DocuSign Fields
A breakdown of all of the Fields created by the DocuSign Integration Process for different Record types.
Once a document has been setup for a specific record type, the DocuSign integration will automatically create a series of Custom Fields as outlined in the tables below. Depending on the volume of records in your database for each record type, the Custom Field creation may take some time to complete. You will not be able to use the integration until all fields have successfully created i.e. have a Status of Available in the Custom Fields configuration area for a given record type.
All fields are created with the “Show by Default” checkbox set to FALSE, therefore your Form Layouts will need to be configured with a new section to show the following fields:
All Record Types
Regardless of which Record Type is selected in the Plugin, the following fields are created:
| Field Label | Data Type | Description |
|---|---|---|
| DocuSign | IFrame | This IFrame shows the DocuSign UI within Workbooks and allows you to generate and review DocuSign Envelopes before sending |
| DocuSign: Date Format | Picklist | If you have mapped date fields in your PDFs, choose whether dates appear in British or US date formats in DocuSign |
| DocuSign: Document Status | Picklist | This Field keeps you informed of the last action taken against the document, whether your recipients have reviewed it, and whether it has been signed. |
| DocuSign: Envelope ID | Text | A unique Id that is generated for the Envelope by DocuSign that allows the IFrame to identify the correct Envelope to load. This will change every time a new Document is generated. |
| DocuSign: Envelope URL | URL | The URL that the IFrame is loading within the tab. A URL is only valid for a few minutes after a document has been generated. If a URL expires, you will need to regenerate the document. The integration will attempt to retrieve the draft again. |
| DocuSign: Last Action | Date & time | The date & time an action was last taken against the document by a recipient. |
| DocuSign: Signed Document | File | The signed file attached directly to the Main tab of the document that can be easily downloaded and viewed as required |
| DocuSign: Signed URL | URL | The URL to the signed document. Useful to share with other users if they do not have access to the record directly in Workbooks |
Transaction Documents
All Transaction Document types have two additional fields that allow you to automatically copy the document to a new Record Type when a signature has been received:
| Field Label | Data Type | Description |
|---|---|---|
| DocuSign: Copy Document on Signature | Picklist | Enable this setting if you wish to create a Copy of the Document once the signature has been received. |
| DocuSign: Copy Document to Type | Picklist | Select the Document Type you would like the record to be copied to if the above setting has been enabled. |
Invoice Specific Fields
In addition to the above, Invoices also have fields that allow you to configure automatic payments through DocuSign (providing you have the relevant DocuSign feature enabled):
| Field Label | Data Type | Description |
|---|---|---|
| DocuSign: Payment ID | Text | The unique Payment Id that is provided by the Payment Gateway allowing you to identify the payment across both systems easily. |
| DocuSign: Show Payment Option | Picklist | Enabling this setting allows you to take Payment directly from the Invoice, disabling this will show your Company’s bank account details on the Invoice if you are using the Workbooks Unified PDF. |
| DocuSign: Payment Method | Picklist |
Select which Payment Gateway you will be using, this information is pulled from your DocuSign account so you must have the gateway configured in DocuSign first. |
Activity Fields (Multi-Send Mode only)
When the integration is configured with Multi-Send Mode switched on (see here for further information) – further fields, specific to the Activity record are created. Fields created in the All Record Types section are also available on Activities to monitor document status.
| Field Label | Data Type | Description |
|---|---|---|
| DocuSign: Document Name | Text | The name of the document being sent out as per the document settings configured during setup. Useful if you are sending different documents from the same record. |
| DocuSign: Date Format | Picklist | If you have mapped date fields in your PDFs, choose whether dates appear in British or US date formats in DocuSign |
| DocuSign: Document Status | Picklist | This Field keeps you informed of the last action taken against the document, whether your recipients have reviewed it, and whether it has been signed. |
| DocuSign: Envelope ID | Text | A unique Id that is generated for the Envelope by DocuSign that allows the IFrame to identify the correct Envelope to load. This will change every time a new Document is generated. |
| DocuSign: Envelope URL | URL | The URL that the IFrame is loading within the tab. A URL is only valid for a few minutes after a document has been generated. If a URL expires, you will need to regenerate the document. The integration will attempt to retrieve the draft again. |
| DocuSign: Last Action | Date & time | The date & time an action was last taken against the document by a recipient. |
| DocuSign: Signed Document | File | The signed file attached directly to the Main tab of the document that can be easily downloaded and viewed as required |
| DocuSign: Signed URL | URL | The URL to the signed document. Useful to share with other users if they do not have access to the record directly in Workbooks |