May 7, 2018 Page 1

Awesome Docs

The Vaco Contracts are set up as templates and are ready for you to “attach” to your record and send out via DocuSign.

Remember: Individual Salespersons and Team Leads are not authorized to sign Vaco contracts; only Anchors and Executive Partners do. Therefore, only Anchors (and Executive Partners) have a Vaco DocuSign account.

Table of Contents (Click on Heading to jump to that page)

From Candidate or Placement Records: ...................................................................................... 2

Candidate’s Point of View: ....................................................................................................... 7

Anchor’s POV: ........................................................................................................................... 9

Quick Guide – How to send a Candidate or Placement contract: ......................................... 10

From the Company Record: ....................................................................................................... 11

Contact’s Point of View: ......................................................................................................... 15

The Anchor’s POV: .................................................................................................................. 16

Important: Update Fields on Company Record ..................................................................... 16

Quick Guide – How to send a Company contract: ................................................................. 19

Corp-to-Corp Contracts: ............................................................................................................ 20

How to send Addendum B to the Vendor Contact ................................................................ 20

FAQs ........................................................................................................................................... 24

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From Candidate or Placement Records:

Click here for a Video Demonstration (login with Network credentials) Step-by-step written instructions:

1. Click Select an Action > Awesome Docs

2. Click “New Awesome Doc”

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3. From the avail list of templates, select the one you want to use, and then the screen will open

to a landing page that looks like a blank document.

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4. Change the Corporate User - This allows you to send

the document on behalf of the authorized signer,

your Anchor.

a) Click on the face icon

b) Click in the Search users box to select your

Anchor from the list

c) After selecting your Anchor, click the refresh

button in the “Corporate User” window to

reload the document.

5. Click the Create button.

When you Create a document, two things will happen:

1) a window with the option to open the editable Word document will appear and 2) a “Document Created” window will appear

1. Open and review the Word document to double-check that all looks well

(e.g.: the legal entity name of your Branch successfully merged into the

document).

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a. The Word doc will display the name of the Corporate User you

chose in Step 4. Do not add the Anchor’s title to your Word

document; this will be inserted by DocuSign.

b. Do not add a date in the signature areas, as that will also be handled

by DocuSign.

c. If no changes, simply close the Word document.

d. If you DO need to make any edits, you can do so right on this

document.

i. Click Save on the Word document to save your edits.

ii. If substantial edits, please get Anchor’s approval BEFORE

sending.

2. The Document Created Window

6. Click Save on the Document Created window. This is not a required step; do only if you wish to

save a copy of the unsigned document on the candidate record.

7. Click Send Envelope. To send the contract, click Send Envelope next to the DocuSign logo. (Do

not click the “email” button.)

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Success:

Error message: “This user lacks sufficient

permissions to access this resource”

** If you fail to change the user from yourself

(or if you select anyone who is not on our

DocuSign account), you will receive an error

message when trying to send the doc. **

6. When complete, close the pop-up window and close the Awesome Docs tab on the left-hand

sidebar (aka: your Bullhorn bowling alley).

You’ve done your part. It’s now up to the recipient to sign the contract.

7. When all parties have signed the contract, a completed copy is automatically uploaded to the

files tab on the appropriate record.

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Candidate’s Point of View: The candidate will receive an email from the Corporate User you chose (either the Anchor or Executive Partner of your office).

The email will be from “Anchor Name via DocuSign” and the address will be dse@docusign.net.

How it appears to the recipient:

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Anchor receives email notification:

a) When the Recipient views the document.

b) When the Recipient signs document. After Recipient signs, it is the Anchor’s turn.

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Anchor’s POV:

Anchor can click into the document from the email notification or he/she can log directly into their DocuSign account to see what is in that Inbox.

Click “Sign” and sign doc & complete.

Both Anchor & Candidate receive an email notification that the document has been completed and

may view it.

a. A copy of the executed document is automatically added to the candidate’s Files tab.

b. Best Practice: Check the record for the executed copy.

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Quick Guide – How to send a Candidate or Placement contract:

1. From the record, Select an Action: Awesome Docs

2. Click New Awesome Doc

3. Select a Template

4. Change Corporate User (and refresh/reload document)

5. Click Create

6. Click Save (to save the unsigned copy to the record in BH)

7. Click Send Envelope (to send the document via DocuSign)

8. Close the Awesome Docs tab on left sidebar (and window)

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From the Company Record: The steps are the same as for a Candidate or Placement, however, in this case, you will also select the

specific company Contact who will be signing the contract.

1. From the Company Record, Select an Action: Awesome Docs

2. Select a Contact

Name (who will

be signing the

company

contract)

[Ignore contacts

named Billing

Profile]

3. Select a Template

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4. Change the Corporate User - This allows you to send

the document on behalf of the authorized signer,

your Anchor.

a) Click on the face icon

b) Click in the Search users box to select your

Anchor from the list

c) After selecting your Anchor, click the refresh

button in the “Corporate User” window to

reload the document.

