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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57 Comments

  • Avatar
    Jeremy Clarke

    Hi Uma,

    Unfortunately that is not possible using our integration, but I think you can setup a template in DocuSign and use their Salesforce package/integration instead.

  • Avatar
    Barry Denson

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

  • Avatar
    Jeremy Clarke

    Hi Barry,

    You'll need to add the anchor tags as text in the PDF document (not inside a text box) just like you would add other paragraph text in the PDF.

    Thanks!

  • Avatar
    Jeremy Adamson

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

  • Avatar
    Pradnya Desai

    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

    Edited by Pradnya Desai
  • Avatar
    Jeremy Clarke

    Hi Pradnya,

    That should work!

  • Avatar
    Sam Barnett

    How do you set signing order in Docusign? I want to set it up where there can be between 1 and 4 clients signing, and then we sign at the end. Signers 2,3, and 4 will be optional signers.

  • Avatar
    Jeremy Clarke

    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!

  • Avatar
    Site Admin

    Hi Jeremy,

    Is there an option to have the signed document saved to Box (in a similar way as Salesforce)?
    i.e if the Box folder is passed as a parameter, what value(s) would be used in the More Options in the Docusign envelope under Custom fields?

  • Avatar
    Jeremy Clarke

    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!

  • Avatar
    Damion Lupo

    Hi Jeremy, trying to have my signing date font match the rest of my fonts. I'm using Webmerge to push the doc into Docusign but the fonts are different. Is there a way to have a custom tab for the date that will match the fonts of the MS Doc?

  • Avatar
    Jeremy Clarke

    Hi Damion,

    Unfortunately, I don't think there's a way to customize the font of the anchor tags to match your document font. I don't see anything in the DocuSign API documentation.

    Sorry!

  • Avatar
    412AtTheSurf | New England Real Solutions

    Jeremy, I am having trouble putting the user's email address in. I don't see the field for it under the deliver tab. I have a zap from a sheets to webmerge document, but I don't have a field for that. How do I get that in there?

  • Avatar
    Jeremy Clarke

    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!

  • Avatar
    412AtTheSurf | New England Real Solutions

    Jeremy, thanks. I created a custom field in web merge. will that work as well?

  • Avatar
    Jeremy Clarke

    Yes :)

  • Avatar
    412AtTheSurf | New England Real Solutions

    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?

  • Avatar
    Prue McCutcheon

    Hi there,

    If I have two signers for my document route.
    The document route features 2 rules: 1 employment contract, and 1 bundle of fillable pdfs.

    Q1. I only want the second signer to sign the fillable pdfs as they are irrelevant to first signer. Is this possible?

    Q2. Is there a limit to signing sequence? I currently have 2 signers and a CC. However in my testing the CC is not receiving a signed copy of the document route.

    Can you please advise on why this may be?

    Thanks!

  • Avatar
    Jeremy Clarke

    Hi Prue,

    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.

    2. There should be no limit. If you check the envelope inside DocuSign, do you see the CC listed there? If not, that means the CC isn't being populated correctly in the DocuSign delivery.

    Thanks!

  • Avatar
    Prue McCutcheon

    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?

  • Avatar
    Jeremy Clarke

    Hi Prue,

    Please see the section on hiding empty lines in this help article: https://support.webmerge.me/hc/en-us/articles/206526076-Conditional-Sections-if-else-

  • Avatar
    Prue McCutcheon

    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?

  • Avatar
    Jeremy Clarke

    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.

  • Avatar
    Shawn Kerendian

    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

  • Avatar
    Jeremy Clarke

    Hi Shawn,

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

  • Avatar
    Site Admin

    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?

    Edited by Site Admin
  • Avatar
    Jeremy Clarke

    Hello!

    The Event Notifications are webhook callbacks, so please add the Webhook URL there. Yes, it is added to the eventNotification part of the envelope :)

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