Creating a Document with a DocuSign Template
Please note, our DocuSign Integration is still in a Beta stage. For more information, please contact firstname.lastname@example.org
This Knowledge Base Article will cover in detail how to setup your first DocuSign Template. The DocuSign integration allows you to use either Workbooks PDFs or DocuSign Templates. If you are unsure of which Integration type to use we have documented the features of each method here.
This example will run through how to setup a new document using a DocuSign Template from a DocuSign Template.
Creating a Template in DocuSign
Before configuring a document in Workbooks you will need to create a blank Template within DocuSign. Login to your DocuSign Account to do so.
Once logged in, select the Templates option from the toolbar at the top of the page.
Any existing Templates will be shown, as well as giving you the option to create new ones. Select the New button at the top of the toolbar on the left side of the screen.
In the new template, set the following fields:
- Template Name: This is the name that will appear in Workbooks when setting up a new document
- Template Description: Provide a brief description so it's clear how this template is being used.
Finally, provide an upload of your chosen design to be used in the Template. Documents can be uploaded from your computer or uploaded from a number of file sharing sites.
Once you have set up the basics of the Template, you will need to define the Recipients for this Envelope. In this example, we will add one Signer, where the Template Role is a Primary Contact. Multiple signers and CC recipients can be added as required. More information on Template Roles in DocuSign can be found here. You will need the Template Roles again later, so it is worth leaving this window open in another tab.
Once you have configured the basic Template Settings, be sure to save the Template by clicking Actions > Save and Close, otherwise it will not be available within Workbooks in the following steps.
Note: It is important to ensure that no DocuSign tabs are added at this point. There are some additional steps required in Workbooks prior to doing this.
Set up the Template in Workbooks
Return to Workbooks to configure the synchronisation between the fields in Workbooks and DocuSign. The DocuSign menu can be accessed from Start > Configuration > Email & Integration then select New Document.
Plugin - Step 1 - Introduction
You will need to work through the Settings configuring them to your DocuSign Template as required.
See our Settings page here for information on how to configure this screen. There are a couple of important settings that must be configured as detailed below for the integration to work with a DocuSign Template:
- Ensure you select DocuSign Template in the Integration Type picklist
- Ensure you select the DocuSign Template created in Stage 1 of this guide
- Ensure that you configure "Which relationship roles should be used as Signers" and "CC Recipients" as per the Template Roles configured in DocuSign e.g. if you created a Template Role of Primary Contact in DocuSign and set this role as the Signer, ensure you select Primary Contact in the "Which relationship roles should be used as Signers" in the plugin. The options available are driven by ("Document People Roles" and "Opportunity Contact Roles") in Workbooks which might need amending to support your DocuSign preferences.
The DocuSign Menu can be accessed from Start > Configuration > Email & Integration. When opening the DocuSign Menu for the first time you will be presented with the following screen that will allow you to start customising the document setup and integration.
A description of each of these settings can be found on this page.
Plugin - Step 2 - Configure AutoPlace Mappings
This step allows you to configure fields from your selected Workbooks record type to populate fields on the DocuSign document. The integration has the capability to default the field values on the DocuSign document to the value held within Workbooks. When the document is signed, the updated information can be reflected back in Workbooks:
To set up a new Mapping select the Add New Button. In the dialogue box, populate the following information to create a new field mapping
- Docusign Tag Type: The DocuSign Field data type that will be updated from DocuSign (Text, number, checkbox etc.). The Tag Type can affect how data is displayed on the Document, more information can be Found on DocuSign’s Support Site.
- DocuSign Anchor String: This defines where on the document the tag will appear if the tag is found by DocuSign in your template. See here for DocuSign's help page on Anchors. This is optional and can be left blank.
- DocuSign Recipient Role: Although shown, this picklist can be left blank. The field is assigned in DocuSign in the following steps.
- Workbooks Field: Select the field which will be used to initially pull through a value to the DocuSign Field. This field can then be updated if the field is made editable in the below setting. Otherwise, ensure you select Read Only below.
- Additional Options: These options apply to the field when the recipient receives the document. Fields can be made: Editable, Read Only, Required, Hidden or Optional.
Once you have added a mapping, it can be edited or deleted using the Actions button beside each row. 5 mappings are shown per page. A search feature is provided if you have several mappings - you can search by DocuSign tag name, DocuSign field type or Workbooks field name. Mappings are not stored until you click Continue.
Plugin - Step 3 - Related Record Mappings
If you turned on the Update Related Records setting in Step 1, then a 2nd Mappings screen is shown. This screen allows you to configure mappings for fields that are on records related to the source record via a DLI field. For example, you may have a Contact DLI which relates a Person to your source document - this screen can be used to
The process for adding mappings is the same as Step 3. However, there are two slightly different options:
- Workbooks DLI Field: This is a list of all DLIs on the selected record type set in Step 1
- Workbooks Field: A DLI is driven from a report based on a record type. Once you select a DLI, this list will be populated with the fields from that record type.
- For example, if you have a Contact DLI, the report will be based on People and thus the fields shown here will be for People records.
- This feature only allows you to drill through to one record. You cannot subsequently drill through to another record related to the first.
Again mappings can be edited or deleted using the Actions menu. They can also be searched. Changes will not be applied until you click Continue.
Plugin - Step 4 - Complete
The DocuSign document is ready to be generated. However, you will now need to add a Process Button to the appropriate Form Layouts so you can send the document out. This is documented fully on this page: Knowledge Base
Once you have completed the configuration screen, it can take up to 1 hour for the mappings to synchronise to DocuSign. Field mappings are synced to DocuSign using the DocuSign Maintain Fields Scheduled Process. If you have created a lot of mappings, it may take a while to create everything - a maximum of 100 fields per hour are created to avoid DocuSign API Limits.
Configuring DocuSign Fields
Log back in to your DocuSign account and select the Template that you configured ealier, then click Edit.
In Edit mode, you can make any final amendments to the Template. However, if the Template Roles change at this point, you will need to repeat Step 2. When you are happy with your Template, click Next Button to generate the Template and add the DocuSign Fields.
From this page you are able to add Standard DocuSign Fields to the Template by dragging and dropping them into the relevant location on your Template. You can assign a field to a Template Role using the picklist at the top of the left hand column:
Once your Workbooks Fields have synced you will be able to access all of the Custom Field mappings you created earlier DocuSign Custom Field Menu. Each field is prefixed with the Record Type and then has the Field Label so you can easily identify which fields to include in your document. For fields that are linked to related records, they will have "DLI" in the field label, and also the corresponding Workbooks DLI name so you can easily identify fields. These fields can also be dragged and dropped onto your template. If you specified an Anchor String when you created the mapping, then DocuSign will attempt to place the field at all occurrences of that anchor.
Custom Fields are automatically mapped back to the corresponding Workbooks field when the document is signed. You should not create any new Custom Fields directly in DocuSign as these will not map back to Workbooks.
Note: Do not change the field labels in DocuSign otherwise the field will not sync back to Workbooks when a document is signed.
Note: Fields may not be immediately available as the Process runs once an hour and is limited to created 100 Fields each hour, we do not recommend that the frequency is changed or the process is forced to run due to a DocuSign imposed API Limit.
Once you have configured the Fields the Record can be saved and is ready to send. Due to the limitation in Field creation we recommend that you set up all of your DocuSign Templates at the same time in Workbooks so that they can be queued overnight and available the following day across all required Records.