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DocuSign Users Manual

1. Figure 1 DocuSign Home Page On the DocuSign home page click Edit in the DocuSign ID Card box This brings up the full range of Administrator options in the left pane The Account Administration options are shown below w Account Administration Address Branding Billing Invoices Connect Features Reminders amp Expirations Users dee Groups Permission Profiles Envelope Publish Locked Out Users Electronic Record and Signature Disclosure Application Marketplace API Figure 2 DocuSign Account Administration Options 15 In the left pane in the Account Administration section click on Users Other functions can also be performed from this display For example Permission Profiles can be set for User types Permissions can also be specially set for individual Users via the Users screen below Show 105800 users Look for Permission Ma Groop s e Adrninistratees H Everyone Aj Adrmunistratees Everyone Account e Administaters Administrator e Everyone Sign Done BA Newman e com Craig Memti Craig merf2 agdof com Dennis Sides dennis sides Qag com Figure 3 DocuSign Users This shows a display of all the active DocuSign Users for this account Clicking the choice box for Show closed users will also display all previously active users Clicking Open for any User will display more detailed information about their Account Permissions Addre
2. Figure 58 DocuSign Recipient Screen The DocuSign Envelope and Recipients tables are usually accessed from within the Contract CHANGES TO THE CONTRACTS TABLE When DocuSign is first deployed several fields and a new tab are added to the Contracts Table The fields added include three linked sets of fields for the signers Internal Signer 1st Party Signer and 2nd Party Signer along with their email title and so on These fields are linked to the People table but they do not require a source record that is they allow you to type a new name email title and so on into the field for a given Contract The Action button is added to Create DocuSign Envelope The related tables of DocuSign Envelopes and DocuSign Recipients are also added to the layout on the new Tab which is called DocuSign Envelopes 80 Le f internal Signer Dennis Sides Intemal Signer Email dennis sidesiPagilot com O internal Signer Title o intemal Signer ID 4220 181 Party Signer Name Sandy Johnson o 131 Party Signer Email ewemtestuserBeomail som O 131 Party Signer Title President o tst Party Signer 42 310 2nd Party Signer Name Jonn Conrad o 2nd Party Signer Email ewemtestusergigmail com 2nd Party Signer Title Sales Manager o 2nd Party Segner ID 4240 DocuSign Envelopes Status 1 record s found 1 pages Click here to re count records Edi D1 Status Sendet Altached Documents Create amp Preview Send i 9 Draft AgilotAdmin
3. 39 To see how all this is tied together refer back to Figure 16 which shows how the Create DocuSign Envelope action button was configured which specified that there would be three signers one internal and two external This is why there are three Signer information blocks shown in Figure 16 Also refer to Figure 18 which shows how these signers are mapped into the contract document Once the Signers and Documents have been defined it is time to generate the DocuSign Envelope 2 CREATE A DOCUSIGN ENVELOPE As mentioned previously DocuSign processes envelopes which are containers that hold one or more documents to be e signed by one or more email recipients routing information for those recipients and the order in which the e signing is to occur Now click the Create DocuSign Envelope action button to create the entire envelope containing e The contract document to be signed agreement final rev2 docx e Name and contact information for the three signers who will be notified via email to sign e Signing order Send Order and roles Signer CC etc for the three signers It is worthwhile to study the relationship between Figure 23 below and Figure 16 to see how the fields in the envelope are populated based on the DocuSign Action that was defined Sa DocuSign Envelope Save Cancel Envelope Status Erwelope Status Draft Linked Record contract 238 Sender Dennis Sides Subjed Your signature is needed for
4. DOCUSIGN USERS MANUAL Last Updated June 18 2014 Version 2 0 Table of Contents DOCUSIGN EENEG 6 AGILOFT CERTIFICATION BY DOCUSIGN cscecescscscecececaccccscscscncncececcececseseneucaenecsesesesenenensnscscsesesenenenenscseseseneneneas 6 AGILOFT INTERFACE TO DOCUSIGN eneen ek KN KN KEEN KN KN ENKE KN KN KEREN KN KN KN KN ENKEN KN KN EE EEN KN KN Ke 6 DEFINITIONS Um T SET UP THE DOCUSIGN USERS AT DOCUSIGN 11 eere eene eene e eene nne n nnne n nnne a nnne a naue a anna anu KEN 14 SET UP THE DOCUSIGN EXTENSION AT AGILOFT eeeee eene eren enne nn nnne nn nnn annua nnne a nhan anna nennen 17 set Up the Doc Slgn Admi Tata a 19 Detine Ihe DOCUSICWM SEIVCl aeaa TU 20 Bien Ree Re Be ne EE 20 Add ihe Remaining DOCUSISM sels entia odd idis Id Os ere Deeds eu osi Dr hath ise vedo cei nsus 21 Deciding How to Store the Signers and Documents in Agloft ENEE 23 Review Configure DocuSign Envelope Creation Actions eeeeeeceseeeee eene eene nnns 24 Create Update Print Templates to Add DocuSign Tags ENNEN 28 Signing Contracts Provided by External Parties ENEE 35 PROCEDURES FOR SENDING DOCUMENTS TO DOCUSIQN 11 rrr rrr rrr 37 STEPS FOR DOCUSIGN USERS SENDERS ssscccssscccsssccccsacccasscccsnscccasscecassccsaracecosssccsnsascocaiccdassassaasceaniacenaasnens 37 1 PREPARE THE CONTRACT RECORD ssssssccssssccnsseccsss
5. 4 15 2014 Dennis Sides English Registered The envelope was created by Dennis Sides Created 20411PMPT AP 72 172 176 143 4 16 2014 Dennis Sides Enghsh Sent Dennis Sides sent an invitation to Bill Sent 23216PMPT US invitations Newman com Web 10 203 101 83 4 17 2014 Bill Newman Enalish Viewed Bill Newman viewed the envelope Sent Figure 38 DocuSign Envelope History This will show every action taken on the envelope in sequential order and is a more complete picture of the signing process than the envelope status display in Agiloft This display will not be created until the envelope has been sent to the first signer 54 The envelope Certificate of Completion display is as follows Certificate of Completion Subject Contract 233 is ready for signature Source Envolopa Document Pages 6 Certificate Pages 5 AutoNav Enabled Envelopeld Stamping Enabled Record Tracking 4 15 2014 2 04 10 PM PT Signer Events Bil Newman amp lom Contracts Manager Agioh Securty Level Email Account Authentication None Electronic Record and Signature Disclosure Not Offered ID James Martin corn Sales Manager ABC Electronics Lovet Email Account Authenticabon Nona Access Code Electronic Recerd and Signature Disciosure Accepted 4 17 2014 8 17 08 AM PT ID 33470002 1208 4cc1 06d5 5o 10d d63ba21 Brenda Smith icom Contract Assistant EE E Recerd and Signature Disclosure Accepted 4 17
6. O l c o D L C n D C e j l o T m lt m O d e CA 3 I Se D c et D Click Send then click Choose an Online Document Click My Templates and then click the desired template The template as originally created will be displayed see above screenshot You can make changes here i e add change signers change email message etc Click Send Now or Next to preview the email document change tags etc before sending Recipients will receive in signing order emails requesting their e signatures 73 APPENDIX A SAMPLE CONTRACTS FOR E SIGNING The best way to have a hassle free user experience of the DocuSign Integration is for the administrator to prebuild standardized Print Templates in Agiloft with the necessary DocuSign tags Once print templates for your various contract types have been created in Agiloft the e signing process becomes both simple and automated To assist you with your DocuSign setup an abbreviated contract document is provided here The next two pages will be the first and last pages pages 1 and 6 respectively of a sample Agiloft contract The first page shows some standard S metadata tags and the next page shows the signing page for the contract which was set up for one internal signer Agiloft and two external signers ABC Electronics Note that the Sdocusign lt type gt lt field name gt lt role name gt tags on t
