Sign Form for IT Secure

Functionality sign invite document secure

hello everyone welcome to secured signing uh my name is callum i'll be your host for this uh this webinar today um and today we're going to be going over um how to use our bullhorn integration um now obviously um all of you guys are interested in our bulletin integration because you are bullhorn users i would assume um and the main idea behind this is we're going to be showing um how you can use bullhorn uh security integration with bullhorn to easily send documents for signing uh straight from the platform itself now our integration uh does not require any um outside usage so you can do it all within bullhorn easily enough and um it's just a really really easy way of getting your documents and your forms sent out for signing um without having to worry about chasing things up or you know making sure that your your invitees have a printer okay because this is a print free solution so there's no printing signing and then scanning and sending it back to you it's all done within browser so very easy to do now um um obviously my name is callum i guess i've already said that i'm a customer success manager here at secured signing so it's my role to basically help people use the platform um and make sure they're getting their everything that um they need uh from it um and in the next 45 minutes what we'll do is we'll cover um just a bit about secured signing where we come from who we are and uh what we do we'll go through the common uses um of our platform as far as different industries and also specifically with bullhorn and the benefits that you gain from that and then we'll round things off with a demonstration of the product itself so you can actually see how it works and what's going on so uh who are we um so secured signing we're a cloud digital signing and online forms platform we were launched in 2010 so we've been going for uh probably close to 11 years now um and our main focus really was about taking a process like signing um or the process of signing specifically and sort of bring it into the modern age and giving you guys a digital solution for it so that way you have a way of signing your documents without having to worry about um not just people putting a weight signature on a piece of paper um but actually storing those documents um so it's a it's an all-round solution for getting that done um and we're a global company we are headquarters in new zealand uh in auckland hence why i'm working from home right now um so we're currently in lockdown but um because we're cloud-based what this also means is that you can use this anywhere as long as you have an internet connection and um i guess everything else you would normally have for working um it's all here so you just need to sign in to our website and uh or sign into bullhorn and it will be available for you so when it comes to the bullhorn integration um generally speaking the uses for our platform fall into three main categories we have the candidate documentation so whatever you're sending to your candidates to make sure they can um get on board and uh and get your agreements done so that'll be contracts consent forms government and uh payroll forms or the normal stuff uh for clients um this would also be for terms of business quotes and contracts and if you're using both then it would be extension letters uh policy sign-offs health and safety forms um all sorts uh the main idea really um while obviously citing platform fits broadly three categories of documents the sorry apologies that's um just popped up the main idea behind it is you can use our platform to sign anything so if it just needs a signature and your invitee as long as they have a name and an email address they should be able to sign their documents um and ultimately they will return to you automatically so there's no real worry about all of that so the um the main benefits of this really are um usually around about time um obviously in today's day and age time is money and um being able to get your documents on without having to chase them up constantly is a great benefit for your recruiters incidentally for the the candidates the people receiving the documents for signing it's a very intuitive interface so they're able to um just use their phone if they want to sign on their phone they can use it from their desktop really any device is is available um i guess aside from a pager maybe as long as it has a screen um and and some sort of interface then they should be able to sign um and beyond that the the benefit um for your management overall even the people who aren't sending things to signing digitally uh is compliance and visibility so you have a standardized process that you know the people who are sending these documents are following and also the people who are signing and you're able to monitor this whole process easily so you don't have to worry about um basically things doing weight and people doing things in ways that you're not anticipating and moving on from there in this demo what we'll actually demonstrate and i'll be able to show you how this all works um we'll be showing you we sign which is our platform for sending documents uh sort of on the fly so if you have the document already created in your computer um in this instance we're going to be using an nda as an example what you can do is you can quickly upload it and secure signing in bullhorn um place your signatures where you want them and send it out for signing um easy uh and beyond that we also have our form filler platform so this is a little bit different process wise but you know very very familiar the idea being that you can set up a document for use over and over again um and this should all be fairly straightforward really once i get to show it to you and finally we'll talk a little bit about our form direct platform now this is a platform that we use for sending documents for signing that have been custom made by our team at secured signing for you so if you have a particular form that has usually it's very very complex or just very long and you'd rather not make it yourself or you feel like you want some custom logic or you want it to act in a very specific way we can build that for you um and incidentally what we also have in form direct is a number of government forms so if you're in the uk australia or new zealand uh we have a number of government forms that you may find very very useful and you can learn more about that actually on our website so what we'll do we'll just uh we'll jump into this easy enough um and i'll start showing you bullhorn so what we have here is the bullhorn interface it should be very familiar i'm sure you've all seen it before and the idea behind the integration with bullhorn is we want you to use it the same way you would use bullhorn itself so if you um the first thing that you need to do is uh find the person that you want to send the document to now in this case we're