Auto-send Docusign offer letters when an Ashby offer is created

Build an agent workflow that sends a Docusign offer letter to a candidate the moment an offer is created in Ashby, with no copy paste in between.

Trigger: poll Ashby for the offer_created event.

When a new offer fires, the agent should:

1. Call Ashby Get Offer Info to pull the offer's comp (base salary, bonus if present), equity, title, and start date, plus the application id and candidate id.

2. Call Ashby Get Application Info using the application id to resolve the job (title, level, department, location/country if available) and the hiring manager's name.

3. Call Ashby Get Candidate Info using the candidate id to pull the candidate's legal name and primary email.

4. Call Docusign List Templates and reason over the template names to pick the offer letter template that best matches the role. The match should consider signals in the template name like job level (e.g. IC4, Senior, Staff), department, country/entity, and full-time vs. contract. If two or more templates are plausible matches, do NOT send. Skip to the clarification step.

5. Call Docusign Create Envelope from the chosen template. Set the candidate as the recipient on the candidate role defined by the template, and prefill the standard tabs the agent commonly sees on offer letters: Candidate Name, Title, Base Salary (or Total Cash), Equity, Start Date, Hiring Manager. Send the envelope (do not leave it as a draft).

6. Call Slack Send a Message to the recruiting channel (the user will configure which channel) with: candidate name, role and level, comp summary (base + equity, plus bonus/sign-on if present), start date, hiring manager, and a link to the Docusign envelope so the team can watch for signing.

Guardrails. Before sending, the agent must validate that all of these are populated and look sane: candidate legal name, candidate email, title, base salary, start date, and hiring manager. If any required field is missing, OR if the agent is not confident about the template match, do NOT call Create Envelope. Instead, call Slack Send a Message in the recruiting channel tagging the recruiter on the offer with a short note explaining exactly what is missing or ambiguous (e.g. "Two templates matched: 'US Senior IC Offer' and 'US Staff IC Offer'. Which should I use?"). The agent should never send a partially filled offer letter.

Inputs the user should be asked for during setup: the Slack channel id for offer recaps and clarification questions, and a short description of how their Docusign offer letter templates are named so the agent has a reliable matching rubric (for example: 'templates start with country, then level, then employment type').

Additional information

What does this prompt do?

Watches Ashby for new offers and pulls the candidate's name, role, comp, equity, start date, and hiring manager.
Picks the right offer letter template in Docusign by matching on the role's level, location, or department.
Sends the offer letter with all fields prefilled, so nobody is copy pasting numbers into a legal document.
Posts a clean summary in your recruiting Slack channel with the candidate, role, comp highlights, and a link to the envelope.
If a required field is missing or the right template is not obvious, pings the recruiter in Slack instead of sending.

What do I need to use this?

An Ashby account where offers are created with comp, title, start date, and equity filled in.
A Docusign account with your offer letter templates already set up.
A Slack workspace and the channel you want offer recaps and clarification questions to post in.

How can I customize it?

Tell the agent how your templates are named so it can match the right one (for example, by level, by country, or by entity).
Change which Slack channel gets the recap, or split into two channels for sends versus questions.
Decide which fields are mandatory before the agent is allowed to send, versus which it can leave blank for the recruiter.

Frequently asked questions

What happens if comp or start date is missing on the offer?

The agent does not send the letter. It posts a message in your recruiting Slack channel asking the recruiter to fill in the missing fields, and stops there.

How does it know which Docusign template to use?

It reads your list of templates and matches on signals in the template name, like the role's level, department, or country. If more than one template could fit, it asks in Slack instead of guessing.

Can I keep a recruiter or hiring manager in the loop on every send?

Yes. The Slack recap that runs after each send includes the candidate, role, comp summary, and a direct link to the Docusign envelope so anyone in the channel can follow along.

Will this overwrite offers we manually send through Docusign?

No. It only acts on offers that are newly created in Ashby. Anything you send by hand in Docusign is untouched.

Does it sign or approve anything for me?

No. The agent only prepares and sends the offer letter to the candidate. Internal approvals in Ashby and the candidate's signature in Docusign happen the way they do today.