7. Subject This is the default email Subject line that all Recipients will receive when they are invited to sign Variables from the record may be included in the Subject For instance if the Subject was Scontract title the title of the contract would be used The default email body message for each signer will be included on the Recipients tab Set up the Recipients on the Recipients Tab Up to five default email Recipients Signers can be specified by clicking the Recipients tab on the DocuSign Action screen Note that Recipients can also be entered manually when creating a DocuSign envelope This will be described in the section Create a DocuSign Envelope on page 40 25 In the screen below Figure 16 Add DocuSign Action Default Recipients three default recipients e signers have been specified in the default DocuSign envelope creation In this example one Internal Signer e g someone from your company and two external signers people from your client s or customer s company are specified Note that any of these default recipients can be overwritten or edited before the contract is sent out for signatures In a given contract if there are only one or two signers defined then the additional signers are simply ignored so the action should define the maximum number of signers for a document There is a strict relationship between the information in these fields the metadata signing tags in the contract document or te
8. you need 353 313 c please contact DocuSan Demo Support perreo ret T De6cuS n The Global Standard b s Transaction Ma spement Figure 40 Email Notification for Signer1 Note that the special email Message information that was entered on the Recipients screen for this signer appears in his notification email If an access code was assigned by the sender then the signer will have to enter that code and click Validate before getting access to the document 57 Please enter the access code to view the document Dennis Sides Agiloft From The sender has requested you enter a secret access code prior to reviewing the document You should have received an access code in a separate communication Please enter the code and validate it in order to proceed to viewing the document Access Code abc987 _ never received an access code Figure 41 Signer Enters His Access Code Next the signer is asked to click a checkbox specifying that they agree to do business electronically with the sender If the companies have conducted electronic business before through DocuSign the message might read I consent to use Electronic Records and Signatures The screen is below Request for Signature Dennis Sides Agiloft Documents 1 ABC_Electronics support_contract 233 docx CONSUMER DISCLOSURE From tme to time AgioR we us or Company may be requred by ww to provide to you certam writen notices or da
9. 2014 9 57 40 AM PT ID 410dc931 3228 458 83233 323409e60278t In Person Signer Events Editor Delivery Events Agent Delivery Events Intermediary Delivery Events Certified Delivery Events Carbon Copy Events Envelope Number FF7CE1A0725E450086465FCF 53B4248F Signatures 3 Ingials O dennis sides2aglloft com Signature Lac eigr ty BL Mea WO MR COP 191 Using IP Address 209 37 102 67 ria 1129300 e9t neo Using IP Address 209 37 102 67 Data md by bed S voe Doe Using IP Address 209 37 102 67 Signature Status Status Status Status Status DocuSign Botcusto Status Completed Denres Sidas 460 Seaport Court Sute 200 Redwood City CA 94063 IP Addross 72 172 176 143 Location DocuSign Timestamp Sent 4116 2014 2 32 16 PM PT Viewed 417 2014 7 44 29 AM PT Signed 417 2014 7 52 04 AM PT Sent 417 2014 7 52 05 AM PT Viewod 4 17 2014 B8 17 08 AM PT Signed 4 17 2014 9 35 55 AM PT Sent 4117 2014 0 35 55 AM PT Viewed 4117 2014 9 57 40 AM PT Signed 4 17 2014 10 11 55 AM PT Figure 39 DocuSign Certificate of Completion 55 PROCEDURES FOR E SIGNING AT DOCUSIGN The previous section showed how an Agiloft DocuSign User Sender creates an envelope for e signing by preparing a document or template identifying the signers and specifying a signing order As demonstrated the sender has complete control and oversight of the e signing process from start to finish
10. 23 the envelope is complete The Sdocusign xxx metadata tags have ideally already been inserted into the attached document and rendered into the signing tags that DocuSign will display for the signers Once the DocuSign Envelope record Figure 23 and the DocuSign Recipient records Figure 24 and Figure 25 are complete the Sender now has three choices e Send will send the envelope to DocuSign with no further interaction From there DocuSign will immediately send an email notification to the first signer s e Create amp Preview will send the envelope to DocuSign and allow the sender to check the document at DocuSign and preview the signing tags that each signer will see If any changes need to be made the sender will be able to make them at that time described in more detail in the next section e Discard will delete the envelope and Recipients from Agiloft and nothing will get sent to DocuSign With the Create amp Preview choice the sender has the option to use the DocuSign interface to manually insert the signing tags He she could attach a plain document without the Agiloft metadata tags to the envelope specify at least one signer and click Create amp Preview Additional signers could 43 be added at DocuSign and the drag amp drop functionality could then be used to add the signing tags for each signer This will be outlined in a later section Additional Functionality at DocuSig
11. 40 Email Notification TOF SIENA ES 57 Figure 41 Signer Enters His Access Code 58 Figure 42 Signer Agrees to Electronic Signing 58 Figure 43 Signing BIOCK TOP SEN Zaid 60 Figure 44 CHOOSING a SienatUre cust ou abdo a eta eb A d luu eA utl e epo iN Det 61 Figured5 Conf misIghl gus ere dr 62 Figure 46 Sign Up for a Free DocuSign Account 62 Figure 7 Self E Sena Docentes A MB ce uo c pic a us 64 Figure 45 Reslzing an Added Tae uei eroe ide id 64 Figure 49 DocuSign Account Features ssessessessessessesseeseeserserserssesreseessesresrrosrosrsseereeseeseesesseeseesee 66 Figure 50 Dashboards at DocuSign cccccccsssecccesececcensccceeescceceuseceseunececseneccesseecessenecesseneceesegeeeetas 67 Figure 51 Manage Email Notifications at Docusign a a T 68 Figure 52 Manage DocuSign Permissions ssessessessessessessessesserserssrseessrssesrrssrosroresseoresseoseesesseeseesee 69 FIeure 53 DOUSSEN REDONS cn qn eeitares ibo enin ema etian etia aestu Rea need tcn v esa D ed ur aea epe rd ors 70 Figure 54 Manage DocuSign Template Screen 72 Figure 55 Using Colorto see Farsi a eene CPP operi tud opa 74 Figure 56 Default Roles ai o neret eoe dl ep vao eio d 78 Figure 57 DocHsSIBI Envelope Screens acacia de beta b EO dois ooo Cetus d eos oe 79 Figure 58 DocuSign Recipient Screen 80 FIgure 59 New Siener Fellini 81 DOCUSIGN OVERVIEW DocuSign is the leading eSignature solution in t