going to be using our test candidate stu stu wood um and he lives in the candidate section so we're just going to open up his record and uh wait for bulhaun to load a little bit my internet isn't the fastest at home so i apologize if there are any um any hang-ups here we go and here we have stu's record we're just going to open that like we normally would and from his candidate record we can access all of stu's information and this is key to the integration because what this means is that we can pull information from his record into the documents that we're sending out for signing so if i just click actions and scroll down you'll find that this is where secured signing lives in bullhorn and um yeah getting started is as easy as that uh from there what we're going to do and you can see these are the uh the main functions that i talked about before uh during the slideshow uh we have we signed over here form filler here and form direct and moving between these interfaces you choose that as soon as you open secured signing for the record so we're going to click we sign and from here we're getting ready to upload our document into the system now we can already access any files that are already saved and choose candidate record um obviously these are ones that we previously uploaded for testing purposes and selecting them as easy as anything you just click them otherwise if we want we can upload it from pc now uh this is also fairly straightforward just a normal file upload process um just find it in your computer select it in this case we're choosing demo nda and uh we can also choose a file type for that so if we want we can just make it a check maybe it's uh easy enough and uh once i have all the files in here that i want to upload and send out you can also do multiple at the same time and create a package that's fairly straightforward um once i have that selected i just click send for signature here all right and here we are and here we have the whole document and we can look through the whole document we can read through it easily enough uh we can cycle through all the pages and documents just to make sure it's the right one we'll just read through it before we finally get this sent out um and what we're going to do here now that we're on the signing page is we're going to add our signatures so because we sign is built around the idea that the document that you're sending is already completed all you really need to do is place signatures on it and we can select add signatures and immediately choose from any contacts that are related to that record so you can see we have stu as our candidate but we also have steve uh who i'm currently logged in as and who is also the owner of the record if say the current login and the owner were two different people then you would have three options here instead so right now we're going to add sue so there we go click and drag and here we go now if say on your document you also have a bit of information in here that you want to populate from the record so say there's a little bit of information about stu um that you want to just quickly place like maybe a start date or whatever if we go to add form fields we can actually select these fields straight from stu's record and we can just chuck them in there so i guess if we say we wanted the available date right uh the date that he's available we can just drag that put that into the corner and you can see it's already populated uh granted it is in the past 2001 so we can also we can change that to the future if we want um make that 20 21 there we go and when we scroll down what we can also do is we can also place stu's we can also add an initial signature for tune so say i also wanted you to initial this document as well that's easy enough uh all i need to do is select choose signature again click and drag there we go and uh and then just place that in the corner there now then what i can do is i can select it as an initial signature and from there we're going to have stu basically placing his initials at the corner of this page and if i want to do this for every other page i can do that easily enough if i select multi-page signing and scroll down i can choose to have it on all pages even pages odd pages or specific ones so i could choose to have this on page one and two uh but not page three because i've already got a signature on there and there we go and that's a that's basically that so once you're happy with all of this all you need to do is click next and from here we move into the invitation workflow so where before we were preparing the document itself for signing and choosing where we want the signatures and who to do it now we're setting up the process um and here we can see we have the due date for the document um fairly standard uh the due date indicates what date the document will be due by um once that that date passes the document will expire now this doesn't mean that we remove the document from the system and you have to start again a document will remain expired for a period of seven days and it will remain in the in progress tab which i'll show you immediately after this um and during that time you can do whatever you want with the document you can extend the due date you can even change the invitees details like email and name in case maybe you've got the wrong email and you can also send reminders so that's how that one works if we had multiple signees in this document which is easy enough and we want to have a specific signing order uh we can turn on sequential signing right here and that's fairly straightforward and that means that uh in this instance stu is the first invite because he's the only one but if i had a second one they would get a number two next to them and if i wanted to change that order i could just click and drag so as you can see i'm doing that so it's all fairly straightforward um and then from there once you're happy with how this is set up you just click send and there we go and that's the document sent out so 99 of the time um the person's the people sending these documents out they they won't need to do anything the um the document will be sent out automatically to the invitee and they will receive an invitation email which i'll show you in a bit so you can see what the process looks like for them um and because secured signing or also has an automated reminder schedule you don't have to worry about chasing the documents up either if say they forget to sign it when they get the invitation at first we'll send the reminder automatically at three days and then another at six days and the schedule is configurable so if you want to be more frequent or less frequent or you want a longer period of time you can configure all of that in the settings now what i'll do um if i click more here as well what i can do is i can also click on the secured signing tab for this record now this is different to the one in actions because this is where you see all of your