DocuSign Integration Overview
DocuSign is a platform widely used to send PDF documents to a recipient and request that the document is electronically signed. Atamis provides our own integration with DocuSign or alternatively you can install the DocuSign App from the Salesforce App Exchange in your organisation. Both integrations in the Atamis Application allows users to send contracts and other documents for eSignature directly from the Atamis system, making the signature process faster and more efficient.
Please be aware that if you opt to utilise the DocuSign App, we are able to provide general guidance, however, as this is a third party provided software external to Atamis it does not fall under our contracted SLAs and there may be a delay in assisting you with this functionality.
Note that both integrations require you to have a DocuSign account and related envelopes for processing eSignatures. If you have opted to have Atamis purchase envelopes on your behalf and require more, please reach out to your CSM.
Atamis DocuSign Integration
The Atamis DocuSign integration allows users to send Contract Documents for signatures using their DocuSign account. When the DocuSign procedure is complete, the system saves a copy of the signed document on the relevant Contract Document record.
A DocuSign Envelope is a bundle of documents sent together for eSignature.
Available features:
- Specify more than one signatory and the order in which the document must be signed
- Record if recipients are part of a signature process or if they should receive copies
- Track the status of the document per signatory
- Customise reminders if document is pending completion
- Record the date/time of completion for each signatory
Setting Up a DocuSign Envelope
On the desired record, create a contract document. Once the contract document has been created you will be taken to the DocuSign Envelope Details tab on the Contract Document record.
- When a Contract Document is created, a buyer signatory and a supplier signatory are automatically created.
- A user must be entered for both the buyer signatory and supplier signatory. Click on the relevant record by selecting the blue hyperlinked reference ID which will take you to the Document Signatory Page to populate the signatory details.
- If you wish to add additional signatories after setup, click New in the Document Signatories related list view to and follow the same steps as you did for the buyer and supplier signatory, selecting the appropriate record type accordingly.
- Search for the name of the user that will be signing the document (depending on whether you are populating the buyer or supplier signatory).
- Enter the text within the PDF file on on which the signatory needs to sign. Ensure that the text entered here is on the file that will be sent across and there is enough space around it on the page to ensure the signature is visible.
- The signing order is set on creation but can be edited for each signatory to adjust the order.
- Signatory action is set at the point of creation. This can be edited for additional document signatory records created if you wish to include parties that are not required to sign but should receive copies at the end of the process.
- The signatory status fields will populate automatically by the system and do not need to be edited.
Add Your Document
To add the document that requires signature, use the files section on the page. You can click upload files or drag and drop into the area. Ensure that the Text Anchor you have indicated on the signatory records is on the file with sufficient space.
Set Reminders
At the bottom of the page is a section called Advanced - Set Reminders which allows for custom reminders to be set up. Email notifications will be sent based on the number of days you enter for every field. This is an optional section.
Each document will allow for a certain number of days for signature after being sent to the recipient before expiring. This expiration period was set when you integration was configured, please reach out to your System Administrator for more information if needed.
Sending a DocuSign Envelope
The following criteria need to be met to allow you to send the document for eSignature.
- The contract document has a status of Approved. This can be set by changing the document status field on the Contract document.
- Both the buyer and the supplier signatory records have been setup as outlined above
Click Send for Signature - DocuSign. A confirmation page will appear outlining the document name you are sending, signatory details, and an area to edit the Subject and Message that will accompany the email sent to the assigned parties. Upon clicking Confirm you will see a confirmation message stating that the document was sent.
You can track the signature status for each signatory within their Document Signatory record page. Once all parties have signed, the fully executed document will be automatically attached in the files area and the status will be updated to Completed.
Resending and Voiding DocuSign Envelopes
If you need to resend an envelope for signature, click into the drop down menu in the right hand corner of the Contract Document record and select Resend Docusign.
- If signatories had previously signed, this will prompt them to sign again and the new date/time will be saved on the document.
To cancel a DocuSign Envelope, click Void on DocuSign. Signatories will receive an email from DocuSign stating that the signing has been cancelled and users will be be prevented from updating or signing the documents in the envelope. The envelope and its documents are retained in the Atamis system.
You cannot resend or void an envelope after it has been signed by all parties.
DocuSign App from the Salesforce App Exchange
When the DocuSign app is installed and configured in your Atamis system, a button labelled Sign with DocuSign will be available to users based on the eSignature configuration. This button allows users to initiate a document signature request from the relevant contract record. The signed document will automatically be returned and attached to the originating contract record once the signature process is complete.
How to Send a PDF Document for Signature
- Locate the Contract Record
- Navigate to the contract record you wish to send a document from in your Atamis system.
- Review the record and ensure the contract details are accurate before proceeding.
- Click the Sign with DocuSign button on the contract record page
- This will initiate the signature request process
- Attach the document(s) you wish to send for signature and click Next once all documents are attached. You can attach one or more PDF documents depending on your needs.
- Set the Recipients and Signing Order
- On the recipients screen, you will be prompted to define the define the recipients of the document. You can adjust the order in which the document(s) will be sent to each recipient. Once you are satisfied, click Next.
- Add Signature Placeholders and Finalize
- On the final screen, you can preview the document(s) before sending. Use this screen to drag and drop signature placeholders for the recipients. Ensure all required signatures are appropriately placed.
- Once you have reviewed and are comfortable with the document, click Send to initiate the signature request.
Once the recipients have signed, the fully executed document will be automatically returned and attached to the contract record in Atamis.
The status of the eSignature request can be seen in the DocuSign Component. The location of this will vary depending on the configuration of your system and will be agreed upon at the time of setup.
Common Troubleshooting Steps
- Missing Sign with DocuSign Button: If the button is not visible, ensure that you are in the correct contract record. Reach out to your system administrator for clarity on the configuration of the feature to ensure you should have this button visible based on your permissions.
- Document Not Attached: If the signed document does not automatically attach to the contract record, check the status of the signature request within DocuSign and verify the integration settings.
- Errors During Sending: Ensure that all required fields, including recipient details and signatures, are correctly filled out.
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