12. Agiloft for a description of the Tables Fields and Actions that are added as part of the DocuSign Deployment 18 After clicking the DocuSign Deploy or Configure button the screen below will appear Save Cancel pocusign Extension DocuSign Server Demo Change Serve demo docusign net Accept Real Time Updates No Connect Id DocuSign Users Status No records New ei Mass Edit PY Delete 7 Revoke Access Views db Y Search O v Action Choose one Table Choose one EN Save Cancel Figure 8 DocuSign Extension Setup SET UP THE DOCUSIGN ADMINISTRATOR The first step is to set up the DocuSign Administrator as a DocuSign User in Agiloft Remember that the DocuSign Administrator must be set up on DocuSign first The user should also be created already in the People Employees table in Agiloft Click New in the DocuSign Users action bar to bring up this screen Z DocuSign User da Save Cancel pDocusSign User A Login dsides O Full Name Dennis Sides O DocuSign User Name Email dennis sides Magiloft Access Granted No DocuSign Password 40000000020 User must be authorized to send envelopes documents If you are self registering please type in your DocuSign User Name Email and Password it wont be stored locally to grant access If you are DocuSign Account Administrator you can grant access to other users by typing in their User Name Email and leaving the password fiel
13. Company a i s the End User License Agreement for Agric and hereby incorporates the Fidis Aere epes el taii The Customer has purchased the Tue Tm standard annual soppeet upgrade contract for its license of Agdoft Approve Es i j oom em 1 INTRODUCTION Data Ten fum ek P sn Check Bax K This Agreement covers standards foe the provision of sofware support aed upgrades by Provider 10 Rade Besa P Customer in connection with that End Uter License Agreement dated as of Jun 01 2014 between Customer and Provider the License Agreement This Agreement terminates on May 31 2015 and may Drop Down DI he renomat fee aX sen Al uode mnn P ug Met D Biasa ba Zi Send Preview GoBack SaeDrat Oca Changes ome mnt av Docu Sign Englan 017 e Terms OfUse Support Feedvack Stelectual Property Prisc Pobey Copyright 2014 DocuSiga Inc At rights reserved Figure 29 DocuSign Review Figure 29 shows the document being reviewed at DocuSign Along the right are the page number icons for this 6 page document Pages with a yellow icon indicate that there are signing tags there Along the 45 left are the various signing tags that can be dropped onto the document The Tag for dropdown in the upper left will indicate which signer is assigned the tags which are currently highlighted Here the sender can check that the tags are assigned to each signer reposition the tags if necessary verify that each tag is referen
14. Customer Signon Form rev2 docs Create amp Proview EN DocuSign Recipients Status 3 record s found pages Click here to re count records e Edi 10 Cie ti Status FulName Email Tide Rote Name Message Erwelope 4 25 1 Draf Dennis dennis sidesgPag IniernalSsgner Please sign Mis contract then will be sent to Sides of com De custormmervendor for signature Figure 59 New Signer Fields When deploying DocuSign manually on an older KB only the Admin group has view permissions for the new tables and fields Permissions will need to be manually added for other user groups When starting from a KB where DocuSign has been pre enabled the DocuSign specific tables and fields will be visible by default to a new group called DocuSign User This way they will not get in the way of other users until you decide you want to finish setting up and start using the DocuSign integration In this case even the admin group may not see all fields on the layout and will not see the tables in the left pane To quickly turn on all elements simply edit the admin user and add the DocuSign User group to his Groups field 81
15. DocuSign Roles table Here is a list of some standard Agiloft metadata tags for DocuSign and their functions Sdocusign SignHere lt role name gt Inserts a Sign Here icon in the document where signer lt role name gt Role Name is expected to sign Signature mme docusign FullName field name role name The field name parameter will come from the dropdown selection for Recipient Field for that signer Role Name in the DocuSign Action configuration screen Figure 16 Add DocuSign Action Default Recipients Agiloft inserts the full name of the role name gt Role Name person from the People table if via lookup or from the name typed in on the Contracts DocuSign Envelopes for that signer docusign FullName internal contract owner role name Agiloft inserts the Internal Contract Owner field from the Contract record Sdocusign FullName party1 signer full name role name Agiloft inserts the 1st Party Signer Name field from the Contract record in the DocuSign Envelopes tab Sdocusign Title lt role name DocuSign will pre fill this field from the last time this signer typed in their title at DocuSign otherwise the signer is prompted to type in their title DocuSign stores title information for both users senders and signers but signer titles are not shown in its address book display 29 Title DocuSign Administrator e Sdocusign DateSigned lt role
16. Name 5 Tite Date Teo M S Brenda Samih Signature Gis e eg EE Name Brenda Smith Title Contracts Dept Date 4 18 2014 Figure 47 Self E Sign a Document To create their own signing tags the signer clicks on the tool tip icon at the upper right to see the list of available tags Under certain circumstances the signer may have to click the More dropdown and select Correct and choose Edit Documents and Tags The signer selects a tag from the list drags it to the desired location in the document and then drops it Tags can be repositioned by drag and drop and or resized by clicking on the resizing points ABC Electronics Dot rei Uy Signature Su T Nene e An T TSSULA a Name Susan Jones Title New Tite in DS Date 4 18 2014 Figure 48 Resizing an Added Tag The signer then types in their title which DocuSign saves in its address book When all the tags have been placed the signer clicks the Finish button on the upper right A popup window will ask Are you finished signing your document Yes No If Yes is clicked DocuSign sends an email notification to the next signer if any 64 In summary DocuSign treats the added signer like any other signer but the signer must manually add his her own signing tags ADDITIONAL FUNCTIONALITY AT DOCUSIGN Agiloft has implemented the basic functionality to get documents e signed on DocuSign The DocuSign website itse
17. Recipient signer must first agree to do business electronically with the sender If the sender has specified an Access Code the signer is asked to input it to gain access to the document The Signer may be asked to select a signature style The Recipient signer is guided through the document s to each place requiring his her input DocuSign combines all documents in the envelope into one file noted by a separator in right pane The Signer can navigate through the file for review before signing The Signer will see any previous signings but not any tags meant for other signers DocuSign prompts the signer for action at each tag Note that the signer can decline signing assign another signer instead elect to sign on paper etc After the signer has completed all requested actions the signer is asked to confirm their signing by clicking the Confirm Signing icon on the left The Sender receives status update emails as each signer processes the document 11 DocuSign also maintains a complete history of all signer actions which is available to the sender 10 DocuSign repeats steps 6 9 in turn for the next signer s specified by the sender if any 11 When all signing is complete the sender and all signers get an email with a pdf of the fully signed document Rules defined in Agiloft can then automatically update the related Contract and Documents associated with the Contract 12 CREATE AND CONFIGURE AN ACCOUNT AT DOCUSIGN As
