Talos allows you to add your DocuSign templates to the ATS, where you can then send these as envelopes from the system. This keeps all information related to the candidate within one system.
Note: you will need access to the 'Integrations Management' user permission to be able to manage your DocuSign templates within Talos.
Help Video
To add a new template go to Manage DocuSign Documents which will load Manage E-Sign Templates screen. This screen will show you all templates that have been imported, if they are enabled in Talos and which users have been assigned access.
To add a new template click on the 'Import Templates' button which will generate a list of all available templates within your DocuSign system. You can then select the template you would like to add to Talos and click on 'Import':
This will open the Import Template screen, where you see all the fields available in the template. If your data labels have been setup correctly, you should see clear text in the display name section which will help you when sending the envelope.
On the right of this screen, you will see an import option. This is where you select which fields are imported with the template. Unselect any fields you do not wish to be completed in Talos. This will include any candidate fields.
Once all relevant fields have been selected and you are happy with the setup, click on 'Process Import' which will add that template. You will need to add each template individually that needs to be available in Talos.
When a new template is added, you will need to enable this within the 'Manage ESign Templates' screen.
On this screen, you can also use placeholders in the ‘Default Value’ section against your fields:
They are particularly useful as they reduce administration when sending envelopes as the system will automatically populate the information (e.g. candidate name) using the data already stored in Talos. Please click on the button below to see a full list of all available placeholders.
Managing Templates in Talos
In the Manage ESign screen, you will see a various options manage your DocuSign templates within Talos. These include:
Enabling/Disabling templates
Edit
Download
Assign users
Re-import
Delete
Enabling Templates
This is a toggle option which allows you to enable or disable the template on Talos. When a template is enabled, it will be available for all assigned users when sending a DocuSign envelope:
Editing a Template
Editing a template shows you all imported fields of the template. You can use this to check if all required fields have been imported and if any have been added in error. If any fields have been added in error, you will be able to re-import the template and make the necessary changes.
You are also able to re-order the fields by dragging and dropping the field(s) into the required order. This will update how the fields appear in the envelope preview:
Assigning Users
You can assign users to have access to DocuSign templates within Talos in two different ways.
The first way is to click on 'Assign Users' next to the template you would like to add access to and then select the relevant users from the 'Available Users' column and moving them using the left arrow to the 'Selected Users' column:
Once you are happy with the user access, click on 'Save'
The second way is to bulk assign users. This can be used if the same users are needing access to the same templates.
To bulk assign users access to templates, click on the tick-box to the left-hand side of the template name on all templates you need to grant access to:
You will then see the 'Bulk Assign' option appear next to the 'Import Templates' option in the top right-hand corner of the screen:
When the 'Assign Users' screen loads, any user who has access to any of the templates you are updating the access to, will be shown under the 'Selected Users' column, to indicate they already have access.
Select the relevant users from the 'Available Users' column and move them using the left arrow to the 'Selected Users' column to grant them access.
If all of the required users have already been assigned, click on 'Save' to update this across all selected templates.
Re-Importing Templates
This gives you the option to re-import any existing templates that have already been added to Talos. You may need to use this feature if there is an import error from the original import, or if certain changes have been made to the template in DocuSign.
To re-import a template, click on the 'Re-Import' option within the Manage ESign Templates screen, which will open the 'Re-Import Templates' screen. From here, you can update the imported fields as required.
