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DocuSign

Contents

Overview

This demonstrates how to setup and use the DocuSign eSignature integration, which is a service that allows customers to sign documents electronically. Users will have the ability to select the signor(s), specify the email addresses, organize the documents in a specific order, and send the documents in a signing envelope for electronic signature(s). The signing envelope will be sent from Resware to DocuSign where the user will finalize the process and deliver it to the customer to sign. When the documents have been successfully signed, they are returned to the file in Resware. The signing envelope will show the DocuSign status throughout the life of the e-signature process. A demo of the functionality was given at the virtual Resware conference: 09/16/2020 Demo. Please note that this functionality is available in version 9.13 and above.

DocuSign:resware@docusign.com
Website:https://www.docusign.com
Cost:Varies
Resware: cost$1 per signing envelope – Invoiced monthly based on usage

Begin here: Customers need to work with their respective Qualia Customer Success Manager (CSM) to sign an acknowledgement of the Qualia fees associated with this integration prior to setting up this interaction. See the “Paid Integration Sign-up Process” for details. Contact your CSM or you can also reach out to support at support@resware.qualia.com to sign the acknowledgment. The customer should also contact DocuSign at resware@docusign.com for further information or to register for services. Inform DocuSign that the account will be used with a Resware integration. The account information will be provided, or credentials can be obtained on the admin section of the DocuSign website at https://www.docusign.com.

Next: Complete the steps in this job aid. The account information provided by DocuSign is needed to complete these steps.

Then: Test.

Version History

VersionDateIDDescription
9.12.107/20/202016831Integration built
 12/03/202023238Added Help reference for E-Signing merge field info and Resware fee info
9.1309/16/202122135Added Signature builder functionality
9.1303/31/202265143Updated API ID and admin sections

Resware Fees

Resware charges one dollar ($1) per signing envelope, in addition to any fees charged by DocuSign. Adeptive will invoice monthly based on usage. An agreement must be signed prior to using the integration. Contact an Account Director if any additional information is needed.

Enable Office Role

This integration requires a new license file. Diagnostics must also be enabled prior to enabling the office role. Please contact Resware to enable this integration.

Enable Office Options

Admin/General Setup/Offices/Edit Office 

  • Select the Buyer/Seller tab and click Allow Signature Block Generation, Signature Block Default Display to a Grid View, Signature Block Display Date and Signature Block Line 3 Enabled. 
  • Click Save.

Create a DocuSign E-Signing Partner

Admin/Partners

  • Click New.
  • Enter the Company Name as DocuSign, Inc.
  • Enter the partner’s information and set the Partner Type to E-Signing.
  • Click Save.

NOTE: This partner will need to be added to each file for this integration service to work. It can be auto added by another partner or the action list, or manually added by a user.

Auto-Add Partner to Files

It is recommended that the DocuSign partner be auto-added to files as needed for DocuSign e-signing services. Auto-adding can be set up either on the product action list or by another partner that will be on the files, such as a title company or branch office.

Admin/Action Lists/Action Lists

Auto adding the partner to an action list is one way to ensure the partner is on the file as needed.

  • Select the action list where the e-signing partner should be added and click Edit.
  • In the Auto-Add Partner Types On File Creation area, click Add.
    • Select the e-signing partner type and click Add.
  • Click Save.

OR

Admin/Partners Auto-add a partner based on another partner that will be on files, such as the title company or branch office.

  • In the Auto-Add Partners area, click Add.
    • Select the DocuSign partner.
  • Click Save.

OR

Manually Add Partner to Files

Manually add the DocuSign partner to any existing files where e-signing services are needed.

File/General

  • Click Add Partner.
    • Select the DocuSign partner.
    • Click Save.

Create API ID in DocuSign

To integrate DocuSign into Resware, an app is created on the DocuSign website to identify the set of parameters used and to authenticate the services. Using the account credentials provided by DocuSign, an admin can create the app which configures the API AccountID used for DocuSign in Resware.