18. TO DOCUSIGN Agiloft provides embedded integration with DocuSign and this document will explain how to set up and use that interface to send and e sign your important electronic documents all from within your Agiloft KnowledgeBase Note that notification emails are sent to signers by DocuSign and that all actual e signing is performed in the cloud through the DocuSign website This document will assume that the reader has some familiarity with much of the Agiloft functionality and especially that relating to Contract Management and the use of document print templates and metadata tags The Agiloft interface is intended to be as self sufficient as possible in that the Agiloft customer can perform all their e signing functionality from within their Agiloft KnowledgeBase without ever having to go to the DocuSign website other than to e sign documents However the DocuSign website does have additional functionality and some users may need to perform some operations at DocuSign depending on their business requirements The main action that may need to be done at DocuSign is adding the special DocuSign signature tags to the document before sending it This can be avoided for documents created from standard print templates in Agiloft or from your standard company print templates preconfigured with the DocuSign tags But for documents provided by 3rd parties that cannot be easily modified it will generally be easiest to add the tags through the drag a
19. add a new recipient Select a recipient and click the Delete icon in the action bar to delete a recipient Send the envelope to DocuSign Send tells DocuSign to start the e signing process without any envelope review Discard deletes this envelope and does not send it to DocuSign Create amp Preview allows you to review the envelope and document at DocuSign Check the signing tags for each recipient before the e signing emails are sent out If the tags were not previously added by generating the document from a print template you can drag and drop them onto the document at this time If you ve created templates at DocuSign and your document matches one of them you ll be given an option to Apply the DocuSign template but if you have already set up the document and the recipient information in Agiloft with embedded DocuSign tags just click Cancel Select each signer from the dropdown and verify that the signing tags they will see are correct If not you can edit the document to correct the tags or close the window to return to Agiloft When all tags are correct click Send at the bottom to generate notification email s to the signers DocuSign notifies each recipient in turn by email that a document is at DocuSign awaiting signatures Note recipient with Send Order 2 won t get an email until recipient with Send Order 1 has signed The Recipient signer clicks the link in their email to be taken to the DocuSign website The
20. and of course you can create any type of signing block s you wish 74 AGILOFT CUSTOMER SUPPORT AGREEMENT Sample This Agreement is between Agiloft Inc a California Corporation Provider whose principal place of business is 460 Seaport Court Suite 200 Redwood City CA USA 94063 and Scompany_name located at Sstreet_address Scity Sstate province Szip or postal code Customer This Agreement supplements the End User License Agreement for Agiloft and hereby incorporates the limitations of liability and general provisions of that Agreement The Customer has purchased the standard annual support upgrade contract for its license of Agiloft 1 INTRODUCTION This Agreement covers standards for the provision of software support and upgrades by Provider to Customer in connection with that End User License Agreement dated as of Scontract start date between Customer and Provider the License Agreement This Agreement terminates on Scontract end date and may be renewed for additional twelve month periods In accordance with the License Agreement Provider has granted to Customer a license to use the Licensed Software as defined in the License Agreement Customer will operate the Licensed Software at its location in Scity state or province the Customer Facility which shall include any other location to which Customer may move its operations center in the future Customer has purchased licenses for both staff users Staf
21. clicking the Send button Each record must have a valid DocuSign login to enable the sending AUTOMATION There are two rules running on this table that run actions to add or remove the Agiloft DocuSign User to from the list of valid Users in the linked DocuSign Account These rules should not be touched DOCUSIGN ROLES Purpose This table is used to name the Roles that will be assigned to Signers and people identified as Recipients in the DocuSign Action to create the Envelope It has been prepopulated with four roles Docusign Role Name Customer3 Customer Customer InternalSigner Figure 56 Default Roles In the DocuSign Action Wizard when choosing the recipients the admin selects from this list for each recipient The role name is used in the DocuSign tags that are added to the document to match a Signer to his role and the role names must match exactly New roles may be added as needed and applied to the Signers and the Document tags 78 DOCUSIGN ENVELOPES Purpose This table holds the DocuSign Envelopes which contain a link back to the Contract from which they were created an embedded table of the DocuSign Recipients and a field with the attached files that will be sent to DocuSign to be reviewed signed A DocuSign Envelope is created when a user clicks an action button that runs a DocuSign Action By default a button called Create DocuSign Envelope is added to the Contracts table on the DocuSi
22. dennis SEN Sia Custom Signature Opbonal Signature initial l i a Options initia Apply Percentage Match Template Page Range SES Templates that match ABC Electronics support contract 234 docx ORT AGRE Full Name o A M Y 1009 template 1 6 First Name ate rporation Provider Last N ee l CA USA 94063 and Side Apply Cancel 1 Email Address Company ge M7 Cement for Agiloft ar limitations of liability and general provisions of that Agreement The Custom Title Fest standard annual support upgrade contract for its license of Agitoft Figure 28 Use DocuSign Matching Template In this case the sender has already created a complete envelope in Agiloft with all the desired information so he ll click Cancel to use his own envelope Clicking Apply would have used the DocuSign template instead of the envelope from the sender fo Bal Newman ba newmangagitLcomy James Marin Dane BCelecr nics com Brenga Sem r omg BCelecironics eom Message Contract 233 is ready for signatate Tag for e oi ool ZzsgwiWwiszs sms aq t Documents t Newman Sil newn 2 e VAC Ee Dieetart aa D SE F B 6 STOMER SUPPORT AGREEMENT Dex Frsi Name ae Agitolt inc a California Corporation Provider whose principal place of al Last ye sx le Court Suite 200 Redwood City CA USA 94063 and ABC Eectronics located at m Emol Santa Clara CA 94099 Customer Gi
23. desired documents in this table That action can update a field in the Attachments record which is then used in a filter on an Attachments field mapped to the DocuSign Envelope 2 Bygiving the Sender a multivalue file field from the Attachments table and having her select the Document s she wants See Figure 22 below the field Files to Sign shows all Attachments for this Contract The Sender simply selects one or more files to be included in the Envelope Internal Signer Bill Newman v Internal Signer Email bnewman agiloftcom o Internal Signer Title Procurement o Internal Signer ID 430 1st Party Signer Name James Martin O tst Party Signer Email jmarin ABCelectronics com O 1st Party Signer Title Purchasing Manager Le 1st Party Signer ID 428 0 2nd Party Signer Name Brenda Smith D 2nd Party Signer Email bsmith ABCelectronics comO 2nd Party Signer Title Contracts Admin o 2nd Party Signer ID 4290 Files to Sign agreement draft revt docx a Create DocuSign Envelope bP Figure 22 Selecting Signers and Files to Sign from a List Continuing with the ABC Electronics example Figure 22 also shows the Signer fields on the DocuSign Envelopes tab of the Contract layout By default this is where the Signers for the Contract are selected Remember that in the default setup we have specified one Agiloft signer Internal Signer and two external signers 1st 2nd Party Signers who in this case are James and Brenda of ABC Electronics
