So you want to learn how to send those fancy welcome emails to your candidates? No problem, follow the guide below.
First things first, you'll want to log in to make.powerautomate. Once you're in, you'll want to check out the templates by clicking on the templates tab. Now, you'll see a search bar in the top right corner, just type in "Welcome email". You'll find a couple of options, I'm using the third one: "Send a thank you and if approved a welcome email to signatories"
Once you've chosen your template, you'll need to fill in some details like Account, Connect Name, Envelope Event, Folder, and Envelope ID (as shown in the next two screenshots). I had trouble finding the Envelope ID at first, if you're having the same issue, you can check out this link: Where can I find the Envelope ID? (docusign.com). And remember, you can always edit the text provided in the template to fit your needs.
As you can see in the screenshot below, the conditions are already defined as well as the actions that both options will trigger.
Once you've got the Power Automate workflow set up and customized to your liking, it's time to log into DocuSign | #1 in Electronic Signature and Agreement Cloud. If you don't have an account, don't worry - you can sign up for a free trial for 30 days to test out all the features. Trust me, DocuSign is user-friendly and easy to navigate. I personally created just one offer letter, but you can create and reuse templates as many times as you want. Check out the screenshot below to see what the email sent to the candidate looked like.
This is what the document looks like within DocuSign from the perspective of the candidate signing it. Once the candidate clicks on "Finish", Power Automate will activate the flow.
The email below indicates the job offer has been signed, attaching a copy of the signed document.
Power Automate will trigger an email, saying thank you and letting the candidate know that they would receive further information shortly.
The approval process involves two steps, with the participation of two individuals. The first step is done through Approvals within Teams, and the second step is done via email. Screenshots of both steps are included below.
An automatic message is sent within Teams using Power Automate to inform individuals that the process has been fully approved.
This step will initiate an additional email to be sent, that welcomes the new employee and provides them with some necessary information. I was lacking inspiration but you can make it as cool as you want.
I always try to check the run history to understand how long it took. I don´t really know why Approvals took so long. I think is because I've never used it before. However, it worked perfectly.
In summary, using Power Automate + DocuSign + Approvals to automatically send welcome emails to candidates is a no-brainer. It saves you time and makes sure everyone feels special. All in all, it's a small step that can make a big impact on your business or organization's communication process and employee satisfaction.