in progress documents for this particular candidate so in this way you can also track them as well now we're going to have a few in here just from testing so it might take a little while to load all right there we go and we can see here this is the document that i just sent so we have the due date march 11th and ultimately we can see who has been invited who the owner is and what stage it's in so currently it's in filling because i i i put a form field in there um and if we need to change anything about the document after sending um say the name of the invitee or or the email all i need to do is click the signing status button here let it load up and then from here i can actually choose to change the due date i can add completion recipients if i want to and i can change any of stu's details here um i won't do that right now just um because i've actually sent emails to the right email address but the key thing is that you can edit this on the fly if need be um it's no problem okay and also this little button here is how you would send a manual reminder as well so we'll just close that now what i'm going to do uh is i'm going to open my um my screen and i'll be able to show you what it looks like to receive that invitation so we just jump in here i'll minimize that and what i'm going to do is i'm going to open the invitation that stu has received so there we go and this is what that invitation looks like so we can see here we have the uh we have our own secured signing logo you can actually add branding to this um email quite easily um you just need to um do that in the settings and you can have your own logo up here easy enough and underneath we have uh invitation message so ds2 you've been invited by steve smith's digitally signed demo nda this is obviously a default you can also configure this message as well and personalize it you can do that on the fly or you can create templates to just be used over and over easily enough now when i'm ready to sign the document all i need to do is click view and sign here and this will open up the document access button okay and if i just and then what i need to do is i need to use the passcode that i received here which is 2037 to access that document so i'm currently doing this as the invitee i should say in case i didn't make that clear before um not the recruiter so 2037 so we just key that in there click continue and we can open the document and there we go and we can see that it's updated with the date that i put in there so you know 2022 and underneath we can just scroll through now here we have the initial signature that i placed there before um placing that as a simple issue to click if they're on their phone they would just tap it with their finger and from here they can choose any number of our font options for their signature these are mostly useful if they're not too worried about what their signature looks like they just want to get the document signed um otherwise they can also draw one with their mouse i'm not especially good at that i must admit uh they can upload one from their computer easily enough either a fuller initial signature if they have it saved on there as an image and if they're on their phone um they can do this on desktop as well uh they can use the mobile epads so on desktop it will give them a session to connect their phone and they'll be able to draw their signature with their finger and if they're opening this on their phone it will actually default to the mobile epad option automatically um this is probably our most well received signing option because it allows people to draw a pretty reliably consistent looking signature just with their finger or if they have stylus they can use that um so yeah very popular would recommend you give it a try i can't really demo it during this session i'm afraid uh just because we're doing this on our computer but it's there and it's very easy so for now we'll just use a font when i click sign um click sign again it will place that signature there so that you can see there's the initial uh if i click the full signature you'll be able to see what the full looks like so we can see we have stu's name and obviously a legible name underneath the date and time of signing and uh we can also click to initial here i should have actually also said at the beginning of the webinar if you do have any questions do feel free to post them in the chat we'll be able to get to them after the webinar is done so we'll just email you your answers directly um and uh yeah happy to have a conversation after that as well so that's uh that's no issue but yeah once they've completed their signing um it automatically takes them to the signing complete page and uh that's it done uh not really much else to worry about because from here the document automatically returns to bullhorn so if i jump back to um the bullhorn page here and uh refresh we'll just reload it it'll probably take me back to the the front of bullhorn actually there we go so now if i return to student's candidate record after that's been completed um you will find the document is in his files tab so again just need to wait for that to load we just scroll down next you would there we go excellent now if i go to files uh we'll see there's the the demo nda that we just signed right now so you can see also the date added and from here you can do whatever you need to you can download send it um all the stuff that you you would normally do with the file in bullhorn um it's here and it's here automatically so you don't need to worry about pushing it in there after the fact and um yeah that's essentially how you would send a a simple document through secured signing obviously if you have more complex workflows um we can typically accommodate that as well uh for the sake of this demo i've shown you a very very straightforward way of doing it just in case your document just needs a signature and that's it but if you do have other requirements like you want a effective date or anything else um we can work with that as well uh we've been in this game for about 10 years now so we've we've added a lot of different features and met a lot of different requirements for different recruiters um so let us know if you have anything in particular in mind um yeah so now what we're going to do is we're going to go through the form filler function uh this is a fairly straightforward one really and this is what we would use to create templates so these kind of documents would be the ones that are you send out very frequently to multiple different invitees um they're repeatable they don't change very much between people typically forms and onboarding documents that's what you would use form filler for so again same process we make our way to secured signing and instead of clicking we sign we click form filler so uh not too much of a deviation in the process now when i open form filler i'm going to immediately see all of the forms and the templates i've