24. name gt DocuSign auto fills this field with today s date when the lt role name gt person signs the document e Sdocusign Text contract title lt role name gt Agiloft inserts the Contract Title from the Contracts record from the Contract Details tab The latter is just an example of what is possible In actual practice an Agiloft print template would just insert the variable directly onto the Document by using the standard variable Scontract_title There is no reason to use a DocuSign tag for a field that can be inserted directly from the Contract Example of Setting Up a DocuSign Contract For example assume the company ABC Electronics is a fictional customer of Agiloft whose annual support contract is up for renewal Here is some information from the ABC Electronics company record 30 B3 Company Save Cancel Key Info Locations and Contacts Sales Info Account Info Related Information ID 117 Status Active x Company Name ABC Electronics Parent Company o Company Locations Locations Status 1 record s found 1 pages Click here to re count records New 6 JO Unlink Views di Y Location State Edit ID Narnia Location Type Street Address City AGE Telephone 4 57 Santa Clara Headquarters 1540 Third Street Suite C Santa Clara CA Main Location Santa Clara x All Company Contacts Status 2 rec ord s found 1 pages Click here to re count records New 6 v O Views d e e v D
25. provided by the vendor is in docx format it is possible to define an Attached File action that will merge the signature page print template with the contract document to create a new docx or pdf document file that is then sent to DocuSign Pros e Cons The DocuSign tagging is automated so users don t have to worry about it The signature page can be merged using an action button or a rule so the contract manager can control it manually or built in logic may be applied such as if the Standard Contract Used field has a No value append the signature block otherwise don t There is less room for error since the system controls the tagging and it is preconfigured by the administrator The signers names and titles can be pulled automatically from Agiloft so they would not have to type in their name or title when they add their signature in DocuSign There may be legal issues with using an appended signature page instead of the preexisting signature block on the contract which would not be used The number of signers and their identities would need to be stored in Agiloft before the signature page is generated so they can be populated into the signature page If the contract is a pdf file it cannot be merged with the signature page so they would be stored as two separate documents It requires some semi complex automation for the print template to be merged a new document created and that document added to the contract for
26. the Agiloft KnowledgeBase Before Users can be set up on Agiloft they must first be set up on the DocuSign website Depending on the User s permissions as set up by the Account Administrator at DocuSign he she could be allowed other privileges such as adding other Users creating templates specifying routing information for envelopes etc These privileges would apply only to envelopes sent out by this User from the DocuSign website since any User sending out envelopes from Agiloft would already have these privileges See the section Permissions at DocuSign later in this manual for details Note that some of your Senders Users may already have a DocuSign account If that is the case you can continue to use their existing DocuSign logon ID email address or you can create a new ID for them in your DocuSign account using a different email address For bookkeeping purposes it is probably desirable that all of your Senders Users perform all their DocuSign activities from within one DocuSign account To add a DocuSign Sender at DocuSign go to the DocuSign website https www docusign net and logon as Account Administrator 14 Start a New Envelope Sign a Document Now Envelope Status Gettir Awaiting my Signature 0 Expiring Soon i FA Out For Signature 0 7 Completed 1 i See All Envelope Statuses a DocuSign ID Card 4 Need Dennis Sides Cennis sides Qapilor com Oo tapes By Dust Sides Deco M OO td CH AAA E Supp
27. the DocuSign integration setup will progress as follows 1 Sign up for a DocuSign account that fits your business needs Agiloft can help with this process Become familiar with the Agiloft DocuSign API this document and the DocuSign website Set up and configure your KnowledgeBase to interface with your DocuSign account 2 3 4 Set up DocuSign functionality for all employees who will be sending out documents 5 Decide how the DocuSign process will be accessed and used totally within the KB or not 6 Create templates for commonly distributed documents with the Docusign tags preconfigured optional 7 Use the interface to send sign and manage your documents KB only or KB and DocuSign Although much of this process is managed within the Agiloft KnowledgeBase all actual e signing and emailing to from recipients is done via the DocuSign website This document is primarily intended to describe the Agiloft KnowledgeBase processes For DocuSign processes and issues please consult the extensive information on the DocuSign website although specific links will be provided in this document as appropriate The main user documentation links are at http www docusign com support downloads http www docusign com sites default files DocuSign Service User Guide pdf 204 pages http www docusign com sites default files Account9620Administration9620Reference9620Guide pdf 51 pages OVERVIEW OF THE AGILOFT DOCUSIGN E SIGNING PROCES
28. want to consider 1 Moving all files into an Attachments table that has a link to the Contract and or to other tables to which an attached file may be related Typically with this implementation you will set up conversion from an attached file field in the Contract to a record in this table mapping the file into a new Attachment record and then emptying the attached file field in the Contract record This way print templates that create documents or inbound emails would both add the file s to a local field in the Contract then have it moved automatically into one or more Attachment records for better control If this method is used then you would create a field in the Contract that is a link to single field from other table with multiple values enabled with the source being the attached file field from the Attachments table The records are filtered to those Attachments for the current Contract This field provides a list of all related files and it can be labeled Files to Sign so that the DocuSign sender can simply select the files he wants to be part of the DocuSign envelope This is then the field that is used in the DocuSign Envelope creation action The above is the default setup for systems created after May 2014 23 2 Adding a new Attached File field just to hold the documents for Signature This allows the Sender to upload just the files he wants to send from a selection of other files However the drawback is that he
