Document Signing templates turn a Word document into a document Fountain fills in for each applicant. Variables pull in applicant and Opening data, conditional blocks show content only when a condition is true, and signers are placed by keys in the document. A recruiter reviews each document and sends it for signing.
Templates Created Before the Template Editor
Templates created before the template editor stay in the Templates list and keep working. You can rename them and change their applicant message from Edit details, as described below. For how they were set up, see Document Signing Stage Setup.
Prepare Your Document
Use these patterns in your .docx so Fountain can detect what to fill in.
[VARIABLE_NAME] is a value Fountain fills in, such as [PAY_RATE]. You map each variable to a Fountain field after upload.
{{#BlockName}}…{{/}} wraps content that only appears when a condition you set is true.
[SIGNATURE] marks where the applicant signs.
Use Cue to help create your document
Need help drafting or making changes to your document? Consider using Cue! Cue can generate files and has intimate knowledge of your Fountain setup.
Create a Template
Follow the steps below to create a template.
Click your initials in the top right of any Fountain page, then click Company Settings.
Click Document Signing.
Click Create template.
In the Create signature template window, enter a Template name.
Under Document, drag a file into the box or click browse to upload it. A template accepts a .docx or .pdf file up to 10 MB.
Under Applicant message, enter a Document title and an Applicant message. Both are shown to the applicant in their portal, alongside the document they are asked to sign.
Click Continue.
Set Up the Template in the Template Editor
The template editor shows the document on the left and the Variables, Blocks and Signatures tabs on the right. Click Save to save your changes.
Map Variables to Fountain Fields
The Variables tab lists every variable Fountain detected in the document, with a count of how many are mapped, such as 5/18. A mapped variable shows its Fountain field, such as Current Date. A variable that isn't mapped yet shows a warning icon, and its key is outlined in the document.
Follow the steps below to map a variable.
On the Variables tab, click the variable.
In Fountain field, select the field whose value fills the variable. Selecting a field updates the variable in the document preview.
In Format, select how the value appears, or leave it as Default.
Add Conditions to Blocks
The Blocks tab lists every conditional block in the document, with a count of how many have conditions, such as 2/6. Content in a block only appears in the generated document when the block's conditions are met.
Blocks Without Conditions Are Left Out
A block with no conditions is not included in the document. Add at least one condition to every block you want to show.
Follow the steps below to add a condition to a block.
On the Blocks tab, click the block.
Click + Add condition.
Select a Data key, such as Compensation.
Select an Operator, such as equals.
Enter a Value, such as Hourly.
To add another condition, click + Add condition again. To remove a condition, click the trash icon next to it.
A block is shown if any of its conditions is true. For example, a Salaried Pay block with the condition Compensation equals Salary and an Hourly Pay block with the condition Compensation equals Hourly show the right pay section for each applicant.
Add Signers
The Signatures tab lists the template's signers, such as the Applicant. Click + Add signer to add another signer.
Fountain places a signer's signature field where that signer's key appears in the document. For the applicant, the key is [SIGNATURE], and the tab confirms when it finds the key in the document.
Replace the Template Document
Follow the steps below to replace the document a template is built on.
At the top of the template editor, click Document.
In the Source document window, drag a file into the box or click browse. A template accepts a .docx or .pdf file up to 10 MB.
Click Done.
Replacing the document keeps your variables and signature fields, and Fountain detects the variables in the new document.
Edit the Document Title and Applicant Message
Follow the steps below to change what the applicant sees in their portal.
At the top of the template editor, click Applicant Message.
Edit the Document title and Applicant message.
Click Save message.
Variables are not applied in the document title or applicant message. The text appears exactly as typed.
Manage Templates
The Templates tab on the Document Signing page lists every template with its Type, Signers, Variables, Conditional blocks, the Workflows that use it and when it was Last updated. Templates created before the template editor appear in the same list. Use Search templates to find a template.
To work with a template, click the ⋯ menu in the Actions column.
For a template built in the template editor, click Open, Duplicate or Delete.
For a template created before the template editor, click Edit details or Delete.
Edit Details of Templates Created Before the Template Editor
Click Edit details to open the Edit template details panel. From there, you can:
Change the Template name and Applicant message.
Turn on Available to all sub-accounts so this account's sub-accounts can also use the template.
The panel lists the template's Signer roles. Signer roles are set when the document is created and can't be changed in this panel.
Add a Template to a Document Signing Stage
Follow the steps below to add a template to a workflow.
In the Workflow Editor, click Add Stage.
In the Create New Stage window, enter a Title, select Document Signing Stage (Fountain) as the Stage Type, and choose the Stage Placement.
Click Add Stage.
In the stage's Documents section, under Default Documents, click Add Document.
In the Add Document window, select the template from the Document Template list.
Click Save Changes. If Fountain asks you to confirm, click Save.
A Document Signing stage needs at least one document to work.
Choose Stage Settings
The stage's Settings section includes the following options.
Move applicant to next stage after signing (recommended): moves the applicant on when the applicant completes all of the selected documents.
Show stage in applicant portal progress tracker: shows the stage in the applicant's progress tracker.
Email completed documents to opening owner: emails signed documents to the Opening owner.
Send the document to the applicant as soon as it is approved: when this is off, an approved document is not sent to the applicant until Send to applicant is clicked.
Send Alternate Documents
Under Alternate Documents, click Add Document Set to send different documents to applicants based on conditions. Documents in a set are sent in place of the Default Documents.
Send a Document for Signing
When an applicant reaches a Document Signing stage, their status label shows the document with Details needed, for example Workplace Policy - Details needed. Follow the steps below to send it.
On the applicant table, click the Details needed status label.
In the Document details panel, check or fill in each value, then click Preview document.
In the Document preview panel, review the document as the applicant will see it.
Optionally, click Download document to save a copy, or click Upload custom document to replace the generated document.
Click Send for signing.
When an approval rule applies, the Document preview panel lists the Approvers for each matching rule, and the button reads Send for approval instead. To learn more, see Set Up Offer Approvals.
Track the Document Status
The applicant's status label shows where the document is.
Details needed: the document is waiting for a recruiter to send it.
Awaiting approval: the document is waiting for approvers.
Awaiting signature: the document has been sent to the applicant.
Complete: the applicant has signed the document.
Review the Applicant Experience
Until a recruiter sends the document, the applicant portal shows We're preparing your document and lets the applicant know they'll be told when it's ready to sign.
Once the document is sent, the applicant sees the template's document title and applicant message with a Review and sign button. The document opens in a Dropbox Sign window, where the applicant signs and clicks I Agree to finish.