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Configuring Form Layouts for DocuSign
Please note, our DocuSign Integration is still in a Beta stage. For more information please contact email@example.com
Once you have completed the Plugin Installation and have setup your first DocuSign Template in Workbooks the DocuSign integration will create the required Custom Fields on this record. These can then be configured on a Form Layout as outlined below, to show you all of the required information for that Document. Additionally, once you have completed the configuration of a DocuSign Template the plugin will provide you with the Parameters required in order to set up a Button Process that will be used to generate an envelope.
This page will guide you through how to setup and configure the Custom Fields and the DocuSign Button Process.
Configuring the Custom Fields
Once a document has been configured, you will be able to access the Custom Fields for each record type from Start > Configuration > Customisation > Record Types, select the appropriate record and then go to the Fields tab. All of the Field Labels will start with the DocuSign so you can apply a filter to find the Fields that were created during installation. All of these Fields are created in the background and are hidden by default, as to not affect your existing Form Layouts.
A complete list of all of the Fields created by the Integration and their purpose for each Record can be found on our Knowledge Base.
Navigate to the Form Layout tab and choose which of the Form Layouts you would like to apply these Fields to. You find that you want to create a new Section on the Form Layout called DocuSign so that they can be easily found on the Form.
We’d recommend that you consider changing some fields to Read Only, this will prevent Users from accidentally overwriting any of the data that is pulled in from DocuSign. We’d advise the following fields are made read-only:
- DocuSign Status
- DocuSign Last Action
- DocuSign Signed Document
Note: If you are going to change these Fields to read only, be sure that this on the Form Layout and not on the Field itself. If these Fields are made read only the integration will be unable to update them, causing a failure.
You may choose to leave the DocuSign Envelope ID and Envelope URL fields hidden. These fields are only used to ensure the integration functions correctly and the user does not need visibility of these. If you decide to show these, make them read-only - if a user changes these values, the integration may behave unexpectedly.
Our recommended layout is shown below:
Once you have configured your Form Layout, ensure that both the DocuSign tab and Files tab are enabled. The DocuSign tab is required in order to generate the Envelope in Workbooks before it is sent out to your specified recipient. The Files tab is not required, but recommended as any additional Files created by the DocuSign integration after the signed document, such as the Certificate of Completion or additional supporting documentation, will be added to the Files tab automatically. For example, if you request a copy of personal ID during the signature workflow - this file will be available for viewing on the Files tab once the document is signed.
Once configured you will be able to see all necessary DocuSign information on the required Forms.
Regardless of the integration type that you have chosen, you will need to manually configure a Button Process for each document that you set up in order to generate a DocuSign Envelope for the record and request a signature.
On the final page of the configuration, once the setup is complete, you will see a summary of the document that you have configured including the document name you set, plus some additional parameters that you need to set on your Process Button.
Note: We would recommend not closing this screen as you will need to refer back to this information when setting up the Button Process.
This Process will need to be placed separately on each Form Layout that requires it. For example, if you have two Form Layouts, you will need to follow the below process twice, once for each Form Layout.
From Start > Configuration > Customisation > Record Types select the appropriate Record type and select the Form Layouts tab.
Once you have opened the required Form Layout select the Automation tab:
On this tab you will see any existing automation that is already configured for this Form Layout. Click New Process Button, which will show a new dialogue box and allow you to configure the new Process.
- Button Text: This is what users will see when selecting the Button Process
- Script Location: Select Script Library in order to use the correct version of the script
- Script: This should always be set to DocuSign Integration
- Enable: Check this in order for the Button Process to appear on your form layout
- Run as: Set this to the Current User so that you can see who sent the document in Audit. However, this User will also require access to the API Data so you will need to ensure that your Permissions are set up accordingly.
- Position: Where the Process appears in the list of available Button Processes when the user clicks Run Process from the record
- Show Confirmation Message: Will inform you when the Process has successfully ran. We’d recommend ticking this box so the user is notified of next steps after they have pressed the button
Once the Process has been named and configured press the Save button. This will show two new tabs, Parameters and Logs. On the Parameter tab, amend the document_name and mode parameters as per the plugin success screen.
Note: Without these Parameters set the DocuSign Process will fail!
Once these have both been updated you can save and close the Button Process and the Form Layout. You can now access the Button Process from any document’s Main tab that is using the specified Form Layout.