Configure Document Move Automation

Document automation includes a plug-in for DocuSign® electronic signature. There are specific configuration options that need to be set up to allow this to work.

Create the Event

  1. From the Event Manager, click Workflow. Expand the Document Move node then click on the Automation option. The Document Move Automation configuration options will appear.
  2. Click Add to open the Automated Task Configuration window. The General tab is visible.
    1. Name - Enter a name that uniquely identifies the event.
    2. Select a Received By workflow status from the drop-down list. This is the status monitored by the Event service to move documents to another status.
    3. Add a Description for this event. (Optional)
    4. Chose an Exit Code from the drop-down list. Exit controls manage the processing of the task. Options are:
      • Continue
      • Exit on Success
      • Exit on Failure

      For a complete description of the exit codes and what they do, refer to Exit Code Controls.

  3. Click on the Conditions tab. You can specify the conditions that can be used to determine the execution of the event. The conditions will vary depending on the event being created.
    1. Check the box next to the optional condition(s) to enable them.
    2. Then, click on the link to open a drill-down window relating to each of the specific conditions.
    3. Click on any of the links in the Optional Conditions list to open the associated configuration dialog screen.
    4. Once you have selected all the necessary conditions, click OK to close and save the configurations and return to the event notification window.
    5. Each selected and configured optional condition will be listed in the Rule Description box.
      • To edit the rule, click on an underlined value.
      • The Options... button allows you to clear all conditions and view the conditions in XML format.
  4. Click on the Action tab.
  5. (For each condition, TRUE or FALSE) click the Add button and select the Electronic Signature option.

    The Electronic Signature Action Properties dialog screen opens, displaying the General tab.

Electronic Signature Action Properties

General tab

  1. Enter a Name that uniquely identifies the action.
  2. Chose an Exit Code from the drop-down list. Exit controls manage the processing of the task. Options are:
    1. Continue
    2. Exit on Success
    3. Exit on Failure

    For a complete description of the exit codes and what they do, refer to Exit Code Controls.

  3. Verify the DocuSign Logic Plugin is automatically selected in the Logic Plug-in drop down.
  4. Recipients - Recipients are users identified in data from DocuSign who need to sign documents.

    Click the Add button to open the DocuSign Recipient window.

    General Tab

    1. Name (required) - Enter the name of the recipient or use the ellipsis button to select a token corresponding to the recipient's name if it is an indexed property on the document.
    2. Email (required) - Enter the recipient's e-mail address. Use the ellipsis button to select a token that relates to the e-mail address if it is an indexed property on the document.
    3. Enter a Description to identify this recipient.
    4. Action (required)- The action identifies what the recipient needs to do with the document (sign the document, view the document, or receive a copy).
    5. Sequence - The order in which recipients receive a document to sign or view it before it is sent to the next recipient. By default, the sequence increases by 1. However, this can be customized to meet business requirements. If multiple recipients need to receive a document at the same time, the sequence can be the same. For example, if two recipients need to sign a document at the same time, set the sequence for each recipient to '1'.
    6. Document Tabs - Document tabs define the areas on a page of a document need to be signed. You can configure the location and look of the tabs.

      Click the Add button to open the DocuSign Tab Properties window.

      • Tab Type - Use the drop down to select the tab type. The parameters you can modify are based on the tab type you choose.

        The tabs correspond to the available fields you can select in DocuSign. The available parameters for each tab varies, and allow you to customize the tab how you want.

    Email Tab

    If any specific instructions or details need to be sent to the recipient, add that information here. The text here will be appended to the email text defined on the Email tab of the email signature action properties.

Conditions tab

You can specify the conditions that can be used to determine the execution for this event.

  1. Check the box next to the optional condition(s) to enable them.
  2. Then, click on the link to open a drill-down window relating to each of the specific conditions.
  3. Once you have selected all the necessary conditions, click OK to close and save the configurations and return to the event notification window.
  4. Each selected and configured optional condition will be listed in the Rule Description box.
    1. To edit the rule, click on an underlined value.
    2. The Options... button allows you to clear all conditions and view the conditions in XML format.

Email tab

Specify the subject and message content that will appear in the envelope sent to each recipient. If left blank, DocuSign will provide default values for each.

If there is a message configured on the Email tab of the recipient configuration, it will be appended to the message content here.

Reminders tab

By default, DocuSign designates an expiration for each request. Configuration on this tab will mimic the settings in DocuSign. Any changes here, such as enabling automatic reminders and sending expiration warnings will will be used in place of the settings in DocuSign.

Processing tab

Configure the electronic signature workflow status for each envelope status. The document in DocLink will be routed based on information received from DocuSign.

Pending Signature - This is the status a document is moved to when a document is transmitted to the recipient. It correlates to the DocuSign "Sent" status, which is the first status DocLink receives after successfully sending to DocuSign.

Completed - The status a document is moved to when DocLink receives information back from DocuSign that all recipients have completed their actions. This correlates to the DocuSign "Completed" status.

Voided - The status a document is moved to when DocLink receives information that an envelope has been voided in DocuSign. This status correlates to the DocuSign status "Voided".

On Failure - If DocuSign identifies a transmission failure, the document is moved to this status. There is no associated DocuSign status.

Decline - A document is moved to this status when a recipient has declined to sign it. This status correlates to the DocuSign "Declined" status.