DocuSign is an electronic signature (eSignature) solution that integrates with Agiloft and can be used for a variety of document or contract management needs.

Through the DocuSign API, Agiloft can create DocuSign envelopes and send out documents, which are then signed and returned.

Terminology

You'll see the following terms in the articles about DocuSign:

• DocuSign Envelope: A container used to send one or more documents for signature using the DocuSign system. Envelopes can contain multiple documents and can be sent to several recipients. The documents can have multiple pages. For more information, see the DocuSign website. In Agiloft, there is a DocuSign Envelopes table which contains the records of your DocuSign envelopes.
• DocuSign Recipients: People who receive a DocuSign Envelope, usually to sign the documents within them. They are specific to the DocuSign envelope and each recipient is assigned a specific DocuSign Role (these roles comes from DocuSign, and are distinct from DocuSign Signing Roles). For more information about recipient roles, see here. In Agiloft you can select any of the following roles, which are listed with the role and status they correspond to in DocuSign:
  • Signer: Needs to Sign
  • CC: Receives a Copy
  • Editor: Allow to Edit
  • Certified Delivery: Needs to View
  • Agent: Specify Recipients
• DocuSign Signing Roles: Users in  Agiloft that define who the signer is, such as an employee or a customer. They are system-wide definitions and not specific to any envelope. The DocuSign Signing Roles table enables you to manage and create roles in Agiloft. Note that these roles are used in  Agiloft.

• DocuSign Users: Users in the Agiloft KB who are authorized to create and send DocuSign envelopes. A record in the DocuSign User table must be linked to an  Agiloft user record in the People table or one of its subtables.

• DocuSign Tags: Formulas or variables placed within documents that tell the DocuSign API where signatures, signed dates, initials, and other DocuSign fields must go, as well as which signer each field belongs to. They are usually formatted in white font so that the tag text is not visible in the document. For more information, see here.

Setup

To integrate with DocuSign, follow the instructions in DocuSign Setup.

Workflow

After setting up the DocuSign integration, you can create and send out DocuSign Envelopes that have their progress monitored by the system. When all signatures are received, the system automatically updates related records and generates a new document. An example workflow is detailed in the steps below:

1. A contract user who is an authorized DocuSign user fills in the appropriate signer fields in the record. Then, the user either creates an attached document using the document template containing the DocuSign tags, or attaches a document that has already been created.
2. The user clicks Create DocuSign Envelope to convert the information into DocuSign Envelope and DocuSign Recipient records that correspond to the signers.
3. The user previews the envelope and then sends it out. DocuSign sends an email with a signing link to the first signer(s). As each signer signs the document, DocuSign emails the next signers on the list until everyone has signed the document, at which point the envelope is marked as completed and the signed document is sent back to  Agiloft in PDF format.
4. When  Agiloft receives the completed document, the system marks the DocuSign Envelope record as completed, generates a new Attachment record for the signed PDF document, and changes the Status of the contract to Signed. If the Contract Start Date has passed, the Status of the contract is instead set to Active.