5. Click the Create button

When you Create a document, two things will happen:

1) a window with the option to open the editable Word document will appear and 2) a “Document Created” window will appear

1. Open and review the Word document to double-check that all looks well

(e.g.: the legal entity name of your Branch successfully merged into the

document).

May 7, 2018 Page 13

a. The Word doc will display the name of the Corporate User you

chose in Step 4. Do not add the Anchor’s title to your Word

document; this will be inserted by DocuSign.

b. Do not add a date in the signature areas, as that will also be handled

by DocuSign.

c. Do not add the Contact’s name or title to the Word document, as

this will be in

d. If no changes, simply close the Word document.

e. If you DO need to make any edits, you can do so right on this

document.

i. Click Save on the Word document to save your edits.

ii. If substantial edits, please get Anchor’s approval BEFORE

sending.

2. The Document Created Window

6. Click Save on the Document Created window. This is not a required step; do only if you wish to

save a copy of the unsigned document on the company record.

7. Click Send Envelope. To send the contract, click Send Envelope next to the DocuSign logo. (Do

not click the “email” button.)

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Success:

Error:

** If you fail to change the user from yourself

(or if you select anyone who is not on our

DocuSign account), you will receive an error

message when trying to send the doc. **

8. When complete, close the pop-up window and close the Awesome Docs tab on the left-hand

sidebar (aka: your Bullhorn bowling alley).

You’ve done your part. It’s now up to the recipient to sign the contract.

9. After the executed contract is received, a copy of it is automatically uploaded to files tab on

the Company record. Upon confirmation of receipt of signed contract, update the Contract

fields on the overview tab of Company record. (e.g. Signed CSA: Yes.)

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Contact’s Point of View: The Contact will receive an email from the Corporate User you chose (either the Anchor or Executive

Partner of your office).

The email will be from “Anchor Name via DocuSign” and the address will be dse@docusign.net.

How it appears to the recipient:

Contact clicks Review Document and follows the simple DocuSign instructions.

The Anchor receives notification that the contact has viewed the document.

As soon as the Contact signs, the Anchor receives another email letting them know it’s their turn.

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The Anchor’s POV:

Anchor can click into the document from the email notification or he/she can log directly into their DocuSign account to see what is in that Inbox.

Click “Sign” and sign doc & complete.

Both Anchor & Contact receive an email notification that the document has been completed and may

view it.

a. A copy of the executed document is automatically added to the Company’s

Files tab.

b. Best Practice: Check the record for the executed copy and when received,

update the Company Record to note that there is CSA (or other contract) on

file.

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What if a different Contact needs to be the Signer?

Like Vaco, your client may also have strict rules about who is authorized to sign contracts. If you sent

to the wrong Contact person, there are two different approaches you can take:

1. Re-create and send the document using the correct Contact record. a. If you don’t already have this person as a Contact, create a record in BH. b. However, we do understand that that is not always practical. See Step 2.

2. Recipient can Assign to Someone Else in DocuSign. a. From their email, click on Review Document > Click “Other Actions” > “Assign to

Someone Else”

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b. Follow instructions in the “Assign to Someone Else” window DocuSign notifies Anchor that there’s been a change in signers. Your original Contact still receives a copy of the executed contract.

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Quick Guide – How to send a Company contract:

1. From the Company record, Select an Action: Awesome Docs

2. Select the Contact who is authorized to sign for the client

3. Select a Template

4. Change Corporate User (and refresh/reload document)

5. Click Create

6. Click Save (if you wish to save the unsigned copy to the record in BH)

7. Click Send Envelope (to send the document via DocuSign)

8. Close the Awesome Docs tab on left sidebar (and window)

9. After the executed copy is received, update the Contract fields on the Company

Overview tab to indicate what contract(s) you have on file.

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Corp-to-Corp Contracts:

There are three agreements for a C2C relationship. The Main Contract & Addendum A

(Qualification Checklist) are two documents that you can generate at once and are generated

from the C2C Vendor Company record. The other agreement is the Placement/Engagement

Details (Addendum B), which is generated from the Placement record.

1. The Main Contract + Addendum A

• Full name: “Corp-to-Corp (Supplier Provider) Agreement - Main & Addendum A (Qual

Checklist)

• Generated from the Company record

• The main contact at the Vendor company must have a Contact record in Bullhorn in

order to send this agreement.

2. The Placement/Engagement Details – Addendum B

• Full name: “Corp-to-Corp (Sub-Contractor Provider) Agreement - Addendum B

(Engagement Details)”

• Generated from the Placement record

• Remember: The Vendor Contact must agree to the details called out in Addendum B

(not the individual consultant). Since the Placement has no place to house the Vendor

Contact’s info, to send this particular contract, you must configure the DocuSign

settings on a case-by-case basis.

