DocuSign Integration

Overview

Sugar's DocuSign^® Integration allows users to send documents such as quotes and contracts for electronic signatures directly from Sugar records. Signature status and the signed documents are maintained with their originating Sugar records, providing an uninterrupted workflow within Sugar. This documentation describes how to use the DocuSign integration in your Sugar instance.

For information on how to use DocuSign, please refer to the documentation on the DocuSign website.

Features

Sugar's DocuSign integration includes the following features:

• Request signatures on documents in the DocuSign dashlet or from the Documents subpanel on a specific record.
• View signature status in the DocuSign dashlet.
• Download signed documents from the DocuSign dashlet or the DocuSign Envelopes module.
• Create envelopes from the DocuSign dashlet.
• Resend envelopes from the DocuSign Envelopes module.

Prerequisites

• The DocuSign connector must be configured by a System Administrator before you can access the integration.
• Your Sugar profile must be configured with an account associated with a paid DocuSign plan before you can send envelopes from Sugar.
  Note: Free DocuSign accounts are allowed to send a small number of envelopes for testing purposes. Refer to the DocuSign website for information on the differences between account types.

While this documentation is written for Sugar users with a profile connected to a DocuSign account, limited functionality in the DocuSign dashlet can be accessed by other users. Please refer to the Using the DocuSign Integration without a DocuSign Account section for more information.

Suggested Settings

We recommend making the following admin configurations to your Sugar instance to optimize the user experience.

Note: You must be a system administrator to complete the following configurations.

• Unhide the DocuSign Envelopes module: The DocuSign Envelopes module is hidden by default. While you can create and select envelopes without making the module visible, you may want to remove the module from the hidden modules list via Admin > Display Modules and Subpanels for easier envelope access.
• Create a role for users who will have access to the DocuSign functionality: Most customers will want users to be able to access each other's envelopes (team permitting), but only edit or delete their own. To create a role that restricts users from editing or deleting other users' envelopes, create a new role via Admin > Role Management with the following settings:
  • Role Name: DocuSign Users
  • Module Permissions: For the DocuSign Envelopes module, set the following permissions:
    • Access: Enabled
    • Access Type: Normal
    • Delete: Owner
    • Edit: Owner
    • List: All
    • Record View: All

DocuSign Integration Workflow

The DocuSign Integration provides a link from your Sugar instance to your DocuSign account to request and manage signatures on documents. The basic steps of the DocuSign integration workflow include:

1. Initiate a request for signatures: You request signatures on documents within Sugar. Documents are managed within envelopes that contain one or many documents that are transmitted to and from contacts. The documents sent for signature are linked to parent records.
2. Select recipients: Identify the recipients of the envelope within your DocuSign account, which opens when you initiate a Send to DocuSign.
3. Monitor signature status: Access the status of envelopes in the DocuSign dashlet and the DocuSign envelope record.
4. Download signed documents: View and download signed documents from the DocuSign dashlet, the DocuSign Envelopes module, or the Documents module.

Note: The envelopes used to request and manage signatures within Sugar are accessible within your DocuSign account; however, envelopes you create directly in your DocuSign account are not accessible within Sugar unless you manually import envelopes.

Accessing the DocuSign Integration

The DocuSign integration is available in the following locations:

• DocuSign dashlet
• Documents subpanel Actions menu

DocuSign Dashlet

The DocuSign dashlet can be added to the home dashboard, list view intelligence pane, and record view intelligence pane. When the dashlet is displayed in list view, the records are filtered for the current module type when it is displayed on the home dashboard, where envelopes for all modules are included. When displayed in record view, the New Envelope tab is included to allow the quick creation of new envelopes.

Home Dashboard and List View DocuSign Dashlet	Record View DocuSign Dashlet

The dashlet is organized into the following tabs:  

• Overview: Provides a chart representing the status of all envelopes. Hover over each segment to view the number and percentage for each status. Click a segment to display details in the dashlet's Envelopes tab.
• Envelopes: Lists all envelopes added to DocuSign, including the envelope status, date created, created by user name, and a download link*. The envelope name links to the Document Envelope record.
  * Only the user that created the envelope may download it via the Envelopes tab on the DocuSign dashlet. Other users may download the envelope from the DocuSign Envelopes module, depending on their team and role permissions.
  
• Drafts: All envelopes in draft status. Click the Open Draft button (folder icon) next to each envelope to open the document in DocuSign. The envelope name links to the Document Envelope record.  
  