Settings/API ID

  • Log into the Demo DocuSign site (https://appdemo.docusign.com) with the DS Admin account credentials.
  • Click Settings.
  • In the Integrations section, select Apps and Keys.
  • Click Add App and Integration Key.
  • Enter the Application/Integration Key name.
  • Click Create App.
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  • Click on the name of the new app to edit.
  • Click Copy to clipboard to copy the Integration Key, then go to Resware.

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It is recommended to use the cut-and-paste method for accuracy when adding the credentials and transferring information into Resware.

Admin/General Setup/XML Clients

  • Select DocuSign and click Edit.
  • Click the Enabled box to enable this service.
  • Paste the Integration Key.
  • Return to DocuSign.
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  • In DocuSign, click + Generate RSA.
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  • On the RSA Keypair panel, click Copy to clipboard to copy the Private Key then go to Resware.

NOTE: Before closing the RSA Keypair panel, copy both the Public Key and Private Key to a safe location, they will not be displayed again.  image.png

  • In the Resware XML Client, click Paste Clipboard to Private Key to enter the Private Key, then return to DocuSign.
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  • After saving the Public and Private Keys to a safe location and closing the RSA Keypair panel, click Save.
  • In Resware, copy the base website address displayed in the Webhooks URL field on the XML Client panel
  • Go to DocuSign and in the Additional settings section, click + Add URI.
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  • In the Redirect URIs field, paste the base web address copied from Resware
  • Click Save.
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You will receive confirmation that the integration was successfully setup.

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  • Click Copy to clipboard to copy the API Account ID and paste into Resware API Account ID field
  • Click Copy to clipboard to copy the User ID and paste into Resware API Account ID field
  • In Resware, click Validate and Save Keys and IDs to confirm the integration is setup correctly
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When Keys are validated, a confirmation pop up is received, and account information details pop up.

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  • Click Yes on the User Consent Required popup to be taken to the browser.
    • User will be taken to the DocuSign site to log in and give consent.
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  • Click Allow Access to give consent.
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  • After consent is given, the user will be taken to the Internet Information Services screen.
    • This screen can be closed.
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  • In Resware, the DocuSign Account Information panel will be displayed.
  • Click OK to close the panel.
  • Click Run 20 API Calls.
  • In DocuSign under Settings/Apps and Keys/Apps and Integration Keys is the Go Live Status.
    • This column will show the status of the 20 calls against the Integration Key.
    • NOTE: This typically takes around 5 minutes.
  • When the 20 test calls are complete, the Go Live Status will change.
  • Click the Submit for Review hyperlink.
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  • Navigate to the Request App Review panel
  • Click Submit for Review
    • This will send a request to DocuSign to approve the Integration Key for live use.
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  • A confirmation will be received, and the Go Live Status will update to reflect the account is in review.
    • NOTE: This can take up to 20 minutes.
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  • After DocuSign has given the approval to go live, the Go Live Status will update to Review passed. Promote to production.
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  • NOTE: Use the Switch to Live Endpoints button only after DocuSign’s approval.
  • In the Resware XML Client, click Switch to Live Endpoints.
  • Select Yes if DocuSign has approved the credentials to go into production.
    • This will change the service to point at the live DocuSign site.
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Adding Users in DocuSign

Multiple users accounts may be set up in DocuSign and then added in Resware and assigned to internal users. The following steps show how to add a new user account on the DocuSign web portal.

  • Login using the DS admin credentials provided by DocuSign.
  • Click Settings, then click Users.

Set up XML Client Credentials

Admin/General Setup/XML Clients

Multiple XML client credentials can be added to the integration and are mapped to the internal users. These credentials can be added either manually or by importing.

Manually Adding Credentials:

  • Select DocuSign and click Edit.
  • Click Add which will open the Add Credentials panel.
  • Enter a Display Name. This will be displayed on the file when selecting an e-signing account.
  • Enter the API Username provided by DocuSign.
  • Optionally, enter a Description to explain the account. This is an informational field.
  • The account is available for all offices by default. To restrict access to the account by office:
    • In the For Offices area, toggle the Selected radio button if this credential should be limited to a specific office(s), then click Add to select the office(s) needed.
    • Click Add.
  • The account is available regardless of the partners on a file by default. To restrict access to the account based on partners on the file:
    • In the Partners area, toggle the Selected radio button if this credential should be limited to specific partners, then click Add to search and select the partner(s) needed.
    • Click Add.
  • Click Save.

Note, the credentials must be saved before they can be assigned to the internal users.

  • Click Edit, then Assign User to select the user(s) to associate with these credentials

OR

  • Import using a CSV file to associate these credentials to a batch of internal users. See the “Importing Credentials” step.

Valid columns to import are (separate multiple values with colons): OfficeID’s: The offices associated with the XML client credential. PartnerCompanyID’s: The partner companies associated with the XML client credential. InternalUserID’s: The internal users associated with the XML client credential.

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  • Repeat the above steps to create credentials for each user with separate login information.

OR

Importing Credentials:

  • Select DocuSign and click Edit
  • Click Import to open the Import XML Client Credential panel.
  • Browse for the CSV file to import each DocuSign credential account.

Valid columns to import are (separate multiple values with colons): DisplayName: The XML client credential display name (required). APIUsername: The XML client credential API username (required). Description: The XML client credential description. OfficeID’s: The offices associated with the XML client credential. PartnerCompanyID’s: The partner companies associated with the XML client credential. InternalUserID’s: The internal users associated with the XML client credential.

  • Click Parse Import File. All warnings will be displayed in the Records that will be Skipped area.
  • Correct any issues on the CSV file and redo the steps above until there are no warnings.
  • Click Import to import the XML client credentials.
  • Click OK.
  • Click Close, Save.
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Assign Credentials to Internal Users

The credentials can be manually assigned or imported from the Edit DocuSign panel as shown on the prior step. Credentials can also be assigned on internal users. Credentials must be activated prior to sending an e-signing envelope. This is done via a link and instructions sent to the user’s associated email address from DocuSign.

Admin/Internal Users/External Services Accounts

Manually Assigning Credentials

  • Select the internal user and click Edit.
  • Select DocuSign in the XML Clients dropdown.
  • Click Add. This will open the Add Client Credentials panel.
  • Select the appropriate DocuSign credentials and click Add.
  • Click Save.

Enable E-Signing Permissions for Internal Users

A user role is needed to allow adding, editing, and sending a signing envelope to DocuSign from the Signings panel.

Admin/Internal Users/Roles

  • Enable the E-Signing: Edit/Send Documents role.
  • Click Save.

Integration Logging

This feature is helpful when trying to troubleshoot issues with the integration. The integration logging interface enables logging immediately.

Admin/General Setup/Integration Logging

  • Enable the logging functionality:
    • Select DocuSign and click the Log Enabled box.
  • To retrieve a log file:
    • View: This views a log directly in Resware.
    • Zip & Download: This will zip either a single log file or a whole directory of logs located on the server for a selected integration. The user can optionally add a password to the zip file, which also causes the file to be encrypted with AES-256.
    • Zip & Send to Adeptive: This will zip either a single log file or a whole directory of logs located on the server for a selected integration and send those logs to Adeptive. The user can optionally add a password to the zip file, which also causes the file to be encrypted with AES-256.

Inserting E-Signing Merge Fields into Templates

E-Signing merge fields can be inserted into templates, sub-templates, custom fields, or conditional fields. Inserting e-signing merge fields into templates in Resware saves time by eliminating steps to drag and drop tags onto the documents from the DocuSign site prior to sending the e-signing envelope to the customer. When a template with e-signing merge fields is created on the file, the e-signing tag values are not visible to the end user or when the document is printed for signing. However, when the document is sent from Resware through the DocuSign integration, the e-signing tags become active and visible for the designated recipient alerting them where to act.

