DocuSign

Josef's DocuSign integration allows builders to automatically send generated documents to DocuSign for signing. This way, builders can cut out the manual process of uploading documents to DocuSign after they’re generated on Josef. 

With Josef & DocuSign, you can save valuable time while also reducing the chances of human error.

Here's how to set it up and an overview of what's possible.

1. What you'll need
2. Connect to DocuSign
3. Send documents to DocuSign
   • Draft envelopes
   • Add envelope recipients
   • Recipient source
   • Recipient type
   • Select signing order
   • Delete a recipient
   • Add envelope recipients 
4. Add DocuSign tags
5. Send documents without review 
6. Get help

What you'll need

1. A Josef account 
2. Live bot(s)
3. A DocuSign account
4. Access to our DocuSign integration

You may already have access to the DocuSign integration as part of your Josef licence. If you're unsure, contact a Josef admin in your organisation.

Alternatively, contact us at support@joseflegal.com. 

Connect to DocuSign

A DocuSign connection is what we use to send data to and from your DocuSign account. To create the connection, you first need to activate it for your account. Here's how. 

1. Log in to the Josef Dashboard.
2. Navigate to My Account > Integrations > DocuSign.
3. Click Connect.
4. Follow the prompts to activate the connection.

[Image: activated DocuSign connection in Dashboard > My account > Integrations]

 

To disconnect, navigate to My Account > Integrations > DocuSign > Disconnect. Follow the prompts to revoke account access. 

Note: Your account's DocuSign connection will be automatically deactivated (meaning you will no longer be able to use the integration) if both of the following occur: 

1. All of the bots using the integration have no completed (aka submitted) interactions for 30 days or more.
2. The bot owner does not log into the Josef Dashboard for 30 days or more.

Send documents to DocuSign

Once you've connected your DocuSign account, you can start using the integration with any of your live bots. 

Here's how to nominate which documents you'd like to pass on to DocuSign. 

1. Open a bot via the Josef Dashboard.
2. In either List view or Flowchart, locate the internal or external document message containing the document you'd like to send to DocuSign.
3. Open the document message and click Edit document to open the Word editor.
4. In the Word editor, click Settings in the top right. 
5. Under DocuSign integration, switch the Send document to DocuSign toggle on.
6. Repeat this process for any documents you'd like to send to DocuSign.

 

[Image: Builder enabling Send document to DocuSign in the Word editor]

Draft envelopes

Once this is done, draft envelopes can then be sent to DocuSign each time an end-user completes or, for bots in Form view, submits an interaction with a connected bot.

Draft envelopes can contain one or more documents depending on how many are selected to upload to DocuSign within each bot. 

In DocuSign, draft envelopes are located in Manage > Drafts. Here you can finalise the draft(s) to then send out for signing. 

Tip: In Josef, create a Notification to remind you to finalise your DocuSign envelopes each time they are generated.

[Image: Drafts tab in DocuSign featuring documents generated by Josef]

Add envelope recipients 

In Josef, builders can automate the sending of DocuSign envelopes. This means you can choose who an envelope is sent to and how. 

Here's a walkthrough of the configurable fields and how to use them. 

First, open the DocuSign sidebar and the Recipients tab. Click Add recipient. This will open a dropdown that'll look somewhat similar to the Rules tab. This is where you'll input or collect recipient details. 

Under Recipient 1, you'll see the fields: 

1. Recipient source
2. Recipient type
3. Full name
4. Email 

The setup of each is up to you! Here's how they all work. 

[Image: configurable recipient fields in the Word editor > DocuSign > Recipients]

Recipient source

This field determines how the recipient details are collected. 

To determine the source, click the Recipient source dropdown. Choose from 

1. Collected from bot interaction
2. Selected from DocuSign contacts
3. Entered manually

Recipient type

This refers to the action you'd like the recipient to take upon receiving the document. Choose from

1. Needs to sign 
2. Recieves a copy 
3. Specify recipients
4. Allow to edit

 

Here's how to add recipient details according to each Recipient source type. In other words, where you'd like the bot to draw the recipient's information from.  

 

Recipient source: Collected from bot interaction

First,

1. Select "Collected from bot interaction" from the Recipient source dropdown.
2. Select the appropriate action from the Recipient type dropdown.

Next, 

1. Open the Full name dropdown menu below Recipient type. 
2. Select the appropriate Full name bot message that collects the recipient's name.
3. Select the appropriate Email bot message collecting the recipient's email via the Email dropdown. 
4. Click Add recipient to confirm. Done!

 

Recipient source: Selected from DocuSign contacts

First,

1. Select "Selected from DocuSign contacts" from the Recipient source dropdown.
2. Select the appropriate action from the Recipient type dropdown.

Next, 

1. Select the contact from your DocuSign Address Book via the Contact dropdown.
2. Click Add recipient to confirm. Done! 

 

Recipient source: Entered manually

First,

1. Select "Entered manually" from the Recipient source dropdown. 
2. Select the appropriate action from the Recipient type dropdown.

Next, 

1. Manually input the recipient's full name in the Full name text field.
2. Manually input the recipient's email in the Email field.
3. Click Add recipient to confirm. Done!

 

Repeat the necessary steps for each recipient. 

Select signing order

Once you've inputted all the recipients' details, you can determine the order in which they need to sign. 

Here's how.

1. At the top of Recipients tab, select Signing order. Once clicked, the signing order will appear next to each consecutive Recipient (e.g. Recipient 1 | Sign Order 1). 
2. To determine the order of a specific message, open the Recipient dropdown to view all the fields. A new field will appear at the bottom named Signing order. 
3. Click to open the Signing order dropdown and select the appropriate signing order number (e.g. 1, 2, 3, etc.)
4. Repeat steps 2 and 3 for each recipient. 
5. Done! 

[Image: Signing order dropdown in Word editor > DocuSign > Recipients]

Delete a recipient

To delete a recipient, open the Recipients tab and click the appropriate trash can icon located to the right of the Recipient name field. 

Be careful! Once clicked, this cannot be undone.

[Image: two recipients with Signing order applied. The trash can icon featured to the right in Word editor > DocuSign > Recipients]

Add DocuSign tags

In the Tags tab, builders can determine what prompts recipients receive upon opening an enclosed document. We call these prompts "tags" and they appear within documents as lime-green tabs. They include: 

• Sign Here
• Initial Here
• Date Signed
• Full name

Here's how to use them. 

1. Open the DocuSign sidebar, then Tags tab. 
2. Select the appropriate recipient from the DocuSign recipient dropdown menu.
3. Select the relevant Tab type.
4. Click Insert tag.
5. Done! The tag will be inserted inline within your document.

[Image: Tags dropdowns in Word editor > DocuSign > Tags]

[Image: DocuSign tags featured inline in the Word editor]

Send documents without review 

Once you have determined all your recipients and added the relevant tags via the Recipients and Tags tabs, you can opt to send envelopes directly to recipients without review. 

This means no action is required within DocuSign itself and the generated Josef document is sent straight to the recipient(s).

To enable this

1. In the DocuSign sidebar, click to open the Envelope tab.
2. Select "Send envelope directly to Recipients". Done!

[Image: "Send envelope directly to Recipient" checked in Word editor > DocuSign > Envelope]

Note: Once generated and sent via your bot, you'll find these documents in your Sent folder in DocuSign.

Get help

Got a question? Please get in touch via support@joseflegal.com.