DocuSign

DocuSign is one of the leading digital signature platforms globally and we’re excited to announce that you can now send your Formstack Documents documents directly to DocuSign to collect signatures!  Like our other e-signature integrations, you can send documents out to multiple signers, CC other parties, plus collect any additional information from the signers. All of this is seamless with Formstack Documents and DocuSign combined.

To demonstrate how this integration works, we’re going to show you how to create dynamic contracts (we’ll show/hide certain sections based on conditions for each contract) from Salesforce, then we’ll send that contract over to DocuSign for signature.

To get started, let’s setup our contract template in Formstack Documents.  This template is where we’ll define the merge fields that we’ll be populating with data from Salesforce.  For this example, we’re going to setup our template using Word and then we’ll upload the file to Formstack Documents when we are finished.

In our document (template) we define our merge fields with text tags (just type them into the Word document) like {$CustomerName} or {$Billing_Address}.  Here’s what our contract looks like:
 


Now, let’s take a look at how we can make this contract more dynamic and only show certain sections depending on the state where the customer is located.  For this we’re going to use some simple “if” statements that will determine the state.  For example:

{if $CustomerState == ‘CA’}
    Under California Law, we are required to disclose this information.  At any time either party is able to terminate this contract without cause.  There is a minimum 30 day notification.
{/if}{if $CustomerState == ‘AZ’}

    Under Arizona Law, we are required to release this information.  At any time either party is able to terminate this contract without reason, but must submit written notice at least 60 days prior to the desired termination of the contract.
{/if}


Here’s what this looks like inside the rest of our contract:
 


We’re also going to define where we want the signatures to go inside our contract.  We can do this with special text tags defined by DocuSign.  In our signature block, we’re going to use anchor tags like: \s1\ and \s2\.  For more information, see bottom of article.
 


Once you’ve finished up the contract, log into Formstack Documents and create a New Document and choose Office Document as the document type.  This will allow you to upload your Word document to Formstack Documents from your computer.  Go ahead and upload your file.

Great, now we’re ready to get this contract hooked up to DocuSign so that we can get it signed by our customers!  Under the Deliver tab inside Formstack Documents (after you’ve edited any settings in the setup process), go ahead and add a New Delivery then choose DocuSign.  You should see something like this:
 

mceclip0.png


First, you’ll need to login to your DocuSign account.  This will give Formstack Documents access to upload documents to your account.  Go ahead and enter your login information and click the button.  Once you enter the correct login information, the page will refresh and you should see the options to setup signers.

Go ahead and select the name and email address for the signers you want included on this contract.  If you do not have any merge fields in your document for the signer name or email address, select <<other>> from the dropdown, then type in the merge field like {$signer_name} or {$signer_email}.  This will add those as merge fields to your merge process (it will not place them inside your document).
 


Once you have DocuSign setup, our last step is going to be hooking up Salesforce to send information to Formstack Documents to generate the contract.  We’re going to use the Formstack Documents managed package to integrate our Salesforce org with Formstack Documents.  Inside the package, you are going to setup a new Mapping for this contract.  We are going to hook up the mapping to our Opportunity object and select our new Contract from the document dropdown.
 


Go ahead and click the continue button and on the next step, you’re going to see a list of the merge fields that are in your contract.  For each merge field, you need to select which Salesforce field that “matches” up to.  Here’s what our finished mapping looks like:
 


After you’ve saved the field mapping, go ahead and Save and Active the mapping.  This will activate the mapping and make it available for users in your Salesforce org to use.
Now it’s time for a quick test!  Jump over to one of your opportunities (we suggest using a test opportunity) and click theFormstack Documents button on that record, then select the new Contract mapping that you just setup.  This is going to send the opportunity information over to Formstack Documents and we’ll generate the contract then hand it off to DocuSign.  You should receive an email from DocuSign with a link to sign the document.
 


