Configure a library with DocuSign

Docusign offers an electronic signatures system for digital files.
The Docusign connector allows you to use DocuSign electronic signature features directly from an AODocs workflow.

Important: The DocuSign connector can only be configured in a Document Management library.

As a library administrator, to enable the electronic signature on your library, you need to configure several features:

 Configure your document class
 Configure your custom scripts
    Request a signature
    Reset the signature properties
 Configure your workflow
    Apply custom scripts
    Configure workflow transitions 



Configure your document class 

1. Open the library administration interface and select Document classes under Library configuration.

2. Select (or create) the document class for which you want to enable the electronic signature.

3. Under the Parameters tab, create and configure four technical properties as follows:

Property name Field type Comment

Link to DocuSign envelope

URL This is the URL on the DocuSign platform of the document to be signed

Envelope ID

String DocuSign ID of the envelope (i.e. the document to be signed)

Sign status

String Feedback for the end-user about the envelope's status in the signing process

Status reason

String Description of the reason the document is in its current status

 Important: These properties must be named exactly as specified. The property names are case sensitive.

Tip: These properties should be manually updated. We recommend to set the properties:
- Link to DocuSign envelope and Envelope ID as Hidden
- Sign status and Status reason as Read-only

4. For each signee of your document, create and configure these properties (up to two signees, if more are needed, a script customization is needed, contact your account manager):

Property name Field type Comment

Signee’s name 1

String

The property name for each signee can be customized according to your library.

Signee’s email 1

String

 

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Configure your custom scripts

The DocuSign integration relies on two custom scripts to:

Request a signature

This custom script gathers the document's signature properties and passes them to the DocuSign microservice. The document to be signed by the defined recipients is then sent to the DocuSign platform.

1. In the administration interface, select Custom scripts under Library configuration.

2. Create a Workflow Transition Action custom script and name it Request signature.

3. Configure the custom script as described in the template DocuSign integration - Custom script - Request Signature.

Reset the signature properties

This custom script resets the document's signature metadata, to handle smoothly use cases where the document workflow is reset by an administrator.

1. Create another Workflow Transition Action custom script and name it Reset signature properties.

2. Configure the custom script as described in the template DocuSign integration - Custom script - Reset Signature properties.

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Configure your workflow

The Docusign integration works on the workflow of the document class where you have configured the necessary properties.

To integrate the DocuSign signature within your AODocs workflow, you need to configure and customize the workflow states where you want to trigger a signature request by:

Note: There are no specific requirements for the rest of the workflow configuration.
 

Apply custom scripts

1. In the administration interface, select Workflows under Library configuration.

2. Select the workflow where you want to enable the electronic signature (from the class where you have configured the necessary properties).

3. In the workflow configuration, on the workflow state where you want the signature to take place (where Docusign takes over the signature process), press Customize.

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4. In the pop-up, select Add new action to call the custom script Reset signature properties.

5. In the configuration of this new action, enter the following settings:

Action name

Enter the name:
Reset signature properties

Event

In the drop-down list, choose the option:
action run when the document enters this state

Script name

In the drop-down list, choose the custom script:
Reset signature properties


6. In the parameter table, leave the default parameters.

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7. Select Add new action to call the custom script Request signature.

8. In the configuration of this new action, enter the following settings:

Action name

Enter the name:
Request signature

Event

In the drop-down list, choose the option:
action run when the document enters this state

Script name

In the drop-down list, choose the custom script:
Request signature


9. In the parameter table, change the values of the default parameters:

  • For these parameters, specify in the Value column the property name you chose for your signees when configuring your document classes:
    • recipient_name_field_name
    • recipient_email_field_name
    • sec_recipient_name_field_name
    • sec_recipient_email_field_name 
  • For the parameters environment and version, leave the Value column empty

Name

Value
environment  

version

 
recipient_name_field_name Property name in which the name of the first signee is defined

recipient_email_field_name

Property name in which the email of the first signee is defined
sec_recipient_name_field_name Property name in which the name of the second signee is defined

sec_recipient_email_field_name

Property name in which the email of the second signee is defined

Note:
- If you don’t need a second signee, you can leave the values of these parameters blank: 
sec_recipient_name_field_name and sec_recipient_email_field_name
- If you need more than two signees, you need to adapt the custom script, contact your account manager.

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Configure workflow transitions

1. To initiate the request for an electronic signature, create a transition to the workflow state where the DocuSign custom scripts are applied.

Note: Depending on your business case, you can have multiple transitions pointing to the workflow state waiting for the electronic signatures. These transitions can be automatic or manual.

2. To monitor the status of the electronic signature requested, you can configure several automatic transitions originating from the workflow state waiting for the electronic signature.

Once the electronic signature has been requested, the document stays in the same workflow state and the technical property Sign status is auto-populated by the DocuSign connector. The property can take these values:

  • completed: all signees have successfully signed the document
  • voided: the originator of the signature request voided the document in the DocuSign user interface
  • declined: one or more of the signees refused to sign the document
  • error: an error occurred during the signing process

Based on the values of the Sign status property, you can configure automatic transitions to move the document to the appropriate workflow state or notify users about the status of the signature.

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