Creating a DocuSign Document with a Workbooks PDF
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 create a DocuSign Template from a Workbooks PDF.
Step 1 - Introduction
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.
Each of the options are described below:
- 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. The record type that you choose below, will be automatically added to the name.
Note: This will be required later on in the installation so be sure to make a note of it.
Record Type: A Picklist of all available record types that the integration can be used with.
- Integration Type: Here you will need to select Workbooks PDF. This will trigger the creation of the following two Fields
- 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 other the integration will not function correctly.
- 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 Notifications: DocuSign records an event when something happens with your document. This event is then pushed to Workbooks and the record updated 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.
Note: You will receive these Notifications in line with your Notification Preferences in Workbooks.
- Store DocuSign Certificate of Completion: Choose whether you want DocuSign to send an additional 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 record.
Invoice Specific Fields
If in the Record Type Field you selected Invoice additional Fields become available for you to further customise the behaviour of the Document.
- DocuSign Payments: It is possible for payment to be taken for Invoices through DocuSign itself. Turning this setting “On” provide recipients with the option to make the payment specified in the Document. More information on this can be found on our Knowledge Base
- Which role should complete Payment in DocuSign?: Select the Relationship that the Person making the Payment will have with the Invoice Record, this may be the Primary Contact or you may have a specific Finance Contact.
- Payment Gateways: Select the Payment Gateway that you would like the recipient to use. 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).
Note: You will require a specific DocuSign Licence in order to use DocuSign Payments. For more information please contact Support@workbooks.com
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. Select the Relationship types that the integration should look for when sending a document. This will only show People Relationships 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 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.
- 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. 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). 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 will allow you to send out a document for signature again, regardless of whether it has already been signed. 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. Please see our forum post on this topic. Other than this, we recommend that this feature is switched off.
- Update Related Records: When a document is signed, it can update fields on a related record that are linked via a Dynamic Linked Item (DLI) field. For instance, you could capture updated contact details for a contact in your document and the integration will update them on the relevant Person record in Workbooks. See our worked through example here.
Step 2 - Configure AutoPlace Mappings
Step 2 allows you to configure specific fields from your selected Workbooks record type to update specific 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.
To set up a new Mapping select the Add New Button, this will prompt the creation of the below dialogue box allowing you to configure the Fields accordingly.
- 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 Tag Label: The name of the Field Label the Signer will see when receiving the Document
- DocuSign Anchor String: This value will need to defined in the PDF template code, and defines where on the document the tag will appear if the tag is found by DocuSign. You may need to contact email@example.com for assistance on how to do this.
- DocuSign Recipient Role: The Person that this Tag will be assigned to on the Document, this might not always be the Primary Contact but any specified Relationship. When the Document is sent for Signature this Field will only be available to the People with that specific Relationship and will be hidden from all other recipients.
- Workbooks Field: Select the field from the Record which you want to initially pull through a value to the DocuSign Document Field specified by the Anchor. This field can then be updated if the below setting is enabled.
- Updated Workbooks Field on Signature: Allow the recipient that the Tag is assigned to to overwrite information in Workbooks with what they enter on the Document.
- 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.
Using the Actions button any of these Settings can be edited or removed before moving on to Step 3.
Step 4 - Complete
The DocuSign Document is ready to be generated and will now need to be added to the appropriate Form Layouts via a Button Process. This is documented fully in Knowledge Base.