How to send Addendum B to the Vendor Contact

Click here for Video demonstration (login with Network credentials)

Written instructions:

1. From the Placement, Select an Action: Awesome Docs

2. Click New Awesome Doc

3. Select a Template: Corp-to-Corp (Sub-Contractor Provider) Agreement - Addendum B

(Engagement Details)

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4. Change Corporate User (and click reload document)

5. Click Create

6. Click Open the Word 2016 (and click Enable Editing)

7. Enter the Vendor

Contact’s name in

C2C Vendor

Contact field and

their title in the

Title field.

8. On the Word

document, click

Save to save your

changes.

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9. On the document Created

window, click Save (to save the

unsigned copy to the record in

BH).

10. BEFORE you Send Envelope,

click the Gear icon in the

DocuSign window.

11. Next to Recipient Type, click

Person radio button

12. Enter Recipient’s Name – This is

the contact at the Vendor

Company who will sign the

contract

13. Enter that person’s email address

14. Click Add Recipient

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15. Now you’ll see two recipients listed: “Entity: corporateUser” (your Anchor) and the Person

you added manually.

a. Because signing order is enforced, we must adjust the sequence of the recipients. We

need the Vendor Contact to sign first and the “Entity: corporateUser” (Anchor) to sign

second.

b. Add Bullhorn Entity: corporateUser as the next recipient.

c. Remove the first instance of

corporateUser.

d. Your final recipients list, in

order of who must sign the

contract, should look like this:

Tip: If you want the email

message to address the signer

personally, in the section

labeled Email Body, type in

the person’s name next to the

greeting.

e. Click Send Envelope

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FAQs

Q: Does the email have to come from the Anchor? The Producer has the relationship with the Client Contact

or Candidate.

A: Yes, the email comes from the Vaco Representative with the DocuSign account; the Anchor.

Best Practice: Let your Candidate or Contact know that the email will come from your office’s Anchor

Partner, so they will be on the lookout.

The email will be from “Anchor Name via DocuSign” and the address will be dse@docusign.net.

You may also choose to CC yourself or the producer when sending (see next question).

Q: Can you CC additional people when sending the

contract? Could I CC myself?

A: Yes. Before clicking Send Envelope, click on the Gear

Icon to edit.

Recipient Type: Person

Recipient Name: the name of the person to be

included

Recipient Email: email address of that person

Click Add Recipient.

Then send envelope.

Q: There is a simple, pre-written message for every

email. Can I edit this before I send?

A: Yes. Before clicking Send Envelope, click on the Gear

Icon to edit. In the email Body area, you can customize

the message to your liking. (This will not change the

“from” address of the email.) After editing, click send

envelope.

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Q: When managing contracts in DocuSign, how can I tell which Producer sent it?

A: You can control this using the Email Subject field; add the Producer’s name to the Email Subject field. Before

clicking Send Envelope, click on the Gear Icon to edit. In the Email Subject box, add the Producer’s name, eg.

“Hourly Employment Agreement – J. Producer”. Then the Anchor & Admin can easily tell which contract

belongs to whom.

Q: Where are docs filed?

A: The executed copy of the document is filed under the entity from which it was created.

• If generated from the Company record, the document is saved on the Company’s Files tab

• If generated from the Placement (such as a CSA Addendum or HEA Appendix B), it will be saved on the

Files tab on the Placement record.

• If generated from the Candidate record, it will be saved on the Candidate’s Files tab.

Q: I sent a company contract to my Contact, but he/she is not the authorized signer.

A: You have two options to choose from:

1. You can create the document again from the correct contact record.

2. Recipient can use the DocuSign workflow to reassign it. (See page 17 for details.)

Q: Must candidates or contacts have their own DocuSign account?

A: No. Recipients can use DocuSign without having to sign up for anything.

After signing, they click “Finish”. Their screen will display an invitation to save a copy of the doc in their

DocuSign account. They may sign up or click “No Thanks”.

Q: Does Recipient receive a copy of the executed/signed document?

A: Yes. After all Recipients finish signing, consultant will receive an email with a link to the completed

document.

Q: I have a non-Bullhorn contract to send. Now what?

A: If you have a contract to send that is not housed in Bullhorn, you can still use DocuSign directly.

Here’s a video on How to Set Up and Send Documents directly thru DocuSign. [Docs sent via this method will

not automatically be saved in Bullhorn.]

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Q: My client & I have gone back and forth redlining the contract. How do I get the revised/edited contract

into Bullhorn to send?

A: You have two choices:

1. Generate the template via Awesome Docs, download the Word doc, make all the agreed-upon edits

and send the envelope.

2. Use DocuSign to send the unique contract directly (and not thru Bullhorn). Here’s a video on How to

Set Up and Send Documents directly thru DocuSign. [Note: Docs sent via this method will not

automatically be saved in Bullhorn.]