previously made the main reason being when you're coming in here you're probably going to be looking for something that you've already made but today we're just going to be creating a template and walk you through the process of how that's done and also explaining a bit more about the different bullhorn functions that we have so when i click create new template again it gives me the option to choose any of the files that are already in um let's choose a record if i click upload from pc we can choose uh the same way as we did before with the nda we've got them both in the same file and when we want to get around to making it we just select that file all right and now we're in form filler so very similar interface to we sign you can see we can just cycle through the document easily enough um i might zoom in a little bit just because i'm doing this on a smaller laptop screen so it's a little bit small but you can see here we have the whole document here first thing we're going to do is we're going to add a signature we're going to add a candidate signature and um zoom back there we go okay and we can see here we have the whole document here so what i'll do is just click and drag drag that down to where we want the signature and we'll move that there there we go now one of the key functions within the bullhorn integration is actually our form field so what we allow you to do as i explained before is pull information from the bullhorn record so it can populate your documents now because we're creating a reusable template what we can do is we can create a form that will do that repeatedly and reliably every single time it gets sent out and the way this is done is using the form field button here and selecting your bullhorn fields for candidate you can do this for a number of different record types because we support sending documents from many others um now if i scroll down as an example what we'll do is we'll use the records full name so there we go so here we have name we can drag that we can just resize it and we can populate this whole form with uh all of these different form fields so if i click candidate again we can um add some other things and uh how you would build this form is essentially how i'm doing it right now you would just choose your your record type and then you would identify the field that you want to put in there so for example we can also add his email address here um and we can line them up quite nicely as well using the formatting tools but yeah and i guess we could also place the available date as well so we could um i guess we'll pop that here as well or maybe in date of birth that's a just as an example but yeah now if we want to make this look a little bit more um consistent with our original document we can also use the formatting tools so if i click select all um that selects all the fields that i've just created and then i can easily choose a different font so we could do cigo ui and we could also make that size 12. and there you go and with that i basically started creating a fairly nice looking form and i've done this all by myself and that's the power that you can have with this integration so complete control and the ability to make any any forms or templates that you need uh that's what this allows now beyond that themselves as far as just making the form there's something else to talk about and that is the bullhorn field options so one of the things is because we're using fields that are already in your bullhorn records and they're being pushed through we can also control how the behavior behaves in that field so for example if i just turn all these off you can see we have these bolt-on field options and these tell the field uh what you wanted to do whenever this gets sent out so for example with the show bullhorn field show bullhorn value that is ticked what that means is that it will automatically pull information from bullhorn into this field when you send it out so in this case it will populate with student's name before it goes out there and it will be there when the invitee receives it if we click update bullhorn value what this lets you do is um allow any changes that are made to that field by the invitee or yourself um to push back into bullhorn when the form returns so if say you find out that um i guess for example with the email one or um even the date available if we wanted uh if they wanted to change their available date they could and on return to bullhorn that change would then push back into the associated field and this means that what you can do is a useless for all of your data collection you don't really need to worry about manually putting in this information once you receive the form it will just do it all for you on return um so yeah you can completely automate your your data input and save your recruiters a lot of time if that's something that they spend a lot of time doing and then below that we also have other controls as far as who we want to fill this in so for example if we want the invitee to have to fill this in um then they can this is especially useful um fields that you need to have information for incidentally if the field is already populated with information from bullhorn it won't force them to fill it in again they'll be able to look at it and tell whether or not that is correct um and if it's not they'll be able to edit it and then that that that change will push through so it's a really useful way of keeping your records updated now conversely if say you don't want the mit to be able to change this field you can choose read only and this means that when the invite receives that that that document that particular field will be static it won't be able to they won't be able to change it and as a result they won't be able to change the value in the bullhorn um record which is um quite useful if you have particular field values like like pay rate or um or awards or anything else like that you would much rather state that and if they do have an issue with it then they can contact you directly and discuss it um that's the whole point behind that setting and uh finally the last thing to talk about is required to fill in by sender you can use this in conjunction with read only and what that means is anytime uh a recruiter or a user sends a this particular document out for signing they're going to have to look at that field and make sure they're happy with the content in there if it's empty they will also have to fill something in there to make sure that it's not going out empty because it may be a vital feel before you send this document out um and that's what that controls for so yeah once that's all done um all you need to do if you're happy with how the document looks obviously this isn't really quite finished but for the sake of the demo we'll just move this along um once you're happy with how your form is set up just click save as template and then from there you get a number of other settings now this