Admin/Documents and Templates/Templates

  • Select the template and click Edit Document.
  • Click in the Word document, and set the curser in the location where the merge field is to be inserted.
  • Click Add-Ins (or RESWARE for Word versions 2010+) on the Word toolbar.
  • Click Insert Resware Field (or Resware Field for Word versions 2010+) on the Word sub-toolbar.
  • Select an e-signing merge field from the following available list:
    • ESigningBuyerSellerName1WithSignatureLine
    • ESigningBuyerSellerName2WithSignatureLine
    • ESigningBuyerSellerNamesExchangeWithSignatureLines
    • ESigningBuyerSellerNamesInitial
    • ESigningBuyerSellerNamesOrExchangeWithSignatureLines
    • ESigningBuyerSellerNamesWithSignatureLines
    • ESigningBuyerSellerNamesWithSignatureLinesCorporationAboveLine
    • ESigningBuyerSellerNamesWithSignatureLinesCorporationAboveLineWithSeal
    • ESigningBuyerSellerNameWithSignatureLinesWithSignDate
    • ESigningBuyerSellerSignatureLine1
    • ESigningBuyerSellerSignatureLine2
    • ESigningBuyerSellerSignatureLines
    • ESigningBuyerSellerXCheckBox* See below for merge field examples
    • ESigningBuyerSellerXDate
    • ESigningBuyerSellerXDateSigned
    • ESigningBuyerSellerTextBox
    • ESigningPartnerNamesWithSignatureLines
    • ESigningPayoffSignatureLines
  • Complete all parameters required for the selected merge field.
  • Click Insert.

In the Advanced mode, additional required options may appear for the specific merge field. For example, a signature or initial merge field needs additional fields completed for Partner Type and Name 1 or 2.

  • Click the X in the top right corner to close and exit the template and select Yes to update the document on the server.
  • Repeat above steps to add e-signing merge fields as needed for all documents included in the DocuSign e-signing envelope.

NOTE: Click Help for additional information on the use and functionality of E-Signing merge fields in Resware.

Checkbox Merge Fields

To add required checkboxes, a GroupID is needed. At least one of the checkboxes with the same GroupID will be required to be checked when used. If the checkboxes should be optional, then no GroupID should be selected when inserting the merge field.

Signature Builder

The signature builder feature allows for entities types and/or customized signature blocks.

File/Buyer/Seller Panels

  • Click Create Signature in the applicable buyer/seller.
  • Click Add to add a signor.
  • Enter the Signer Name.
  • Enter the signer Title, if applicable.
  • Enter the Primary Email, Secondary Email, or Other Email. Email addresses entered in the buyer/seller panel will automatically prefill to the corresponding email address fields.
  • The email address option of None should only be used if this signer is not signing any documents via DocuSign.
  • Click Save.

Create an E-Signing

The e-signing option is only available when the Enable DocuSign office option is enabled and the e-signing partner type is on the file.

File/Signings

  • Click Add.
  • Enter a Signing Name. Signing 1 will be set as the default name for the first signing on a file.

NOTE: It is recommended to keep the default signing names (e.g., Signing 1, Signing 2) to avoid confusion on multiple signings. If the name is manually changed, use a unique and descriptive name such as Buyer-Jones or Seller-Jones.

  • Set the Location to E-Signing. This will open the Signing Document area.
  • The E-Signing Partner will auto-populate with the e-signing partner type that is on the file. If multiple e-signing partners are on the file, verify that the partner set is the DocuSign partner associated with this integration.

Add Documents to a Signing

File/Signings

Documents may be added to the e-signing by adding documents to the file, adding documents already on the file, or by creating a document from a template in Resware.

  • In the Signing Document area, click Add.

Documents that have already been attached to the file will display on the Add Documents panel:

  • Select the document(s) and click the Add button. Note that multiple documents can be selected using Shift+Click or Ctrl+Click.

Documents that are stored on a hard drive or not yet uploaded to the file:

  • Click Attach.
    • Navigate to and select one or more document(s) in a directory and click the Open button.
    • Select the Document Type.
    • Click Save. The document will be added to the Documents panel of the file and displayed in the Add Documents panel as eligible documents that can then be added to the e-signing.
    • Select the document(s) and click the Add button.

Documents that need to be created from a template in Resware:

  • Click Create. The Select Templates from Which to Create Documents Panel will open.
    • Click Select for one or more templates(s).
    • Click Create Selected. Each template selected will open and any merge fields in the document will be populated based on information from the file.
    • Proof, edit, and complete all necessary details for each document.
    • Click the X to close and exit each document and select Yes to save the document to the file. The new document will be added to the Documents panel of the file and displayed in the Add Documents panel as eligible documents that can then be added to the e-signing.
    • Select the document(s) using Ctrl+Left click or Shift+Left click, then click Add.

