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Using DocuSign on a Workflow

Learn how to enable and use DocuSign within your Gatekeeper contract and vendor workflow processes.

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Estimated Read Time:  5 Minutes

Sections in this article:


Configuration

 

Enable the DocuSign Action ⚙️

To ensure the DocuSign functionality is available to users, you must enable the action on the relevant workflow phase. To do this:

  1. Click the relevant phase to edit it.
  2. From Actions, select the Enable DocuSign checkbox.

enable docusign on WF

 

Configure Transitions ➡️

After enabling the DocuSign action, you’ll need to configure what happens to cards once that action is complete. By following the steps below, you can use the completion of DocuSign signatures to automatically move workflow cards to the next stage:

  1. Click on the DocuSign phase to edit it.
  2. From Transitions, select the radio buttons to determine the phase you want cards to move to in each section:
    1. If eSign Completed – the phase cards should move to when all signatures are complete.
    2. If eSign Declined – the phase cards should move to if the envelope is declined.

Note: Configuring a transition for the eSign Declined outcome is optional, leaving this unset allows for the document to be updated and the signature process to be restarted if necessary. This is only possible if the workflow card remains active and has not been archived.

Send Envelopes via DocuSign 📩

Once the workflow has been configured for DocuSign, users can initiate the process within a workflow card:

  1. Click a card to open it once it has arrived at your DocuSign phase.
  2. Click Start.
  3. Select the file you wish to send for signature, and the Host (i.e. the record in your Gatekeeper repository where the signed document will be stored)
    1. If you have both Gatekeeper eSign and DocuSign enabled at the same phase, you can select which method you wish to use before preparing the document/envelope.
  4. Click Save & Next.
  5. You will now be directed to the DocuSign envelope setup page. Prepare the envelope by assigning all signatories, and placing the signature details in the document.
  6. Click Send.

Note:

  • The workflow card must be associated with a contract/vendor record to be able to start the DocuSign process. See Associate Existing Contracts and Vendors in a Workflow Form for further details.
  • The workflow cards must have a linked PDF document in order to be available for selection when creating a DocuSign envelope.

Manage DocuSign Envelopes 

The following actions are available after an envelope has been sent. 
  • Resend: Sends a reminder to any outstanding signatories.
  • Correct: Allows you to amend signer details or signature fields.
  • Void: Cancels the signature process.
    • After voiding, you can click Restart to begin again with a different document or updated signatories.
    • Alternatively, an admin may choose to move the card to a Done phase to close out the contract setup entirely.

Track DocuSign Processes 🔎

There are several ways to track the status of a DocuSign envelope:

Kanban Board View

Workflow cards will display an additional footer on the Kanban board, showing the DocuSign status without needing to open the card:

From the Workflow Card

After opening a workflow card, the History section will display a detailed audit log of the DocuSign activity associated with that card.

From the Contract/Vendor Record

The Files tab within the vendor/contract record will display any associated files that are part of a DocuSign process. Click on the status to view the detailed audit log.

WFtoContractDSAudit-gif-1

From the Files Repository

Clicking Files from the navigation menu will display all files you have access to in Gatekeeper. If a file is linked to a DocuSign envelope, its current status will be displayed. Click the status to view the detailed audit log.

 

FAQ 💬

Q: Do users need to be eSign Senders to use DocuSign on a workflow?

A: No. Workflow permissions operate independently from standard user permissions. As long as a user is assigned ownership of a workflow phase that has the DocuSign action enabled, they can initiate the process.

Q: Do we need to use Gatekeeper's eNegotiate tool to be able to DocuSign a file on a workflow?

A: No - any PDF document that is associated with the workflow card can be signed.

Q: Can we configure the workflow to automatically use either Gatekeeper eSign or DocuSign based on contract type (or other criteria)?

A: Not directly within a single phase. While both options can be enabled on the same workflow phase, users will be given a choice and Gatekeeper cannot enforce which signing method is used.

To enforce the selection based on specific criteria (such as contract type), you can create two separate eSignature phases:

  • One with Gatekeeper eSign enabled
  • One with DocuSign enabled

Then, using Conditional Transitions, configure the workflow to automatically route cards to the appropriate phase based on the criteria you define.

 

Additional Reading 📚