• New Envelope: This tab is only displayed when the dashlet is in the record view intelligence pane. Click the Add Document button to open a Search and Select drawer where you can select documents to add to the new envelope, and then click the Send button to open the envelope in DocuSign. 
  

Documents Subpanel Actions Menu

Select "Send to DocuSign" from the Documents subpanel Actions menu to send the selected document for signature through DocuSign:

Using the DocuSign Integration without a DocuSign Account

Users without a DocuSign account or those who do not have their Sugar profile connected to their DocuSign account can access the DocuSign dashlet with limited functionality. These users can access the following:

• The Overview and Envelopes tabs in the DocuSign dashlet.
  
• DocuSign envelope records from the dashlet's Envelope tab. While the download link is available to these users, they can only download completed documents if they created the DocuSign Envelope record.
  

Note: The "Send to DocuSign" option is displayed in the Documents subpanel Actions menu for these users, but an error message displays if they attempt to use this action.

Signatures

You request signatures on documents through the DocuSign Integration in Sugar, which opens your DocuSign account where you manage the recipients and the signing workflow. Requests for signatures and the resulting signed documents are sent through envelopes, which are maintained within your Sugar instance. Envelopes are automatically created when you initiate a "Send to DocuSign" and are managed in the DocuSign Envelopes module. You can request signatures on any Sugar document from the DocuSign dashlet or the Documents subpanel in a related record.

Requesting Signatures for Individual Documents

To request signatures from the Documents subpanel, select "Send to DocuSign" from the Actions menu. A new page opens with your DocuSign account, where you will select recipients, identify the signing workflow, and send the request.

Requesting Signatures for Multiple Documents

You can request signatures for multiple documents associated with the same record in the record view DocuSign dashlet.

To request signatures for multiple documents:

1. On the DocuSign dashlet New Envelope tab, click the Add Document button. A Search and Select drawer opens with the available documents.
   
2. Select the checkboxes next to the desired documents, and then click the Select button. The documents are added to the list in the DocuSign dashlet.
3. Click the Send button to open DocuSign, where you will select recipients, identify the signing workflow, and send the request.
   

After the request is sent from DocuSign, a DocuSign envelope record is created in Sugar and the envelope is added to the list on the DocuSign dashlet Envelopes tab with "Sent" status. The envelope name is the name of the first document added to the envelope.

Note: The envelope recipients will see the name associated with your DocuSign account as the sender, not your user account name in Sugar. 

Selecting Recipients

Envelope recipients are identified within your DocuSign account when you initiate a "Send to DocuSign"; you do not select recipients within Sugar.

Viewing Signature Status

View the status of sent envelopes in the DocuSign dashlet or the DocuSign Envelopes module. Please refer to the DocuSign documentation for a description of status types.

DocuSign dashlet	DocuSign Envelopes module

Downloading Signed Documents

Completed documents are saved with "- Completed" appended to the original file name. You can view and download signed documents in the following locations within your Sugar instance:

• DocuSign dashlet (only available if you created the envelope)
  
• Documents module
  
• DocuSign Envelopes module
  
  To download completed documents from a DocuSign envelope record, select "Fetch completed document" from the record's Actions menu. The document will populate the record's Completed Document field.

Note: Signed documents are also available in your DocuSign account.

Managing Envelopes

You can perform the following actions within the DocuSign envelope record to manage the envelopes created in Sugar:

• Resend the envelope
• Manually retrieve the latest status
• Find and merge duplicate envelopes

Resending Envelopes

Envelopes that are in "Sent" and "Delivered" envelope status can be resent to the original recipients. To resend envelopes, click the Resend option in the DocuSign envelope record. 

Updating Envelope Status

To update the envelope status, select "Fetch envelope" from the DocuSign Envelope record. The Status field is updated and a new entry is added to the Comment Log.

Merging Duplicate Envelopes

To find and merge duplicate envelopes:

1. From the Document Envelope record's action menu, select "Find Duplicates". A Search and Select drawer opens with any duplicate envelopes found.
   
2. Select the checkboxes next to the records to merge, and then click the Merge Duplicates button.
   

For more information on finding duplicates and merging Sugar records, please refer to the User Interface documentation.

Importing DocuSign Envelopes

The envelopes you create in Sugar are maintained in Sugar and are also available in your DocuSign account. The envelopes you create in your DocuSign account are not accessible in your Sugar instance unless you import them via a CSV file.

To import DocuSign envelopes:

1. From the DocuSign Envelopes module Actions menu, select "Import DocuSign Envelope".
   
2. Click the "Download Import File Template" link to download a file that contains the correct format for uploading envelopes.
3. Follow the instructions in the template and save. The Envelope ID column is required and must be populated with the IDs from DocuSign.
4. Click the Choose File button and navigate to the file you just created.
5. Choose to create only new records with the uploaded envelopes or to also update existing records, and then click the Next button.
   
6. On Step 2 of the wizard confirm that the header rows appear as expected, and then click the Next button.
7. On Step 3, the wizard attempts to match fields to the header rows in your file. Make any desired changes, and then click the Next button at the bottom of the page.
8. On Step 4, select the fields to use for duplicate checking by dragging fields from the Available Fields list to the Fields to Check list.
   
9. Click the Import Now button to begin the import.

DocuSign Envelopes Module

The DocuSign Envelopes module was added to Sugar to support the DocuSign feature. The DocuSign Envelopes module is where you can upload DocuSign envelopes in bulk and manage existing DocuSign envelopes. This section provides information specific to the DocuSign Envelopes module. For information on views and actions that are common across all Sugar modules, such as editing and deleting DocuSign envelopes, please refer to the Working with Sugar Modules section of this page.

Note: The DocuSign Envelopes module is hidden by default. If you do not see the DocuSign Envelopes module, please check the Layout Options in the Advanced tab of your user profile or ask your Administrator to unhide the module via Admin > Display Modules and Subpanels.

DocuSign Envelope Fields

The DocuSign Envelopes module contains a number of stock fields that come out-of-the-box with Sugar. For information on using and editing various field types, refer to the User Interface documentation. The definitions below are suggested meanings for the fields, but the fields can be leveraged differently to best meet your organization's needs. Administrators or users with developer-level role access have the ability to alter, add, or remove fields via Admin > Studio. For more information on configuring fields, please refer to the Studio documentation in the Administration Guide.

Working With Sugar Modules

While the DocuSign Envelopes module has some features that only apply to DocuSign envelopes, it also uses the Sidecar user interface that most Sugar modules are based on. The following sections detail menus, views, and actions common to Sidecar modules and contain links to additional information within the page or links to the User Interface documentation.

DocuSign Envelopes Menus

The DocuSign Envelopes module contains various options and functionality that are available via menus in the module tab, list view, and record view. The following sections present each menu and its options with links to more information about each option in the User Interface documentation or, for DocuSign Envelopes-specific functionality, within this page.

Module Tab Menus

The DocuSign Envelopes module tab is typically located on the navigation bar at the top of any Sugar screen. Click the tab to access the DocuSign Envelopes list view. You may also click the triangle in the DocuSign Envelopes tab to display the Actions, Recently Viewed, and Favorites menus. The Actions menu allows you to perform important operations within the module. The Recently Viewed menu displays the list of DocuSign envelopes you most recently viewed. The Favorites menu displays the list of DocuSign envelopes you most recently marked as favorites.

The module tab's Actions menu allows you to perform the following operations:

For more information on module tab menus including reasons a module may not be included in the menu, see the User Interface documentation.

List View Menus

The DocuSign Envelopes list view displays all envelope records and allows for searching and filtering to locate specific envelopes. You can view the basic details of each record within the field columns of the list view or click an envelope's name to open the record view. To access a module's list view, simply click the module's tab in the navigation bar at the top of any Sugar page.

List View Mass Actions Menu

The Mass Actions menu to the right of the checkbox option in the list header allows you to perform mass actions on all currently selected records. You can use the checkbox on each record's row to select individual records or click the checkbox in the list header to select all records displayed on the current set of list view results.

The Mass Actions menu allows you to perform the following operations:

List View Record Actions Menu

The Record Actions menu to the far right of each record's row allows you to perform actions on the individual record directly from the list view.

The list view's Record Actions menu allows you to perform the following operations:

Record View Actions Menu

The DocuSign Envelopes record view displays a single envelope in full detail. To access a DocuSign envelope's record view, click a hyperlinked document name from anywhere within Sugar. The record view's Actions menu appears on the top right of the page and allows you to perform various operations on the current record.

The Actions menu allows you to perform the following operations:

Common Views and Actions

In the table below, the left column contains links to the User Interface page covering topics that are applicable to all Sidecar modules. The right column has links to sections of the current page that cover topics specific to DocuSign envelopes.