That’s it!  Once you’ve (or your customer has) signed the document, you will receive a final signed copy of the contract.  How’s that for easy?!  Can you think of other ways that you could use Formstack Documents and DocuSign to streamline your document generation and signature process?
 

Docusign for Salesforce

If you are integrating with Salesforce and you want the envelope status tracked in Salesforce and the signed document saved in Salesforce, you can send the Record ID of the record using a custom field (under More Options) called:

  • Account = ##SFAccount
  • Contact = ##SFContact
  • Opportunity= ##SFOpportunity
  • Case = ##SFCase
  • Contract = ##SFContract
  • Custom Object = DSFSSourceObjectId

Inside your DocuSign delivery, under More Options, click the checkbox next to Use custom fields and then enter the name of the field (from above) and a merge field like {$RecordID} in the value box.  Lastly, update your Formstack Documents Mapping and match up the RecordID merge field with the ID field from the Saleforce field dropdown.

You also have to turn on settings inside DocuSign.  Click here for more info.

 

DocuSign Anchor Tags

Embedding signatures and fields in your document can be done by adding anchor tags to your template that look like: \s1\

Change the font color of your anchor tags to white or a light gray in order to hide them in the generated document.

*Note: You need to add the signing tags as text in the PDF, not inside text boxes.

Here's a list of available anchor tags:

Description Short Tag Long Tag
(Turn on under More Options)
Signature \s1\ \signature1\
Initial \i1\ \initial1\
Date \d1\ \date1\
Name \n1\ \name1\
Title \t1\ \title1\
Attachment \attachment1\
\attachment1_2\
\attachment1_3\

\attachment1_req\
\attachment1_2_req\
\attachment1_3_req\
\attachment1\
\attachment1_2\
\attachment1_3\

\attachment1_req\
\attachment1_2_req\
\attachment1_3_req\
Text Box \tbx_1_text\
\tbx_1_2_text\
\tbx_1_3_text\

\tbx_1_text_req\
\tbx_1_2_text_req\
\tbx_1_3_text_req\
\tbx_1_text\
\tbx_1_2_text\
\tbx_1_3_text\

\tbx_1_text_req\
\tbx_1_2_text_req\
\tbx_1_3_text_req\
Checkbox \cb_1_yes\
\cb_1_2_yes\
\cb_1_3_yes\
\cb_1_yes\
\cb_1_2_yes\
\cb_1_3_yes\
Radio Button \rb_1_1a\
\rb_1_1b\
\rb_1_1c\
\rb_1_1d\
\rb_1_1e\
\rb_1_1a\
\rb_1_1b\
\rb_1_1c\
\rb_1_1d\
\rb_1_1e\
Radio Button
(required)
\rb_1_1_req\
\rb_1_2_req\
\rb_1_3_req\
\rb_1_1_req\
\rb_1_2_req\
\rb_1_3_req\

 

Create Your Own Anchor Tags

 If you need to add additional anchor tags, you can customize your own anchor tags using custom JSON settings in your DocuSign delivery under More Options.  Below is an example of the anchor tag / JSON format (you can find the settings in DocuSign REST API Documentation).

{"signer1":
    {"tabs":
        {"signHereTabs":[
            {"anchorString":"\\s1\\","anchorIgnoreIfNotPresent":"true"}
        ],
        "textTabs":[
            {"anchorString":"\\tbx_1\\","tabLabel":"Text 1","anchorIgnoreIfNotPresent":"true","required":"false"},
            {"anchorString":"\\tbx_2\\","tabLabel":"Text 2","anchorIgnoreIfNotPresent":"true","required":"false"},
            {"anchorString":"\\tbx_3\\","tabLabel":"Text 3","anchorIgnoreIfNotPresent":"true","required":"false"}
        ]
    },
"signer2":
    {"tabs":
        {"signHereTabs":[
            {"anchorString":"\\s2\\","anchorIgnoreIfNotPresent":"true"}
        ],
        "textTabs":[
            {"anchorString":"\\tbx_4\\","tabLabel":"Text 4","anchorIgnoreIfNotPresent":"true","required":"false"},
            {"anchorString":"\\tbx_5\\","tabLabel":"Text 5","anchorIgnoreIfNotPresent":"true","required":"false"},
            {"anchorString":"\\tbx_6\\","tabLabel":"Text 6","anchorIgnoreIfNotPresent":"true","required":"false"}
        ]
    }
}

 

Customize Sender

To send the document from another user in your DocuSign account, you can turn on the Customize Extra Options/Settings under More Options in your DocuSign delivery, then enter something like this in the box:

{"sender":"{$sender_email}"}

 *Note: You will need to have Organization Admin functionality turned on inside DocuSign and choose the (Org Consent) option when authenticating your DocuSign account in Formstack Documents.

 

Delay other Deliveries until document is Signed

To delay other deliveries until the document is signed (ie only send the signed document to other deliveries), you can turn on the Delay Other Deliveries under More Options in your DocuSign delivery, then enter check the box next to each delivery you want to delay:

docusign_delay_deliveries.png

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Comments

57 comments
  • Hi Jeremy,

    Thanks a lot for helping me out. Thanks for updating my document structure as well. Since you did that for me, I am wondering if you might just dive right in with another question I have - I want the customer to initial each page. Right now I added the tags into the footer, but there is no way to use 'white font' so that the tags don't show up in the final delivery. Do you have a workaround for this?

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  • I'm using \tbx_1_text_req\ and then \tbx_1_2_text_req\ and \tbx_1_3_text_req\ for additional text boxes, however the 2 and 3 for whatever reason fill in from one another, so it is not allowing me to have unique data in these fields Any idea why?

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  • Hello Site Admin,

    Yes, setup the Box delivery in WebMerge, then under More Options in your DocuSign delivery, you can click the "Delay other deliveries until signing complete" then choose your Box delivery.

    Thanks!

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  • Yes :)

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  • Thanks Jeremy I will try this.
    Secondly, I am using webmerge for contract generation, and logic in webmerge to show additional clauses IF they are requried.
    I am having issues however with formatting if say out of the 5 additional clauses, the 1st 3rd and 5th clause are selected. There is blank spaces on the contract where the missing 2nd and 4th clauses haven't been selected.

    Is there a way to format the page to remove blank spaces where paragraphs would potentially be?

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  • Hi Michael,

    Yes, that's correct, you can use cb_1_2_yes, cb_1_3_yes, etc, but the first one is only cb_1_yes

    Thanks!

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  • I got it.

    I was using /s1/ but in the More Options part of the Data Route Delivery tab I had the "Use full name anchor tags (signature1, initial1, date1, etc)" option selected.

    It's working now

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  • I just want to say thank you! This is super helpful!

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  • Hi Uma,

    Unfortunately, there isn't a way to preview the documents before they are sent out to DocuSign - everything happens automatically.

    That being said, if you happen to be using Salesforce, the latest version of our managed package has a "preview" functionality that will generate a watermarked document.

    Thanks!

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  • Hi Sam,

    The order that you list the signers in your DocuSign delivery are the order that they will sign. You'll need to turn on Sequenced Signing under More Options as well.

    Thanks!

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  • Hi Jeremy,

    Again, thanks a lot. It helped!
    Now we're using some anchor tags as \tbx_1_text\.
    They appear as mandatory when the customer receives the document via DocuSign. These are optional fields and don't necessarily need to be filled. How can I make them optional?

    Thanks and best regards.

    Pablo

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  • You'll also have to make them white or otherwise conceal them, Docusign will place its fields on top of them but won't erase them from the document.

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  • Hello,
    We are testing DocuSign + Salesfoce + Webmerge and we'd like to get information back in Salesforce when the document has been signed.

    The only info that I've found about this is the DSFSSourceObjectId custom field, which I couldn't set up with the information in this article. Could you help?

    I guess this option would send the signed document back to Salesforce. Would it be possible to, for example, update the Quote stage to "signed" when the contract has been signed?

