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- Workbooks Glossary
Please note, our DocuSign Integration is still in a Beta stage. For more information, please contact firstname.lastname@example.org
When setting up a document within the DocuSign plugin there are a number of settings that will need to be configured which control the behaviour of the integration when you generate an envelope. The settings may vary depending on the Record & Integration Type that is selected.
Below is a list of all of the settings and how they are used when setting up a new document.
- Document Name: A unique name of the document configuration. We recommend that this is something that includes the function of the document so it can be easily identified later. If you are using multi-send mode (see below), this name is also shown on an Activity when a document is generated. The record type that you choose below, will be automatically added to the name.
- Record Type: A picklist of all available record types that the integration can be used with.
- Integration Type: Here you will have two options Workbooks PDF and DocuSign Template. Depending on your selection will cause the below fields to appear for their respective Integration Type.
- Workbooks PDF: A selection of all enabled PDF Templates within your database. This is not restricted by the Record Type picklist so you will need to ensure that you are selecting the template for the correct Record Type otherwise the integration will fail.
- PDF File Name Fields: Once you have selected the Record Type you will be able to use Fields from the specified Record to generate a PDF File Name. If left blank this will result in the integration using the default fields:
- For Cases this is the Customer Name
- For People this is the Person’s Name
- For Organisations this is the Organisation Name
- For Transaction Documents including Opportunities this is also the Customer Name
- DocuSign Template: This looks up a list of all available Templates within DocuSign. Templates must be configured in DocuSign to appear here.
- DocuSign Notifications: DocuSign records an event when something happens with your document. This event is then pushed to Workbooks and the record updated with a new status. By default the “Document Signed” option will be checked, however we recommend that all available options are selected for maximum visibility of your document progress in Workbooks. When a document is signed, you will receive a Workbooks Notifications via your configured preferences.
- Store DocuSign Certificate of Completion: Choose whether you want DocuSign to send an additional PDF file when a document is signed, which details an audited timestamp breakdown of all of the actions against that document. This file is stored on the Files tab in Workbooks against the Source record.
Invoice Specific Options
- DocuSign Payments: It is possible for payment to be taken for Invoices through DocuSign itself. Turning this setting On provides recipients with the option to make a payment for the amount specified in the document. More information on this can be found here.
- Payment Gateways: Select the Payment Gateway that you would like to use for any documents send out. Payment Gateways need to be configured within your DocuSign Account in order to appear here. DocuSign allows Payments through Stripe, Authorize.net and Paypal (via Braintree).
Signer/CC Recipient Setup
- Which relationship roles should be used as Signers?: A document can be sent to one or more people at the same time to request a signature. Select the Relationship types that the integration should look for when generating a new envelope.
- Only People Relationships are available in this picklist as the Signer must be a Person related to the Transaction Document.
- If a Person with the selected relationship is not added to your document, then you will not be able to send a document for signature.
- Additionally, if a Person is related to the document by a relationship that is not selected during the configuration then they will not receive the document for signature.
- Allow Contacts as CC Recipients in DocuSign: When this setting is enabled another multiselect will be shown, allowing you to add additional People to the Email as a CC by specifying the Relationship that they will need with the Document.
- NOTE: Carbon Copy recipients cannot sign a document or fill out required fields during the signature workflow. They can only view the progress of the document.
- DocuSign Interactive Send Mode: By default, this is set to On. When sending a document for signature, Interactive Send Mode will allow the user to preview/change what the document will look like to the end user before it is sent out.
- If this setting is turned off, the document will be sent straight away, without allowing the user to preview/change anything first. It is not advised that this setting is ever turned off except for a few specific circumstances.
- Enable DRAFT document sending: By default, this setting is set to Off. DocuSign Documents cannot be sent from a DRAFT Transaction Document (DQTE, DINV, DORD, DSOR and DCON, DCRN).
- It is not recommended to set DRAFT documents externally. If the document is POSTED, the draft reference is no longer searchable.
- If you would like to override this feature and allow your users to send out DRAFT documents (not recommended), then select On in this picklist.
- Enable Multiple Send: By default, this setting is set to Off. Enabling this feature, changes the behaviour of the integration to create Activities for each document that is sent out. The setting allows you to send several documents from the same source record to drive a business process. It will also allow you to send out the same document for signature again, regardless of whether it has previously been signed. Therefore, careful consideration to your business process should be taken before enabling this setting. Please see here for further information on how to build a Report Grid to identify all documents and their corresponding status which have been sent out from the same record.
- This setting is useful in some scenarios such as an Approvals process where you may wish to send an internal document before sending out a copy to the customer.
- Update Related Records: When a document is signed, it can update fields on a related record that are linked to your source record via a Dynamic Linked Item (DLI) field. For instance, you could capture updated contact details in your document and the integration will update them on the relevant Person record in Workbooks. See here for more information.
- Records related via Dynamic Picklist type fields are not supported.