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Coupa Success Portal

DocuSign

Overview

CLMA includes a native integration with DocuSign that enables users to send contracts and documents out for signature, directly from the CLMA interface. It also enables users to track the progress of the signatories and will automatically download the signed document from DocuSign.

Scoping Questions

  1. Does the customer intend to sign documents via CLMA, using DocuSign?
  2. Does the customer have a DocuSign account?
  3. Will signatories be expected to sign both client’s paper and third party paper?
  4. Will users always know who the signatories are when the contract is being drafted?
  5. Are there use cases whereby non-contractual or supporting documents will need to be attached to the contract documents to be signed off as a package?
  6. Is there an expectation that users who send contracts for signatures, will receive notifications of DocuSign activities?

Design Options

There are 3 areas of design to be considered:

  1. Which of the DocuSign fields to auto-populate?

It is possible to populate the following fields via data captured during the Contract Interview process:

  • Signee Name
  • Signee Signature
  • Order of Signee (i.e. 1 signs first and 2 signs second, etc.)
  • Action (i.e. whether person is a signee or a reviewer)
  • Email subject (if needing to be different from the default)
  • Email body (if needing to be different from the default)

Best practice is to populate all of these (except the email subject/body) during the interview, as you are able to apply validation (e.g. choosing from a dropdown list) to reduce errors from free typing values. However, it is not always known during the drafting stage who the signees will be, especially of the counterparty. If there is a need to revisit the interview prior to signature, it can be populated then, but if the revisit is purely to update the DocuSign data, then it is more efficient to just enter this during the actual ‘Send for signature’ step.

  1. Whether to ‘Send on Behalf of’?

If users other than the DocuSign admin needs to receive emailed updates on signature progress, then it is possible by using the ‘Send on behalf of’ feature.To use this feature, the user requires then own DocuSign account/license. Their email address can then be configured in CLMA such that they appear as a user in the ‘Send on behalf of’ list. Please refer to <> for more information on configuring this feature

  1. Whether to ‘Send’ directly or from DocuSign itself?

It is possible to design the Contract Templates to specify where the Signee name and signature will go, through the placement of ‘anchors’ (i.e. a specific string, normally added in white font). As such, it is possible to launch the DocuSign process from CLMA. However, if other DocuSign features need to be used (e.g. adding a CC recipient to the email), then the user should instead launch the process from DocuSign itself.

The DocuSign feature in CLMA has the following options:

  • Send: Sends the document for signature
  • Open Sender View: Launches DocuSign where the user can use further features before sending for signature

Where the contract is on 3rd party paper, it is still possible to sign via DocuSign. In this case the user should use ‘Open Sender View’ where they can manually set the signature anchors (and use any other relevant features).

Considerations

  1. The DocuSign integration uses an integration token, generated from a DocuSign account. This account will be the ‘sender’ account, so emails received by the signing parties will appear to be sent from this user. As such, if an account has not already been set up, recommending the customer set up a “generic” DocuSign account, e.g. no-reply@customer.com.
  2. If there are use cases whereby non-contractual or supporting documents will need to be attached to the contract documents when signature is initiated, consider the following:
    • Uploading the supporting documents in the contract transaction (using the ‘upload’ function) and selecting the supporting document as an attachment when initiating DocuSign, in the Attachment section
    • Users can download the contract document, open the document in Word (if the document is a Word doc) and copy/paste the content of the supporting document. Users can then re-upload the contract document and initiate the DocuSign workflow
    • If non-contractual documents are exhibits, appendices, etc, consider having such documents be generated when creating the initial draft document (as a single amalgamated document)
  3. If there is a need to include recipients as copy, consider adding the recipients to cc’d manually via the ‘Open Sender View’ DocuSign interface
  4. Only the owner/admin of the customer DocuSign account will receive notification of DocuSign activities. Users who send documents for signatures will NOT get notification of activities, except the DocuSign Send On Behalf Of is configured

Things to avoid

  1. When using the ‘Send on Behalf Of’ list, ensure that user emails in the list match exactly how user emails are saved on the account as it is case sensitive.
  2. Avoid configuring the ‘Send on Behalf of’ feature ahead of any users being set up. At least one user needs to be set up otherwise the DocuSign workflow will throw an Unknown Server Error i.e users will be unable to send a document for signature
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