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Create Print Templates with DocuSign Tags

Setting up Word-based print templates in  Agiloft with the appropriate DocuSign tags is a key part of the integration, as this enables  Agiloft to transfer signer information and required signature placement to the DocuSign API. By automating document creation with print templates, the user who generates the contract document and the DocuSign envelope does not have to manually place signature tags and related information for each signer in the DocuSign interface.

DocuSign Tags in Agiloft print templates use the following syntax:

$docusign:TagType:FieldName:RoleName

The FieldName portion of the tag is optional and usually left out, except in cases where there are multiple tags using the same tag type and the same signer.

DocuSign Tag Types

For each DocuSign tag, you need to specify the tag type to determine how the field behaves. Some fields automatically populate with the signer's information, while others require the signer to enter information or make a choice.

The following tag types can be used in a DocuSign tag:

  • Approve
  • Checkbox
  • Company
  • DateSigned
  • Decline
  • FullName
  • InitialHere
  • SignHere
  • Text
  • Title

For more information about these fields, see the DocuSign documentation here.

Using Tag Types

In most cases, simply combine a tag type with the appropriate role name to create a DocuSign tag. For example:

  • A DocuSign tag to indicate the signature for a signer whose role name is "InternalSigner" would appear as $docusign:SignHere::InternalSigner.
  • Add a DocuSign "Decline" button with the syntax $docusign:Decline::Signer1.

Other commonly used tag types include DateSigned and InitialHere. A signature block that includes the DocuSign tags for the signer's signature, initials, and the date signed, as well as the  Agiloft variables for the signer's full name and title, might look like this:

Signature: $docusign:SignHere::InternalSigner
Name: $internal_signer_fullname
Title: $internal_signer_title
Date: $docusign:DateSigned::InternalSigner

Any DocuSign tags can be formatted with white text so that the tag text does not appear in the final document. In the Standard System KB, the example Hosted Service Level Agreement print template contains three sets of DocuSign Tags on the last page of the document.

Remember that if the signer fields are native to the Contract table, and are pulled into the print template directly, you must have all of them filled out before creating and attaching a document from the print template. In the example above, you would need to have the fields that correspond to the variables $internal_signer_fullname and $internal_signer_title filled in on the contract record before creating the document from the print template. In the standard  Agiloft template KBs, these are the Internal Signer and Internal Signer Title fields under the Signature tab of the Contract record. If these fields are not filled in before the contract document is created from the print template, the information will not show up in the resulting document. Similarly, the email address fields for the signers must be filled in before the DocuSign envelope is created, or the DocuSign Recipient records will not have the appropriate email addresses for the signers. 

Using Field Names

When there are multiple tags containing the same tag type and signer, they can cause overlapping signatures and other problems on the final document. For example, a signature field that appears multiple times in a document will create overlapping if their syntax is identical. To distinguish between tags in this situation, use the FieldName part of the tag syntax to give each tag a unique value.

To prevent the problem of duplicated tags, use different field names for each tag that will be used in the template.

Example
$docusign:SignHere:unique1:Customer1
$docusign:SignHere:unique2:Customer1