Sending an E-Signing Envelope

File/Signings

After documents have been added to the Signing, the e-signing envelope can be sent to DocuSign.

  • Click Send To. This will open the Send Envelope panel.
  • The Name will default to the file number and the package number. This will be the package name reference used on the DocuSign website.
  • Optionally, set an Expiration date. If the envelope is not signed/completed by the specified date, the e-signing company will retract the envelope.
  • Set the E-Signing Account. The dropdown menu will populate the accounts that the user can utilize.
  • Verify that the documents are in the order that they should be signed. If the order needs to be changed, highlight a document, and click on Move Up or Move Down as needed to change the order.

The list of partners with email addresses appears in the Send To area. For each partner, if that partner has a primary employee selected, that employee will be displayed first in the list.

  • Click + to expand the list of employees.

Partners can be filtered by using the Search Filter textbox. Selecting the Show Related will add sibling partners to the list. Using the Add Partner button will allow a partner to be added to the file; the partner will also be added to the Send To section of the Send Envelope panel.

  • Select Send To for the partner(s) that need to e-sign documents within the envelope. At least one recipient must be selected.
  • Optionally, select the Order. This is the order in which the e-signing service will email to the selected partners when the Send in selected order is checked. If no order has been specified for a partner, that partner will be after the numbered partners.
  • Optionally, check the Send directly to signer to send the envelope to the selected partners as soon as the package is sent, skipping the draft, and editing stage offered by DocuSign. This is a time saver when all signers have e-signing tags on all documents as needed.
  • Click Send.

The package is now sent to DocuSign and the package status will update to Created.

  • Click Yes to open the DocuSign website to complete the sending process.

If the option for Send Directly to Customer was selected, the envelope has been sent through the integration directly to the partners for signature. The package status will be updated to Sent. In this case, the user does not need to open the DocuSign website to complete the sending process.

Complete the Process on DocuSign’s Website

  • Enter the DocuSign credentials to open the envelope.
  • Click Continue after verifying the recipient’s information and signing order.
  • Additional documents can be added to the envelope using the Upload, Use a Template, or Get From Cloud buttons, if necessary.

Additional recipients can be added using the Add Recipient button, and current recipient information can be modified, if necessary.

  • Optionally, a custom email message can be added.
  • Click Next to verify the location of the pre-populated Resware e-signing tags or drag/drop additional e-signing fields into the documents.
  • Click Send to deliver the email to the recipients for signature.
  • After sending, the Envelopes tab in DocuSign will open. From there, the user can track and further manage all of their sent envelopes.

Tracking Signing Information in Resware

When sending an envelope from Resware through the integration, changes will occur on the DocuSign website that will be reflected in Resware.

  • The PackageID column will display the name given to the e-signing envelope.

The Package Status column will display the status of the envelope, changing as it flows through the signing process.

  • Draft: The envelope has not been sent to the e-signing service.
  • Created: The envelope has been sent to the e-signing service but not sent to the customer for signature.
  • Sent: The envelope has been sent to at least one recipient from the e-signing service.
  • Delivered: All recipients have viewed the envelope.
  • Completed: All recipients have completed their documents.
  • Declined: The recipient declined to sign.
  • Voided: Documents have not been completed by the date sent on the envelope.

DocuSign will return dates for Sent, Delivered, Expiration, and Signing Complete. 

The completed signed documents will be returned by DocuSign and will be available on the File/Documents panel. The signed documents and a Certificate of Completion Summary Report will attach as the document type E-Signing Documents – Completed.

Users can be notified on the action workflow when the document changes statuses by utilizing the DocuSign triggers:

  • E-signing: Documents Sent 
  • E-Signing: Documents Delivered 
  • E-Signing: Documents Declined 
  • E-Signing: Documents Expired 
  • E-Signing: Documents Complete 

For more information on setting up triggers, see the Actions job aid on the customer portal.

 

Updated on June 21, 2023

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