wasn't included in the wii zone function because this is specific to templates and these settings will control how this template behaves every time you send it out and these are for uh workflow settings uh with secured signing specifically so obviously you can choose the name of the template how it appears in the template list for you or any users you've shared this template with and you can also choose the name of the signed document so when you send the template out it's going to have the candidate's name automatically at the beginning of the file and this is mostly useful for for you guys um in terms of record keeping if say at some point you end up exporting all of your files out of bullhorn and these employee details are going to be included in there um if they're all called employee details that's probably going to be a bit of a logistical nightmare so if we include the candidate's name at the beginning of the file name then it means you can easily see who these uh these forms are for and uh just look at the medical answer and and work out what to do with them um and then further on from that we have other workflow settings so we have the email template this uh just controls what greeting they receive um or rather what emails they receive from us on your behalf when they are invited to sign so this is how you would configure and control um the invitation that they would receive as well as the completion email that they get when the whole process is done uh because any time an invitee re completes a process and secured signing they also order automatically receive a copy of that signed document uh in their email now then from there what we also have is the attachments from the document library this is useful if you want to attach any supporting documentation to the form um such as maybe a health and safety pamphlet something that they wouldn't need to sign but you do want them to have and be able to read and with that it will just be an attachment to the invitation they can click it download it and do whatever they want with it ultimately this new way of getting that done and finally we have additional completion recipients now this particular function and this is available in we sign as well is very useful if you have a particular department or a person at your organization that wants to receive every signed copy of a particular document so if they for example a classic use for this is uh if say you need your payroll team to receive all of your contracts um but you don't want to have to sign everything then that's an easy way of doing it basically just cc's them into the end of the process so they also get that completion email and it's also important to say that additional completion recipients don't need to be users in secured signing they can actually just be anybody with a name and email address much like an invitee and they don't cost anything extra to use so that's available to you and it's very easy to just click turn it on and click view on manage you can add them in so yeah easy as that and once you're happy with all of that you just click save and yeah let's say i'm just gonna have a drink of water while this is coming through okay so now that we've done that template um you probably want to see where it lives afterwards because you may need to send it immediately afterwards if we click back we go to the the template menu and here we can see all the templates we made including the new employee details form that we made just now so you can see there's the last change as uh today according to our time um and yeah that's how you would create it and when it comes to sending um it's as easy as just ticking and clicking send up here um because the template has already been made entirely and set up and you know how you want it to behave um yep sending it is just a case of sending and of selecting and clicking send and you'll be able to configure the invitation workflow we'll just let that load let's see so there we go and uh there you have everything you need and sending it is just clicking this button here so yeah um excellent so now we'll just briefly talk about uh form direct now form direct is a um is another platform of ours you probably saw it in the options here so if i go back into secured signing from candidate record we can see it form direct is our tailor-made form service so the idea behind this is that if you have any particular forms that you want made that um that uh you don't want to have to make yourself inform filler or you feel it's a bit too complex for that kind of interface and you want to have more advanced logic um this is a service that we offer so we would simply um consult with you learn more about your form and then we can create the entire thing custom to your ne ds um and ultimately to your own specifications and at the end of it you'll be able to access it straight from here um obviously the form direct service is um it's more of a project service so uh payment for that does depend on the complexity and the size of the form but once you have the form um it actually it's counted the same each time you use it as any of our regular documents so the pricing is the same as if you were using form filler and yeah and once you have it it's yours you can use it as many times as you want and that's uh that's how it works um but yeah um incidentally for form direct we also have a few government forms as well so obviously uh this account is configured for australia so we have the tfn and super fund choice form um if you're in new zealand we actually have the uh the ir330 which is um um i guess sort of our version of the tfn really if you're wondering what that is um as well as kiwisaver and uh the ministry of justice background check forms um so yeah a whole bunch of options for this even if you're not interested in having a form made for us for you by form direct uh you'll find these government forms are very very easy to use and they're designed to be as simple and effective and smart as possible um because our developers have made them all in html5 which does mean they look a little bit different to what you'll make in form filler um but that's because they've been made by um the professionals so yeah okay all right well i think that wraps up the webinar um do feel free to get in touch if you have any questions anybody that's posted any questions in the chat will will respond to you afterwards via email directly just to um answer any of your queries um otherwise i should say if we get out of here if you do have any further questions we can um you can refer to our uh integration page here for bullhorn um at you know www dot security dot com slash product integration slash bullhorn um or you can just give us a call we're always happy to talk with you we're happy to learn about how we can help you and what you're specifically looking for so excellent all right well everybody i hope you have a good day and uh i look forward to speaking with you