29. with most software DocuSign accounts are priced according to the desired functionality First you will need to determine how many of your employees and or groups will need to send out documents for e signing These are the Users and they will need to be set up as such by your DocuSign account administrator People who will be signing the documents either at your company or at your customers or vendors do not have to be registered at DocuSign There are no restrictions on the number of document signers With an Enterprise account at DocuSign you can have an unlimited number of users sending documents for signature The pricing is based on the number of envelope transactions per year with a minimum of 500 transactions per year at a current price of 5 75 per envelope for a minimum retail annual price of 2 875 year Volume and non profit organization discounts are available Contact DocuSign or Agiloft sales departments for additional information The next three sections will describe in detail the procedures for configuring your system at both Agiloft and DocuSign sending out documents for signature from Agiloft and e signing documents at DocuSign Following that will be a brief discussion of other features available at DocuSign At the end of this document there are two appendices e Appendix A Sample Contracts for E Signing This shows how to set up a contract with metadata tags for DocuSign e Appendix B DocuSign Tables and Fi
30. 87040F DocuSigned by Damas Pp ain James Martin NYK Draw 65280CE488704DF E Preview DocuSigned by OS SSES 65280CE488704DF James Martin 65280CE4887040F jiii os eT Mactin JM 65280CE48B7040F By clicking Adopt agree that he signat initials for sil purposes when I or my age Same 35 a pen an paper signatura of Y DocuSigned by DS Saee fta Tin Figure 44 Choosing a Signature The signer is given a choice of several DocuSign signature styles You can also draw your signature using a mouse or your finger stylus on touch screens Note that your electronic signature does not need to look like your actual signature to be legal If you do want your electronic signature to look like your actual signature you can upload a scanned copy of your signature to DocuSign see documentation The signer can also choose not to display the DocuSigned by enclosure DocuSign eSignature format around the signature Once the signer has selected a signature he she will be requested to click Adopt and Sign or Cancel After all the requested information fields have been completed either automatically by the template or by typing it in the signer will see a message saying All required fields complete and will be asked to click the yellow Confirm Signing button at the left 61 Docu zgn EAN e ep g This Agreement may be signed in one or m constitute one Agreement and each of which shall cons IN WITNESS WHER
31. AM PT d 3 Signed by James Mart e com 4172014 935 55 AM PT Jd A Signed dy Sends Smith a comp 4 17 2014 10 1155 au P Figure 36 Document Actions Options 52 The envelope Form Data display is as follows Envelope Data Sent 4 17 2014 9 35 56 AM PT Status Completed FullName Bill Newman Contracts Manager Sales Manager FulName James Martin Contracts Administrator Full Name Brenda Smith Envelope ID ff7ce1a0 725e 45dd 8646 5fcf53b4248f Subject Contract 233 is ready for signature PO CRCFOIPCE Annua Suppor FOOSE A Date Signed 4 17 2014 Date Signed 4 17 2014 Date Signed 4 17 2014 Full Name Bill Newman Contracts Manager Date Signed 4 17 2014 ocolos t Manager FullName James Martin Date Signed 4 17 2014 Contracts Administrator Ful Name Brenda Smith Date Signed 4 17 2014 ABC Electronics Annual Support Renewal 2015 Figure 37 DocuSign Form Data 53 The envelope History display is as follows Envelope History 4 15 2014 2 04 10 PM PT Subject Documents Contract 233 is ready for signature ABC Electronics support contract 233 docx Envelope ID Recipients ff7ce1a0 725e 45dd 8646 51c15304248f Bill Newman ax com James Martin ER a com Sen Brenda Smith e com 4 16 2014 2 32 16 PM PT Status Created Completed Status Date 4 17 2014 10 11 55 AM PT Location DocuSign Folge Dennis Sides Activity history Time User Action Activity Status
32. CUSIGN USERS TABLE ostia iittala a tc et ae ru eT 18 RETTEN eebe M ld ds 18 DOCUSIGN Ce WEE 18 POCUS CN ENVELOPES icon canada cete tcu i a ah Ae La heel ele lela ae DAL enn MM ue 19 PRUE ONION ESTEE I NA EE a O ei Sen ted e SD o fe ODA ON 19 DOCUSION RECIPIENTS a 80 CHANGES TO THE CONTRACTS TABLE e nennen nune hu nena he aa RR RR RR SR RR RRRR RRSR RR SR RR RR RR RR sy RR Regu nnmnnn nnn 80 Table of Figures FIeure L DocUSIgmHokde Page AAA ue cob ds 15 Figure 2 DocuSign Account Administration Options occcooccccnnccnonacononacononacnnonccnnnnrononarononarononnononoss 15 FIBUre 3 s DOCUS NUS Sas 16 Figure4 Set Up Do cusign Us is 16 Figure 5 View Change Information for DocuSign User 17 Figure 6 Initialize the DocuSign Extension 17 Figure 7 Deploy the DocuSign Extension Functionality ssec 18 Figure Docusigr Extension Setub iive e eec A Fo VER be va E e RAR 19 Figure 9 Add DocuSign System Administrator as the first DocuSign User 19 Figure 10 DocuSign Extension Confgeuratton 21 Figure T Add DOcuUSIEN USE A iia 22 Figure 12 Add DOCUSIeT Users oli 22 Figure 13 Configure Action lo le EE 24 Heure 14 Re Ee D gen ND EE 24 Figure 15 DOCUSICN ACTION Wiz Aa 25 Figure 16 Add DocuSign Action Default Recipients ssssssseessssreserrereseresesreresrrrrssreresererssrereserresseerese 27 Figure 17 ABC Electronics Comp
33. EOF the parties of ABC Electronic Agiloft CocuSigned by A NT A All required fields complete You will have an opportunity to save your copy on the next screen Click Confirm Signing when you are ready ABL crectronics Doc usigned by Signature Jas us Martin 65720CT 488 704 DF Name James Martin Title Date 4 17 2014 Figure 45 Confirm Signing Once the signer clicks the Confirm Signing tab he she will get an invitation from DocuSign to sign up for a free account note that this is optional Think that was easy it s just as easy to sign any document electronically even if 4 wasn sent through DocuSign Sign up for a FREE account today Email Password Confirm Password OR By cn me San Up Now Suton Selow you agree lo fe Fermi and Condens A Figure Ap Sign Up for a Free DocuSign Account 62 Options available at Figure 46 above Get a free DocuSign account Enter and confirm your password then click Sign Up Now Remember that signers don t need to be registered at DocuSign but senders do Download lower right Click to download a copy of the document Note that the signing block area will be complete only up through the current signer Print lower right Click to print a copy of the document Note that the signing block area will be complete only up through the current signer Exit Click the X in the upper right hand corner to exit this windo
34. S This section outlines the main points of the e signing process As was previously mentioned Agiloft provides complete embedded DocusSign functionality that allows KnowledgeBase KB contract administrators to perform the most common e signing procedures from within the KB In some cases KB administrators may perform some of their e signing setup management and reporting through the DocuSign website as well This latter capability will be summarized in a final section of this document However you choose to implement document e signing within your KB there is a similar basic flow to the process In general you will be sending documents from your KB to the DocuSign website which will in turn email invitations to the specified recipients inviting them to e sign a document Signers will be guided through the entire process by DocuSign and will be asked to input information at specified locations within the document marked by tags These tags also called tabs have typically been previously embedded in the document by the sender either by inserting metadata information into the document itself or by using the DocuSign drag and drop functionality on the DocuSign website The tags mark the specific locations in the document where each recipient is asked to sign here and where their name title and date signed will be placed A person who has been designated as both a DocuSign User in Agiloft and a User with Sender permissions in Docu