    Thanks a lot in advance

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  • Hi Jeremy,
    in regards to your answer above:

    1. If you need the signers to sign different documents, you'll have to setup the deliveries on your documents instead of the data route. That will process each doc separately so they sign different docs.

    does that count them as 2 individual deliveries and against the customers merge count purchased?

    and secondly, how can I set up dynamic signers for a fillable pdf?

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  • Hello,

    If you don't have a merge field in your document for the person's email address, choose <> from the dropdown then enter something like {$Email} in the box. Then "Email" will show up in Zapier as a merge field and you can connect it with your sheet column.

    Thanks!

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  • Hi Pablo,

    They shouldn't be required - we are not setting the "required" parameter in the API call, so DocuSign should be defaulting to optional.

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  • Hi Shawn,

    Unfortunately, we do not have a way to send the DocuSign link in our email deliveries :( Sorry!

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  • Hi Jeremy,

    I want to add following logic to set the sender. Can you please let me know how to do it for Customize extra options/settings.

    {"sender" : "{if $LOAN_OFFICER_NAME != 'Some Thing'}{$LOAN_OFFICER_EMAIL}{else}dummyEmail@constant.com}{/if}"

    Thanks,
    Pradnya

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  • Hi Jeremy,

    I've got a follow up question on the one I asked you a couple of days ago.
    Thanks for clarifying the setup on the DocuSign side, very helpful.

    I'm still facing the issue with the webmerge side.
    When I'm setting up the Docusing delivery I can click on "More options" and then "Use custom fields".
    There I have "Name" = "Value".
    I guess Name is DSFSSourceObjectId, but what's the value?
    I don't have merge fields to select there, and I can't make it work with "QuoteId" and things like this. What should I put in there? do you have any example?

    Thanks a lot in advance!

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  • How do you place more than one checkbox for an individual signer to check? Checking one \cb_1_yes\ tag checks all of them, and custom tags don't seem to work.

     

    Update: cb_1_2_yes, cb_1_3_yes, etc. (but not cb_1_1_yes?) seems to work.

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  • How do I use Docusign signature blocks etc with Fillable PDF files?

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  • Hi Theresa,

    We have updated the DocuSign API call to set "required" equal to "false" - can you try another test for me?

    I'm not 100% sure on how to make the text box bigger, but you might try making the font size of the anchor tag larger.

    Thanks!

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  • Hi Jay,

    Try now for me - the issue should be fixed now. Sorry!

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  • Hi Uma,

    If you look under your Mapping settings (WebMerge Mappings > Edit) there's a checkbox option to allow the document to be previewed.

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  • Backslashes, \s1\ :)

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  • Hi Jeremy,

    I have a Webmerge template that when completed, it sends a populated document by email to a prospective client with the document attached. I also have it set up where it sends a separate email from DocuSign to the client allowing the client to sign the populated document. This, however, requires the client to receive two separate emails from me. I would prefer for my email to the client to include a link for the client to click that will take them to the document in DocuSign --- is that possible? Thanks

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  • I have done some testing and the anchor text does not disappear when signing the document. It is converted from a word to PDF. For example the signed date and signature will show over text anchor tag I put in the word document. What am I doing wrong?

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  • Hi Prue,

    1. Yes, it counts as multiple merges, but the first delivery is included with each document merge, so it's not any different than using 1 delivery on the data route. We would still count each document separately as a merge towards the monthly limit.

    2. The easiest thing is to setup different templates with different number of signers and anchor tags, then use the data route to determine which template should be used.

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  • Hi Jeremy,
    I'm looking to use the Docusign Event Notifications to send statuses back to a Webhook URL.
    In the More Options "Send event notifications to" is this Webhook URL here added to the "eventNotification" object when POSTed to /envelopes?

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  • Hi Jeremy,

    I tried inserting the text field tag \tbx_1_text\ and it came through Docusign as required, same problem that Pablo had above. Also, the text box comes across very small, is there a way to adjust the size of that field.

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