<img height="1" width="1" style="display:none" src="https://www.facebook.com/tr?id=691116991096043&amp;ev=PageView&amp;noscript=1">
Skip to content
  • There are no suggestions because the search field is empty.

Using DocuSign eSignature within the Vault

Discover how to use the DocuSign solution from within a contract or vendor record.

 Take Control

 Estimated Read Time: 5 Minutes

Sections in this article:


To learn about using DocuSign within Gatekeeper, see the video demonstration below:


Requirements for Using DocuSign in Gatekeeper

Before you can send a file for DocuSign through Gatekeeper:

Send and Manage DocuSign Envelopes

Users who are assigned as an eSign Sender can initiate and manage the DocuSign process.

Initiate an eSignature Request

  1. Navigate to the Files tab of the vendor or contract record.
  2. Click Start eSign on the relevant file.
    1. If you have both Gatekeeper eSign and DocuSign enabled, select DocuSign as the signature method.
  3. Click Next.
  4. 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.
  5. Click Send.

docusign process

DocuSign will then send out the eSignature requests via email, as below:

Track DocuSign Requests

Once a document has been sent for signature, its progress can be tracked and managed within Gatekeeper in several ways.

From the Contract or Vendor Record

Navigate to the Files tab of the relevant vendor or contract record, then click the DocuSign Status to view the audit history of all signer interactions.

docusign from the repository-1

From the Files Repository

From the navigation menu, click Files and use the eSign Status filter to refine the list. To locate your DocuSign files, you can filter by either of the following statuses:

  • Completed: shows all fully signed documents (sent via Gatekeeper eSign or DocuSign)
  • Other: shows files that are not completed

Note: Because users are not synchronised between Gatekeeper and DocuSign, the statuses Awaiting Internal and Awaiting External don't apply to documents sent via DocuSign.


docusign from files tab

Manage DocuSign Envelopes

The following actions are available after an envelope has been sent:

manage envelopes from repo

  • Resend: Sends a reminder to any outstanding signatories.
  • Correct: Allows you to amend signer details or signature fields.
  • Void: Cancels the signature process. All signatories and recipients will be notified by email, including any reason provided at the time of voiding.

Complete a Signature Request in DocuSign

Note: Signing a document via the DocuSign integration follows the same process as signing directly in DocuSign. For more in-depth information, we've included links to DocuSign Resources below.

Respond to a DocuSign Email

When a document is sent to you for signature, you’ll receive an email notification that looks like this:

Click Review Document to access the DocuSign envelope:

Now you can follow the below steps to sign a document:

  1. If this is your first time signing with DocuSign, review and accept the disclosure notice to allow data sharing between Gatekeeper and DocuSign.
  2. Click each signature field to apply your signature.
  3. The first time you sign, you’ll be prompted to confirm the appearance of your signature and initials. DocuSign will pre-fill these using your name.
  4. Once all required fields are completed, click Finish to submit the document.

Monitor For Updates

When you’re involved in a document signing process, you’ll receive automatic status updates throughout. For example:


As a signer, you will receive updates in the following scenarios:

  • When another Signer has viewed or signed the document.
  • When the Sender has corrected the document and you no longer need to sign.
  • When the Sender has voided the document.
  • When all signatures have been completed. This email will include a link to view the envelope in DocuSign and a copy of the signed document as an attachment.

FAQs

What happens if I forget to sign?

The sender can send reminder emails with new signing links to prompt action. If no action is taken within 7 days, the original link will expire and a new one will need to be generated.

Can I delegate a signature to somebody else?

Yes. See the following resources from DocuSign for guidance:

Can I permanently delete documents stored in DocuSign?

Yes. By default, DocuSign retains envelopes and their documents indefinitely. You can log into your DocuSign account to permanently purge documents if required by your data retention policies.

Gatekeeper will still retain the signed document and its associated DocuSign certificate of completion on the relevant contract/vendor record once the signing process is complete. See the following resources from DocuSign for guidance:

Is there a maximum file size for documents which are signed via this feature?

Yes. Gatekeeper follows DocuSign's file limitations.


DocuSign Resources

When you initiate a DocuSign request from Gatekeeper, the process will open in a new browser tab and be fully managed within DocuSign. If you encounter any issues or need further support, refer to the following DocuSign resources: