DocuSign and Workday: A Powerful Integration for HR

In recent years, Workday has become an indispensable tool for HR teams around the world seeking to operate more efficiently. But are these teams getting everything they can out of their Workday investment? As the DocuSign 2021 HR trends report shows, 91% of HR teams aren’t fully capitalizing on their current technology. The biggest obstacle preventing them from doing so: lack of integration with their other systems and tools.

That’s where the DocuSign and Workday electronic signature integration can make a huge difference. By seamlessly bringing DocuSign features and functionality into your Workday environment, it helps eliminate manual, paper-based processes for any document that needs to be read and signed. Your HR team can work smarter and faster than ever before. And with most HR departments completing 100-500 agreements per month, the potential time savings are enormous.

DocuSign and Workday: a new level of simplicity and efficiency

Built and managed by Workday as part of its powerful Business Process Framework, the DocuSign and Workday integration is capable of streamlining 400+ business processes including HCM, student, payroll and financial management. The DocuSign integration makes HR workflows seamless, enabling you to accomplish all tasks right within the Workday app. With no mailing, faxing or manual filing required, HR teams are reducing agreement turnaround times by up to 80% using the integration.

One of the most significant benefits HR staff realizes right away with the DocuSign and Workday integration is how it enables Workday to act as a central repository for all candidate and employee data. You can pre-populate any HR documents and quickly send, receive and track them from a single application. All of this goes a long way to reducing agreement turnaround times and increasing the efficiency of your HR team.

The DocuSign and Workday integration takes these efficiencies even further by automating the signature part of the process to make agreement turnaround times faster than you’ve ever imagined. Let’s take a look at how it speeds things up for a process that every HR professional would truly appreciate making more efficient—the offer letter process.

First, you open up Workday and create an offer letter for your candidate. You quickly check the auto-populated information (job title, start date, salary, etc.) and then sign in seconds using the integrated DocuSign electronic signature functionality. With one click, you send the letter to the candidate. Seconds later, the candidate logs into Workday on any device, views the offer letter and signs on the spot. The entire process is trackable at every step, and the completed offer letter is automatically routed back to the candidate’s Workday profile. For each document, DocuSign eSignature automatically generates and stores a complete, time-stamped history of every send, view, print, sign or decline action. 

Similar streamlined and automated processes can be applied for every agreement your employees have to sign—from onboarding documents to annual HR processes to offboarding. Some of the most common HR documents that DocuSign and Workday integrations help facilitate include:

• Offer letters
• Non-disclosure agreements (NDAs)
• Benefits enrollment
• Contractor agreements
• Termination certificates
• State Tax Withholding forms
• Direct Deposit/Payroll agreements
• Compensation plans
• Employee Handbook acknowledgement forms
• Drug test consent agreements
• Confidentiality and security agreements

The exponential power of integration with Workday

Integrating two highly effective technologies enables you to unlock the full potential of both. Simply put, the DocuSign and Workday integration makes your entire Workday experience much more powerful than it already is—shaving time off routine tasks, expediting forms completion, minimizing errors, and enabling signature from anywhere at any time. You’ll be able to:

Improve efficiency. Not only does the integration eliminate the need to print, sign, scan, fax, mail and file paper documents, it also eliminates the need to manually enter existing candidate and employee data into contracts and agreements.

Enhance security and compliance. When you use the DocuSign and Workday integration, all signed forms receive a tamper-proof virtual seal and get securely stored in Workday, where you can quickly and easily view signature history and a complete audit trail. 

Send employee agreements in bulk. With the DocuSign bulk send feature integrated into Workday, you can send agreements to multiple candidates or employees with one click. This is especially useful for seasonal hiring, company policy updates and annual signings such as benefit re-ups.

Improve the candidate and employee experience. Keep your prospective employees and internal teams happy and focused by enabling them to sign and send agreements in seconds for wherever they are and get on with their business.

See ROI quickly. Our pre-built integration is easy to deploy, and you’ll see an immediate return on your investment through reduced paper-related costs and faster turnaround times. DocuSign customers report an average savings of $36 per document.

Digital transformation all along the employee journey

With the automation of so many manual processes, HR departments can finally achieve the kind of truly transformational experience they often envision when investing in new technologies. Before digitizing their HR agreements, Salesforce hired candidates the traditional, paper-based way. It was a slow, messy process that strained HR staff and frustrated candidates.

According to Summer Ford, senior director of recruitment operations at Salesforce, the old process required an executive to be physically in the office to sign contracts on pen and paper, and for candidates to return signed agreements via mail or fax (if they could even find a fax machine!). 

Needless to say, the new digitized process is both far more efficient and friendlier. 

The HR team at healthcare staffing firm ScribeAmerica has achieved a similar transformation using the DocuSign and Workday integration. 

As the company rapidly grew from 1,200 employees in 2012 to more than 21,000 today, VP of IT Daniel Tehrani realized that in order to handle this huge staff influx they needed to make their HR operations much more efficient. In particular, their manual, paper-based hiring and onboarding processes were simply too slow and mistake-prone to accommodate the 1,500 new employees they needed to process every month.

Not only did the DocuSign and Workday integration enable ScribeAmerica to quickly and successfully streamline its hiring and onboarding processes, but Tehrani and his team are so pleased with the results they’re looking for ways to integrate DocuSign with their other backend systems. “It’s exciting to see all the different things we can do outside the integration we’re currently using,” Tehrani says. “As we continue to grow, we’re assessing where can we fit this into our existing processes, and how it can help us to be more efficient.” 

DocuSign and Workday brings automation to HR

DocuSign integrations work with today’s most dynamic and widely-used office technologies. Our integration with Microsoft and Salesforce have helped thousands of sales and legal professionals work smarter and faster. Now, HR teams can enjoy these same benefits.

As Laura Clontz, Senior Manager, Business Systems at Procore Technologies puts it, “For a hypergrowth company, achieving automation quickly in all of our processes is a top priority. Implementing the DocuSign and Workday integration was our quick win in getting automation in place within HR.”

Today’s HR teams are under ever-growing pressure to quickly fill job vacancies, close skill gaps and deliver positive experiences to employees. The DocuSign and Workday integration can help you meet these challenges head-on, while getting the most out of your Workday investment.  

To learn more, visit DocuSign eSignature solutions for Workday.