35. Sent 14 guum 1 Form Date intern a Sy Bat Newman Cuitomert James Martin Customer Convat2 3 isre 4 D Daa Bondi SMB ee mon 120057 PMT Formar E Deteted Kenne BA Newman Dennis Sizes Customer Erenda ST son Ewgeatn Supron Wee tina Denes 343 demana Roger Adama Customer 1 Re UPA 22 4102014 903 55 AM PT Jactes Mate neat Cermtcate v Search Folders gt Bl Newmar Customer James Marin Customer RM Es ready for 45820140 3 OA AM PT aot 95321 aug Mew Envelope den Sener fat C 1 Chaves lizate C a Now Toman V Ergi eo or Wer Customer Charat MEANA CUCA J erection ind 470014 10335PM PT 47201420727 PUI ce t Od for Signature Irtemalcsigner Bel Newman Customer Susan Jones Customer Wwstngreassignng signer gi 12014 12 1248 Pu PT bx Cte e Completed retta Zon Customer armes Mann 0311 1200 ML tg Comes Fatures 20 rain DUI Newman Customer Ep Customer ful mma Er Selected as COV signer Susan Jones testing AGENT 5 331 2014 1154 00 AM PT InbemaSisoner Bl Newman Customert to be Med i Customer to testing AGENT 3 tt 5 ERIE phot Mm b Templates 4 24 Folder y te bles in too Customer Roger Adame am 3219914 3113924 AM PT Za frm E TS OOO ae Sstrenaty Docement Envelope Status Compioted bese Cometa Envelope Subject Contract 235 is ready foe Geng Pages 6 E 1 Sent by Deos Tasos dermis tota aget Ces 4 16 2014 2 32 16 PM PT d 3 Signed Dy tiewman Q gt com 417201475204
36. Sign is allowed to send out documents for e signing Procedures for setting up these permissions are detailed in later sections After an Agiloft document has been set up for e signing what gets sent to DocuSign is called an envelope which can be thought of as a container similar to a paper envelope Each envelope contains e One or more documents to be e signed by one or more recipients e Contact information for those recipients e Routing information specifying the order in which the recipients will sign GENERAL DESCRIPTION OF THE E SIGNING PROCESS This is a general example based on a specific configuration Exactly how this process will work depends on the configuration of your KB the way you have configured the Docusign Create Envelope Action in Agiloft the fields you will use to hold the signers where you are storing the documents in an attached file field in the Contract or in a Documents or Attachments table within the Contract and whether you are generating the contract document and or signature page from an Agiloft print template or working with a contract document that cannot be edited i e a pdf file sent by a vendor 1 First establish procedures within your KnowledgeBase for how e signing will be added into your existing contract administration and approval processes This may include setting up templates with Agiloft Sdocusign xxx metadata tags this will be discussed in detail in Create Update Print Templates to Add DocuS
37. This section describes the duties and options available to the document e signers To aid in user understanding we ll continue with our original example of the Agiloft support contract for ABC Electronics As you recall this contract calls for three signers one from Agiloft and two from ABC Note that the sender needs to be set up as a DocuSign User by a DocuSign account administrator The signers of the document can be but do not need to be registered on their company s DocuSign account The process for signers is as follows e Respond to a notification email by clicking on the Review Document link e Enter the access code or any other security measures specified by the sender if any e Create or choose a signature style first time only e Review the document e sign and provide any other signing information as requested The signer can also defer or decline signing or specify someone else to be the signer e Each signer will get a pdf copy of the document with signing information up to that point e When signing is complete the sender and all signers receive an email with the completed pdf document link which can be used to save the document locally The email notification logic can be adjusted at DocuSign by the account administrator to avoid getting emails on every change to the envelope See Figure 51 below DocuSign displays all documents within an envelope as one file with page number tabs along the right for eas
38. age 6 is below 75 f This Agreement may not be assigned by either party except in connection with and under the circumstances permitted under the License Agreement Subject to the foregoing this Agreement will be binding on the parties and their respective successors and permitted assigns g This Agreement may be signed in one or more counterpart copies all of which together shall constitute one Agreement and each of which shall constitute an original IN WITNESS WHEREOF the parties of Agiloft Signature Name Title Date company name Signature Name Title Date Signature Name Title Date Contract signing page 6 above with invisible tags This is what should get sent to DocuSign The same page with these tags made visible is below 76 f This Agreement may not be assigned by either party except in connection with and under the circumstances permitted under the License Agreement Subject to the foregoing this Agreement will be binding on the parties and their respective successors and permitted assigns g This Agreement may be signed in one or more counterpart copies all of which together shall constitute one Agreement and each of which shall constitute an original IN WITNESS WHEREOF the parties of Sdocusign contract_title InternalSigner Agiloft Signature Sdocusign SignHere InternalSigner Name Sdocusign FullName internal_signer_full_ name InternalSigner Title Sdocusign Titl
39. any Contacts ccccccssseccccessececeeseccccesecceeeeecceesesecessenecesseneceesenseeeeas 31 Figure 18 Contract Signing Block as Seen at Agiloft ooonccncnonnnnccnacnnnnnnonononanonnnnanonnnnnaronnonanonnos 32 Figure 19 Contract Signing Block as Seen at DocuSign ccccccssseccceesececeeecceeeesececsuseceeseneceeeenseeeees 34 Figure 20 Contract Record for ABC Electronics nic 38 Figure EE Ee Ehe get EE 39 Figure 22 Selecting Signers and Files to Sign from a List oocccccnnccnnonnncnnnonaconnnnanonnnnnnccnnnnnconnonanonnos 39 Figure 23 DocuSign Envelope for ABC Electronics cccccccsssececessececeenececceeecceseuseceseuneceesenecessaeeeeeeas 40 Figure 24 Add a Special Message TOF Siener T nes 41 Figure 25 Require an Access Code for SIGNEl eege 42 Figure 262 DOcusien Envelope Status Tabs A A ied 43 Figure 27 Completed DocuSign Envelope vrois iissren reisiin inana ei a a Eo is 44 Figure 28 Use DocuSign Matching Template 45 Figure 29 DocuSIgr TEE 45 Figure 30 DocuSign Signing Tag Review 46 Eigure 3J3 Signing Tags at DOCUS Misa AA A 47 Figure 32 Signing Tag Propertie EE 47 Figure 33s Docusien ENVELOPE ansni 49 Figure 34 Aerort Envelope ETC 50 Figure 35 Making Envelope Corrections ini A ee Re 51 FIgeure 36 Document ACTIONS OPON Sad 52 Figure 37 DOCUSICN FO MDI 53 Figure 3S DocuSign Envelope HISTORY ara dida 54 Figure 39 DocusSigrn Certificate oT ECO 55 Figure
