Generate SignRequest Contract Variation via Zapier!

We've chosen to use Zapier as a tool to connect intelliHR with the other systems in your business.

The below article is designed to walk you through setting up a zap to generate a variation of contract via PandaDoc when a new job is created on the intelliHR platform.

Step 1: Job Update Scheduled in intelliHR

1. Click "Choose an account"

2. Select your intelliHR platform from the drop-down list and click "Continue". If your intelliHR platform does not appear in the list, please see our article on Connecting your intelliHR Platform with Zapier for a step-by-step guide.

3. Zapier will then ask to "Test your trigger" - this will allow Zapier to find a recent job update on the intelliHR platform to ensure that the first step is working correctly. Testing this trigger will not send an email notification.

4. Click "Continue" once Zapier has found a recent Job Update.

Step 2: Find Person in intelliHR

This step allows zapier to find and gather the details of the relevant employee who has had a recent job updated. For this step you will need to select your intelliHR platform from the drop-down.

1. Click "Choose an account"

2. Select your intelliHR platform from the drop-down list and click "Continue"

3. This step will be already set-up to use the employee's Person ID (a unique identifier for Zapier to find the correct person). You will not need to do any set-up for this step.

4. Click "Test & Continue"

Step 3: Find Supervisor in intelliHR

This step allows zapier to find and gather the details of the employee's supervisor. For this step you will need to select your intelliHR platform from the drop-down.

1. Click "Choose an account"

2. Select your intelliHR platform from the drop-down list and click "Continue"

3. This step will be already set-up to use the supervisor's Person ID (a unique identifier for Zapier to find the correct person). You will not need to do any set-up for this step.

4. Click "Test & Continue"

Step 4: Create Document from Template in Google Docs

This step connect your Google Drive to Zapier. Here you will be able to create a new document based on an existing one in your drive.

1. Click "Continue"

2. Click "Choose Account" - similar to Step 1, you will have the option to select an account from the drop-down list. If your Google account does not appear in the drop-down list, click "Connect New Account". Here Zapier will prompt you to login into your chosen Google account to authorise access.

To set-up and customise the document:

3. Click on the drop-down for "Template Document" and this will show you the available documents that can be selected as a template for new contracts.

Tip: Remember to tag all fields with {{ }} as you set up your templates. It is also a good idea to have a separate folder for generated contracts to keep your drive tidy. These contracts will be complete but not signed (that happens in the next step).

4. You can amend the generic name for the contract document by clicking inside the textbox under "New Document Name".

5. Each field that you have created using tags {{ }} in your template document, will now appear in this step. Zapier will be able to pre-populate these fields in your document each time the zap is run.

You will be able to pull through details from previous steps by clicking inside the textbox for each. For example, we can populate the employee's first name by searching for the key word "name" in the drop-down menu and clicking on the desired input.

6. Once you have finished the set-up and customisation of the document, click "Test & Review". This will then create a test document which you can review in your Google Drive and amend as needed.

Step 5: Find Document

This step allows Zapier to locate the newly created pre-filled template (generated in step 4) for the relevant employee.

1. Click "Continue"

2. Click "Choose Account" - similar to Step 1, you will have the option to select an account from the drop-down list.

3. The Document Name will already be pre-filled. Please note that the document name must match the name that you have given your document in step 4.

4. Click "Continue" and then "Test & Review".

Step 6: Send SignRequest

This step sends the pre-populated document created in previous steps through to SignRequest for signing.

1. Click "Choose Account" - similar to Step 1, you will have the option to select an account from the drop-down list. If your SignRequest account does not appear in the drop-down list, click "Connect New Account". Here Zapier will prompt you to login into your chosen SignRequest account to authorise access.

2. You will then be prompted to set-up and customise this step by filling in each of the relevant boxes. You can use a combination of text and fields for the custom message.

Tip: Remember to add their intelliHR ID as the ‘external ID’ when setting up this step. This will allow a separate zap to work out which profile to store a saved copy of the contract on.

3. If you require multiple people to sign the document, you will need to set-up the "Advanced Signers Configuration".

For example, if your process is:

HR approves only
Manager signs
Employee signs

Copy and paste this text into the Advanced Signers Configuration Box:

[{"email": "HR_email@example.com", "needs_to_sign": true, "approve_only": true, "order": 0},

{"email": "manager@example.com", "needs_to_sign": true, "order": 1},

{"email": "employee@example.com", "needs_to_sign": true, "order": 2}

]

Alternatively, if only two people need to sign the document, copy and paste this text instead:

{"email": "first_signer@example.com"},

{"email": "second_signer@example.com"}

]

4. Click "Continue" once you have completed the required fields.

Please note that testing this step will send a contract to SignRequest for signing with the test data included (last employee who has job change’s information), so feel free set this as your email for testing purposes.

If you would like to skip testing, you can click "Skip Test" in the top right-hand corner. We do recommend that testing is not skipped for this step so that the contract can be reviewed and amended if necessary.

5. Click "Test & Continue" - Zapier will send a pre-populated contract to SignRequest.

6. When you are ready, you can turn on the Zap on the top right corner of the screen, this will make your Zap live.

We've written this article to help get you started, for more information on what can be done with SignRequest be sure to check out their help desk here!

Want to get even more out of your new zap? Check out our article on adding flitters, formatter steps and paths to your zaps (please note these are premium-based features).

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