Managing your HR related activities is rarely “fun”, but when you have a tool like TribeHR, the process can be a lot easier. From tracking job postings and applicant’s to employees and their benefits, TribeHR has you covered.
A big part of the HR process is generating forms, documents, and contracts that need to be filled out and signed. Right now, this process is very manual, but when you add Formstack Documents to the mix, you can automatically populate those documents with data from your TribeHR account.
In this example, we’re going to show you how to generate a confidentiality agreement when a new employee is added to TribeHR and then send it over to DocuSign to collect a signature.
To get started, we’re going to setup our confidentiality agreement template in Word. Inside the template, we’ll provide the boilerplate agreement, then for the employee’s information, we’re going to add merge fields that look like {$FirstName}, {$LastName}, etc. These are just text like any other text in your document and you can name them anything you’d like.
Here’s what our agreement looks like:
Since we are getting our document signed, we need to add a signature tag to the document as well. This tells DocuSign where to place the employee’s signature on the document. The signature tag looks like this: \s1\
Once we finish our template, we’ll need to upload it to Documents. From the Documents page, click New Document then type in a name. On the next step, pick Office Document as the document type and then pick the template file from your computer. This will upload your file to Documents.
On the next step, you’re going to be taken to the Settings tab where you can edit settings like the type of file that is generated and the name of the file. For this example we’re going to generate a PDF and we’re going to include the name of our employee in the file name.
Also, we’re going to turn on Debug Mode (check Test mode at the bottom of the screen) and turn on the Field Map under advanced settings. More on this a little later.
After you have the settings saved, it’s time to setup the delivery to DocuSign so that our merged agreements are automatically sent out for signature. Head over to the Deliver tab and click the New Delivery button. Select DocuSign and then enter your login information.
Once you login to DocuSign, you’ll see the delivery settings. You’ll need to indicate the name and email address of the signer (which can be merge fields) and then enter a subject for the email they are sent.
Next, we’re going to setup the integration with TribeHR so that our information is automatically sent over to Documents when a new employee is added. But first, we need to get the Merge URL for our document. This Merge URL is located under the Merge tab. Go ahead and save this for the next step.
To integrate with TribeHR, we’re going to use their Webhooks feature that automatically sends our notifications to another server when something happens in TribeHR. We’ve setup a webhook “handler” that you can use: https://www.webmerge.me/scripts/tribehr
To setup the webhook, you need to generate the webhook URL using the script above. It will ask you for your login information (username and api key), then will have you enter the Merge URL for your document. This will generate a new URL that you’ll enter into TribeHR.
Now that you have your webhook url, let’s head over to TribeHR and setup a new Webhook. Under Settings > Advanced, there is a Webhooks tab. Go there and click the New Webhook button. Give the webhook a name and enter “User.Add” for the event. Then paste your webhook URL into the Url box.
Next, we’re going to trigger the webhook so that we can map that data fields coming over from TribeHR to the merge fields we put in our document. Go ahead and add a new employee to TribeHR and then head back over to Documents.
Inside Documents, go to the Overview tab for your document. You should see a recent merge there with a View Data button. Click that button and you can see the information that was sent over from TribeHR.
Next, we’re going to “map” the fields coming in from TribeHR to the merge fields we have in our document using the Field Map. Click the Field Map tab and then for each merge field listed on the left, enter the field that is coming over from TribeHR.
Congrats, you’re all done! Now, let’s do one more test to make sure everything is working correctly. Here’s what our agreement looked like ready for signing in DocuSign:
That’s pretty cool, right? Can you think of any other ways that you could use Formstack Documents to simplify your human resources paperwork?