additional grouping of documents and signatories.

   Why this matters: Different documents may require different signatories or signing sequences.

   In simple terms: You're creating another package for a separate set of documents and signatories.

6. To remove a document package, select Remove for the package you no longer need.

   What this does: Removes the selected document package.

   Why this matters: Removing unused packages helps ensure only required documents are processed.

7. To add a document, select Add Document. Available options include:
   • Searching for a template.
   • Selecting a template.
   • Uploading a document from your computer.

   What this does: Adds a document to the selected document package.

   Why this matters: Documents included in the package are available for review and signature processing.

8. To add a template, search for or select the template from the Add Document menu. The template is added to the document package.
9. To upload a document, select Upload a file from your computer. An Upload a document dialog displays.
10. Select Choose a file, then select the document you want to upload. Supported file types include .doc and .docx.
11. Select Upload. The document is added to the document package.
12. To remove a document, select Remove for the document you no longer need.
13. To add a signatory, select Add Signatory.

    What this does: Adds another signatory to the document package.

    Why this matters: Some workflows require additional reviewers or signatories before documents can be completed.

    Important: Automatic signatory assignment occurs only when a document package doesn't already contain signatories. If signatories are already assigned, add any additional signatories manually.
14. Select the appropriate organization. Depending on your role, available organizations may include:
    • Client
    • Supplier
    • Resource
    • MSP
    • External
15. Select or enter the signatory information.
16. To remove a signatory, select Remove for the signatory you no longer need.
17. To change the order in which signatories review or sign documents, update the Signing Order value.

    What this does: Changes the sequence in which signatories review or sign the document.

    Why this matters: Some documents require approvals to occur in a specific order.

18. Select Save Changes. The dialog returns to read-only mode.

    What this does: Saves your updates and returns the package to review mode.

    Why this matters: Reviewing changes before confirming helps ensure the correct documents and signatories are included.

19. Review the updated document package.
20. Select Confirm.

View statuses for candidate documents

Review eSignature activity for a candidate to monitor document progress, signatory activity, and completion status.

1. ​From the Simple Search option at the upper right of your dashboard, select Search Resources, enter the candidate’s name, and then select the candidate you want to view. A View Candidate - Summary page displays.
2. Select the eSignature Management tab. You can view:
   • eSignature number (a unique identifier for each eSignature)
   • Enterprise Request ID
   • eSignature status
   • Sent date
   • Completion date
3. Optional. Select Edit to add additional columns to the eSignature Management section.
4. Select View Signatories from the Action menu. A Signatories dialog displays.

   What this does: Displays signatory information and document activity for the selected document package.

   Why this matters: Reviewing signatory activity can help you determine whether a document is awaiting action, completed, delegated, declined, or experiencing delays.

5. Review signatory information, including:
   • Signatory name
   • Email address
   • Sent date and time
   • Response date and time
   • Signatory status

   TIP: Whenever you open the Signatories dialog, it displays the most recent signatory status information available from Docusign.

6. Optional. Select Edit to add additional columns, such as delegated user information.
7. Select Close to exit the dialog.
8. Repeat steps 5 through 8 to review additional document packages associated with the candidate, if needed.
9. Select Return to exit the candidate record.

View statuses for assignment documents

Review eSignature activity for an assignment to monitor document progress, signatory activity, and completion status.

1. ​From the Simple Search option at the upper right of your dashboard, select Search Assignments, enter the number, and then select the assignment you want to view. An Assignment Details page displays.
2. Select More Actions > eSignature Management. An Assignment Edit - eSignature Management dialog displays. You can view:
   • eSignature number (a unique identifier for each eSignature)
   • Enterprise Assignment Number/ID
   • eSignature status
   • Sent date
   • Completion date
3. Optional. Select Edit to add additional columns to the eSignature Management section.
4. Select View Signatories from the Action menu. A Signatories dialog displays.

   What this does: Displays signatory information and document activity for the selected document package.

   Why this matters: Reviewing signatory activity can help you determine whether a document is awaiting action, completed, delegated, declined, or experiencing delays.

5. Review signatory information, including:
   • Signatory name
   • Email address
   • Sent date and time
   • Response date and time
   • Signatory status

   TIP: Whenever you open the Signatories dialog, it displays the most recent signatory status information available from Docusign.

6. Optional. Select Edit to add additional columns, such as delegated user information.
7. Select Close to exit the dialog.
8. Repeat steps 5 through 8 to review additional document packages associated with the assignment, if needed.
9. Select Close to return to the Assignment Details page.

View eSignature status for candidates

Review eSignature status information to understand where a candidate is in the signing process and determine whether additional action is required.

1. ​From the Simple Search option at the upper right of your dashboard, select Search Requests, enter the requisition number, and then select the request you want to view. A Request Details page displays.
2. Navigate to the Candidate section.
3. Review the candidate information.

Learn more

• About Docusign integrations
• Docusign integration: Managing your integration via self-service
• Docusign: Administering talent management templates via self-service
• Docusign: Automate document setup and signatory assignment
• Docusign: Understanding Talent Management integration errors
• Docusign: Gathering talent management analytics