An owner or admin on the Business plan connects your Oracle HCM Cloud pod in Settings, under Integrations, with the address of your pod and the user name and password of an integration user you create for SignWren. After that, a template can be filled from a worker’s record, and when everyone has signed, the signed PDF is filed on that person as a document record.

SignWren connects to your own Oracle HCM Cloud pod through Oracle’s published REST API. It isn’t an Oracle product, and Oracle doesn’t review or endorse it.

What do we set up in Oracle HCM Cloud first?

Three things, done by someone who administers security in your pod:

  1. An integration user. A user just for SignWren, so its access can be limited and its password changed without touching anyone’s own account. SignWren signs in as this user with basic authentication over HTTPS, the first sign-in method in Oracle’s Quick Start.
  2. Roles for that user. It needs to read workers and to create document records. Oracle’s security reference puts the “Use REST Service - Workers Read Only” privilege in duty roles such as “Use REST Service - Worker Details Read Only” and “Use REST Service - Worker Employment Read Only”, and the “Use REST Service - Document Records” privilege in the Human Capital Management Integration Specialist job role. Oracle also says a job role used for REST has to be part of a data role, which decides whose records the user can see. Your security administrator decides the exact setup.
  3. A document type for signed copies. Create one (for example, Signed Offer Letter) or pick an existing one. Note its name exactly as it appears in Oracle HCM Cloud.

How do we connect it in SignWren?

  1. Go to Settings, then Integrations, and choose Connect next to Oracle HCM Cloud.
  2. Enter your pod’s address, such as https://yourpod.fa.us2.oraclecloud.com. Your Oracle administrator has it from Oracle’s welcome email. It must start with https://.
  3. Enter the integration user’s name and password. SignWren checks them by reading one worker and one document record, then stores the password encrypted.
  4. On the connection’s settings, enter the document type name from step 3 above. You can also give an attachment category for the PDF; leave it empty to use Oracle’s default.

Until the document type is set, signed copies can’t be filed, and the envelope page says so.

Which merge fields can a template use?

When an envelope is linked to a worker by their person number, these names fill from the worker’s record:

  • worker.person_number, worker.first_name, worker.last_name, worker.full_name
  • worker.email (the primary email address)
  • worker.business_title, worker.job, worker.department, worker.location, worker.business_unit, worker.assignment_number (from the primary assignment)
  • worker.legal_employer, worker.start_date (from the primary work relationship)

A field the worker’s record doesn’t have stays empty, so check the draft before sending. Pending workers work too, as long as the integration user can see them.

What lands in Oracle HCM Cloud when a document is signed?

One document record on the person, with your document type. Its name is the envelope’s title, its issued date is the day signing finished, and its comments say it was signed with SignWren and give the envelope’s reference. The signed PDF, with its certificate of completion, is attached to it.

If SignWren has to try again (say Oracle didn’t answer in time), it first looks for the record it already made, so the same envelope never files two records.

What if filing fails?

SignWren retries for up to three days. If Oracle refuses the request, for example because the document type name doesn’t match or the integration user lacks a role, the envelope page shows “Couldn’t save to Oracle HCM Cloud” with the reason, and the sender gets one email. Fix the cause in Oracle or in the connection settings; the signed PDF stays in SignWren either way.