Understanding Send to Draft vs. Send Offer Letter in BrightMove’s DocuSign Integration
When using BrightMove’s integration with DocuSign to send offer letters, you’ll encounter two key options: Send to Draft and Send Offer Letter. While both are part of the offer letter process, they serve distinct purposes to help you manage candidate offers efficiently. This article explains the differences to help you choose the right option for your needs.
What is Send to Draft?
The Send to Draft option allows you to prepare an offer letter and save it as a draft within DocuSign without immediately sending it to the candidate or other recipients. Think of it as a "save for later" feature that gives you flexibility to review and refine before finalizing.
Key Features of Send to Draft:
Preview and Edit: You can generate the offer letter in BrightMove, send it to DocuSign as a draft, and then review or edit it in DocuSign’s editor. This is ideal for ensuring all details, such as salary, job title, or placeholders for signatures, are correct.
Internal Collaboration: Drafts allow internal stakeholders (e.g., hiring managers or HR) to review the document in DocuSign before it’s sent to the candidate. You can add or adjust signature fields, placeholders, or other content as needed.
No Candidate Notification: The candidate doesn’t receive anything yet, giving you time to perfect the offer letter.
Use Case: Choose Send to Draft when you want to double-check the offer letter, gather internal approvals, or make last-minute changes in DocuSign before sending it out.
How It Works:
In BrightMove, create an offer letter for a candidate in the Offer stage.
Select Send to Draft instead of sending directly.
The letter is uploaded to DocuSign as a draft envelope, where you can open it, make edits, or add signature fields.
Once ready, you can manually send the draft from BrightMove by going to Settings > eSignature Queue to finalize the process.
What is Send Offer Letter?
The Send Offer Letter option is the action that sends the finalized offer letter directly to the candidate and any other designated recipients (e.g., internal signers) through DocuSign for e-signatures. This is the step that initiates the formal offer process with the candidate.
Key Features of Send Offer Letter:
Immediate Delivery: The offer letter is sent to the candidate’s email with a link to review and sign in DocuSign, streamlining the acceptance process.
Signature Collection: The letter is prepped with signature placeholders (e.g., for the candidate or internal stakeholders), and DocuSign tracks the signing progress in real time.
Status Updates: BrightMove syncs with DocuSign to reflect the offer’s status (e.g., sent, viewed, signed, or declined) on the candidate’s profile.
Use Case: Choose Send Offer Letter when the offer is finalized, approved, and ready for the candidate to review and sign.
How It Works:
In BrightMove, prepare the offer letter with all necessary details and placeholders.
Select Send Offer Letter to push the document to DocuSign.
DocuSign emails the candidate and any internal signers (if applicable) with a secure link to sign the letter.
Once signed, the completed document is available in BrightMove, and the candidate’s offer status is updated.
Key Differences at a Glance
Feature | Send to Draft | Send Offer Letter |
Purpose | Save and edit the letter before sending | Send the finalized letter for signing |
Recipient Notification | No one is notified yet | Candidate and signers receive the letter |
Editing | Editable in DocuSign as a draft | Sent as-is, minimal edits possible |
Timing | Used for preparation and review | Used when ready to engage the candidate |
Status in BrightMove | Remains in draft/pending status | Updates to sent/signed/declined status |
Tips for Using BrightMove’s DocuSign Integration
Use Drafts for Accuracy: If you’re unsure about placeholders (e.g., {{candidate_signature}} or {{date}}), use Send to Draft to verify they’re correctly placed in DocuSign. Make the placeholder text color match the document background for a clean look.
Finalize Before Sending: Ensure all internal approvals are complete before selecting Send Offer Letter, as changes after sending can complicate the process.
Check Permissions: You’ll need permission to generate and send offer letters in BrightMove. Contact your admin if you run into access issues.
Monitor Status: After sending, track the offer’s progress in BrightMove’s candidate profile to stay updated on signatures or declinations.
Why These Options Matter
The Send to Draft and Send Offer Letter features give you control over the offer process. Drafts provide a safety net for polishing the letter and collaborating internally, while Send Offer Letter ensures a seamless, professional experience for candidates with secure e-signatures. By understanding when to use each, you can streamline your hiring workflow and present polished offers every time.
If you have questions about BrightMove’s DocuSign integration or need help setting it up, reach out to our support team or your BrightMove point of contact. Happy hiring!