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docusign-routing.md

63 lines · small-business/skills/job-post-builder/reference/docusign-routing.md at 2574e29

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Most marks come from matching words in the file, so treat them as pointers.

1# Routing the Offer Letter to DocuSign
2
3Phase 6 only, and only when the user chose DocuSign in Phase 1.
4
5Uses Claude in Chrome to drive the DocuSign UI, so the owner does not have to touch
6DocuSign manually.
7
8---
9

Routing the Offer Letter to DocuSign

Phase 6 only, and only when the user chose DocuSign in Phase 1.

Uses Claude in Chrome to drive the DocuSign UI, so the owner does not have to touch DocuSign manually.

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10## The hard rule
12**The envelope is saved as a draft and never sent.** Phase 6 does not advance past
13"Save as draft" without the user explicitly confirming they have reviewed the envelope
14and want it sent. An offer letter reaching a candidate before the owner has read it is
15not recoverable.
17---

The hard rule

The envelope is saved as a draft and never sent. Phase 6 does not advance past "Save as draft" without the user explicitly confirming they have reviewed the envelope and want it sent. An offer letter reaching a candidate before the owner has read it is not recoverable.

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19## Why the browser and not the API
21The DocuSign API will only accept a document from a template already in the account or
22from a URL it can fetch without credentials. It does not accept file uploads. An offer
23letter names a person and states their pay, so standing it up at a publicly reachable
24address to satisfy the connector is not an option at any convenience.
26The browser flow sidesteps this: the file is uploaded from the user's own logged-in
27session, and nothing is ever published. That is why this phase is written as a UI flow.
29---

Why the browser and not the API

The DocuSign API will only accept a document from a template already in the account or from a URL it can fetch without credentials. It does not accept file uploads. An offer letter names a person and states their pay, so standing it up at a publicly reachable address to satisfy the connector is not an option at any convenience.

The browser flow sidesteps this: the file is uploaded from the user's own logged-in session, and nothing is ever published. That is why this phase is written as a UI flow.

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31## Browser flow
331. Navigate to `https://app.docusign.com`. The user should already be logged in. If a
34 login screen appears, pause and ask them to log in, then continue.
352. Click **Start**, then **Send an Envelope**. Depending on the UI version this may be
36 labelled **New** or **Use a Template**.
373. **Upload the offer letter.** Click "Upload Documents" and upload the
38 `[Role]-Offer-Letter.docx` file created in Phase 5.
394. **Add the signer.** In Recipients, add the candidate as a signer with role "Signer".
40 Ask for the candidate's name and email if not already provided.
415. **Add the sender as a CC recipient** if the user wants a copy. Ask if unsure.
426. **Set the subject line:** `Offer of Employment — [Role Title] at [Company Name]`
437. **Add a message.** A warm two-liner to the candidate by first name: pleased to extend
44 the offer, review and sign when they can, questions welcome.
458. **Place signature fields.** On the document, place a Signature field and a Date Signed
46 field on the candidate acceptance line at the bottom of the letter.
479. **Save as draft.** Do not send.
49Then hand over the draft link and ask the user to review the signature placement and
50confirm here when they are ready to send.
52---

Browser flow

  1. Navigate to https://app.docusign.com. The user should already be logged in. If a login screen appears, pause and ask them to log in, then continue.
  2. Click Start, then Send an Envelope. Depending on the UI version this may be labelled New or Use a Template.
  3. Upload the offer letter. Click "Upload Documents" and upload the [Role]-Offer-Letter.docx file created in Phase 5.
  4. Add the signer. In Recipients, add the candidate as a signer with role "Signer". Ask for the candidate's name and email if not already provided.
  5. Add the sender as a CC recipient if the user wants a copy. Ask if unsure.
  6. Set the subject line: Offer of Employment — [Role Title] at [Company Name]
  7. Add a message. A warm two-liner to the candidate by first name: pleased to extend the offer, review and sign when they can, questions welcome.
  8. Place signature fields. On the document, place a Signature field and a Date Signed field on the candidate acceptance line at the bottom of the letter.
  9. Save as draft. Do not send.

Then hand over the draft link and ask the user to review the signature placement and confirm here when they are ready to send.

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Involves a person pause and ask :34
Involves a person ask the user :49
54## Fallback
56If DocuSign is unavailable or the browser flow fails at any step, draft an email via the
57the connected mail connector (Gmail or Microsoft 365) with the offer letter attached and a note to upload it to DocuSign manually.
59**Show the draft to the user before sending.** The fallback does not lower the approval
60bar; it is the same gate reached a different way.
62If neither path works, the `.docx` on disk is a complete outcome. Say the routing did not
63happen and hand over the file.

Fallback

If DocuSign is unavailable or the browser flow fails at any step, draft an email via the the connected mail connector (Gmail or Microsoft 365) with the offer letter attached and a note to upload it to DocuSign manually.

Show the draft to the user before sending. The fallback does not lower the approval bar; it is the same gate reached a different way.

If neither path works, the .docx on disk is a complete outcome. Say the routing did not happen and hand over the file.

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