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April 12, 2016

Send Termination Papers from BambooHR

Letting an employee go is never an easy process, but it is important that a process is in place to make sure nothing is missed.  When you use a tool like BambooHR, you can easily manage your employees and setup a streamlined off-boarding process.

More than likely, you need to your employee to sign a few documents during the off boarding process.  With WebMerge, you can automatically populate those documents right from BambooHR.
In this example, we’re going to use WebMerge to generate a termination agreement that will be sent directly to the employee to sign using HelloSign.

To get started, we’re going to setup our termination agreement template using a Word document.  Inside our Word document, we’re going to add our boilerplate agreement info, then for the spots that we want our employees information to go, we’re going to use merge fields like {$FirstName}, {$LastName}, etc.

Here’s what our template looks like:
 


Since we’ll be sending this document over to HelloSign, we need to add a signature tag to the document so that HelloSign knows where to place the signature.  This tag is just like any other text in the document and looks like:   [sig|req|signer1]
 


After you’ve finished up your template, we need to upload it to WebMerge.  From the documents page in WebMerge click the New Document and enter a name.  On the next step, pick Office Document as the then pick the file from your computer.
 


Next, you’ll be taken to the Settings tab where you can update different options like the type of file that you want to generate and the name of the file.  For this example, we’re going to generate a PDF and we’re going to include the name of our employee in the file name.
 


After you’ve updated your settings, it’s time to setup the integration with HelloSign so that our agreement is automatically sent out for signature.  Under the Deliver tab, click the New Delivery button and then select HelloSign from the list.

You’ll need to enter your API Key for HelloSign and then you can define the signer via merge fields.
 


Once you’ve finished up the HelloSign delivery, we are ready to setup the integration with BambooHR!  We’re going to use BambooHR’s webhook functionality, so we need to grab the Merge URL for our document.  Under the Merge tab in WebMerge, you’ll see the Merge URL for your document.  This is the unique URL that’s used to send data to your document.
 


Inside BambooHR, we’re going to setup our new Webhook.  We’re going to monitor the Employment Status field so that when that’s changed, it will send out this agreement.  Plus we’re going to add the fields that we want to send over to our document using the same merge field names that we used in our document.
 


Next, we’re going to enter our Merge URL as the Post to URL and then we’re going to choose JSON as the data format.
 


Once you have the webhook all setup, go ahead and save it and then Bamboo will automatically send data to that document when you change the employment status field for an employee.  To test, go pick one of your (test) employees and change their employment status.  Bamboo will send that information over to WebMerge and the agreement will be sent over to HelloSign.

Here’s what our agreement looks like ready to sign in HelloSign:
 


Congrats, you’re all finished!  You can now automatically generate all types of documents right from BambooHR.  Can you think of any other ways that you can use WebMerge to simplify your paperwork process?
 

6 min read

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