What is DocuSign?
DocuSign allows you to digitally sign documents and letters created by AdminPulse and intended for the end customer. Digital signing can be done by all parties, i.e. both an office employee and the end customer.
This fully automated electronic workflow replaces paper signatures. You can have documents signed quickly and easily with DocuSign and AdminPulse.
There are no additional fees charged by AdminPulse. Any document that needs to be signed can be sent via AdminPulse for free. All that is required is a subscription to DocuSign.
Find out more at https://www.docusign.com/products/electronic-signature/
Integration with AdminPulse
The integration of DocuSign with AdminPulse allows a document signature request to be sent to the end customer or to an office employee. AdminPulse sends the necessary data to DocuSign, which then sends a link to the user. The end customer can sign on DocuSign's environment.
1. DocuSign account
For integration with DocuSign, you need a DocuSign account. This account can be requested online at https://www.docusign.com/products-and-pricing
2. Establishing configuration in AdminPulse
When you have an account on DocuSign and it is ready to send documents, you need to log in to the Admin-Connect webpage with your DocuSign account. The Admin-Connect page gives you a handy overview of all integrations with external links, including DocuSign. You can navigate to Admin-Connect via https://connect.adminpulse.be/ or via the steps below.
- Go to general settings -> documents
- On the Admin-Connect home page, you will find a button to make the integration with DocuSign.
- After clicking Connect, you will be presented with the DocuSign login page. When you are logged in and, you will be redirected back to the Connect configuration page.
3. Preparing templates for digital signature
To know which and how many signatures to include in the document, fields must be added to the template or the formatted Word file in AdminPulse. These must conform to a certain format imposed by DocuSign.
Adding a field to the template can simply be done via normal text entry, no special "field type" needs to be chosen, but it must meet the following requirements:
Example: _signer1_
- Each signature field must start and end with underscore (_)
- signer1: This is the name of the field. This name will need to be linked to an employee or end customer later in AdminPulse, depending on who has to sign at that location.
- Important: the same name for a signature field should not be used more than once; so use signer1, signer2, ... if there are multiple signers.
A worked example of a template ready for digital signature then looks like this, for example:
4. Send letter for signature
When a document or letter has been prepared for a particular customer via a template that contains the fields, you can send it for signature to the customer. You do this by choosing "Send signature request" under the letters section of the relation file and on the desired document. This option is only available if the document has not yet been signed.
In the dialogue box, for each signature field found in the document, you will be asked to choose an employee or end customer. In case of a company, the list of relations will be populated by the linked relations of the person type linked to this company. The e-mail address is mandatory, this is the e-mail address where the person will receive an invitation to sign.
When a signer has been chosen for all signature fields, the document can be sent. The customer will be invited via mail to sign a document and the document will remain "pending" until a further status change.
5. Status changes
After sending to signature, a document can be given one of the following statuses:
- Signed: all signatories have signed the document.
- Refused: one of the signatories has refused to sign the document.
- Expired: the document can no longer be signed because the deadline has expired.
- Withdrawn: the request for signatures was withdrawn by the applicant.
- Failed: something went wrong with the document or with the signing process.