40. asis or clarity In some cases like type the quotes indicate the exact term For role name the quotes 28 indicate the exact term the user selected for the Role Name field in Figure 16 Add DocuSign Action Default Recipients The format for all Agiloft DocuSign tags is Sdocusign lt type gt lt field name role name gt where Sdocusign begins each metadata tag for DocuSign functionality The Agiloft DocuSign API translates these tags into commands for DocuSign to process type is one of SignHere FullName Title DateSigned Company or Text Text is the default type and is used to display a wide range of text fields Text tags can also be used to retrieve data typed in by the signer described later Note that there are no quote marks in type quotes are shown here only for readability field name optional null or the specific field name in Agiloft that you want to be inserted or retrieved role name the explicit Role Name of the signer which is assigned during envelope creation This tag gets assigned to a specific signer via the role name parameter There is a one to one correlation between role name in the metadata tag Sdocusign type field name role name and the Role Name parameter specified for that signer in the Create a DocuSign Envelope section on page 40 The choices in the role name dropdown come from the entries in the
41. ate Signed Click to edit properties Figure 31 Signing Tags at DocuSign Select the person whose tags you want to review by clicking on their name in the upper left Tag for dropdown Those tags will then be displayed in yellow Clicking on each tag in this example Bill Newman s Title tag will reveal an information box with up to four icons E right arrow click this arrow to expand the display field not present for signature icons L anchor symbol hover over this to display the field this tag is anchored to e ES X inside circle delete this tag gear symbol click on this to edit the properties of the field zm Title Tag Properties Recipient Bill Newman Step 1 EI Label Tool Tip Title 1 vLocation Fromieft 278 Fromtop 585 Y Anchor Sdocusign Title InternalSigner v Formatting Properties Characters per line 2 Calibri v 10 Lel Black Bo fi yu Required Locked v Conditional Fields Display this tag only if the following conditions exist Parent Tag select e Parent Value Apply Cancel Delete Save as Custom Figure 32 Signing Tag Properties Note that by clicking and holding any tag you can reposition it Repositioning can also be done by clicking a tag and then pressing the arrow keys In addition you can change any of the information listed in the Tag Properties box above 47 ADDING TAGS If working with a document that was not g
42. ated from the field in Agiloft or it can be requested by DocuSign when he signs There are a couple of reasons why you may want to use a DocuSign Tag over an Agiloft one you may get more complete data that way since Signers are asked to fill out the field Also signers may delegate their signature authority to another person at their company so the actual signer may not match the Agiloft Signer data Shown below is what that signing block page will look like for the first ABC Electronics signer James Martin whose Role Name Customer 1 At this stage the contract has been sent out for signature and has been signed by the Agiloft contract administrator whose Role NamezInternalSigner Note that the tags above in red font have been made invisible by specifying white font The first ABC Electronics signer James Martin will see the display below Note that no signing tags appear yet for the second Customer signer Brenda Smith Signing order will be explained in the section Create a DocuSign Envelope The fields filled in by DocuSign for the Agiloft signer and the first Customer1 signer are underlined for clarity 33 g This Agreement may be signed in one or more counterpart copies all of which together shall constitute one Agreement and each of which shall constitute an original IN WITNESS WHEREOF the parties for Agiloft Support Contract Agiloft Decutugned by BL Maia Signature immensheh Name Bill New
43. between when the contract is ready for signing and when it is actually sent for signature Signers Add Tags while Signing If no tags are added before the document is sent for signature then the signers can add the tags manually when they sign The interface in DocuSign allows them to add tags for date name title and their signature to the appropriate places in the document see Figure 30 DocuSign Signing Tag Review Pros e This spreads the burden of tagging to the individuals doing the signing e tallows the process of sending to happen automatically without user intervention e The Contract manager doesn t have to spend time manually entering all the tags 35 Cons The user interface is not as simple as it might be signers may become confused about how to add tags and sign You do not typically train your external signers so you cannot ensure that they do it correctly The process may bog down due to signer confusion Using a Preconfigured Signature Page Template Using Agiloft s Print template capabilities it is possible to preconfigure one or more signature pages to add to any documents provided by vendors The signature page can consist of preconfigured DocuSign tags for the signers so no tags need to be manually added to the document Some legal language may be added to the page in addition to the title of the Contract or any other fields from the contract or document record in Agiloft If the contract
44. card Changes Discards any changes you made during envelope review Send Click the Send button on the bottom left of the DocuSign screen to begin the e signing process If the sender is the same person as the first signer he she will be asked Would you like to sign your envelope now yes no Save Draft in DocuSign envelope template format This option will save the envelope in the sender s Draft folder and it can be reexamined at another time Bringing up the Draft copy will display the envelope screen below Figure 33 Note the signing order diagram that can be displayed by clicking Order Diagram From this Draft display you have these options e Next takes you back into the document in review mode e Send Now sends out the envelope e Save Draft saves any changes you made during this editing phase e Discard Changes discards any changes you made during this editing phase 48 Manage Dashboards Reports Documents for Signature Order Document Document Actions Browse from my Computer 1 ABC_Electonics suppor_contvact 233 60 Acbons o Pages 0f Choose an Online Document Recipeents and Routing zc Order mad Mame Action identity Recpient Ema aca Ue D s 1 Dil newmangiagiloft com Dm Newman Sign Email Ix Recipient Name 2 pnartin ABCelectonics com BE James Martin Sign Email 3 bsmmABCelectronics com SS Brenda Smith Sign Email o Add Sigeer Add CC A Oroa Diagram Email Message Bill New
45. cing the proper Agiloft Sdocusign xxx field reformat or delete the tag etc In the screen below we ll first examine the tags for the InternalSigner in this case Bill Newman To Bill Newman billnewman agiloft com James Martin marin ABCelectronics com Brenda Smith bsmith aABCelectronics com Message Contract 233 is ready for signature Tag for x m co Oo XT ep vd O a Lon Bill Newman bil newer g This Agreement may be signed in one or more counterpart copies all of which together shall Custom constitute one Agreement and each of which shall constitute an original Signature ks IN WITNESS WHEREOF the parties of ABC Electronics Annual Support Renewal 2015 f Optional Signature puc a initial Agiloft Optional ntial Signer Attachment Y inc uh First Name Ee Last Name ke m Emal Address tz Title Company cs Tue S Date Date Signed zum Approve Decine x ABC Electronics Dats Fiel Ma Sign Here Check Box vi Signature Radio Button o Drop Down TE Name Full Name Note D Formula m 7 Title Title Date Date Signed Sgn Mere Signature Y Name Full Naze Title tle Date Date Signed Figure 30 DocuSign Signing Tag Review The signing tags are illuminated for each signer as the signers get selected in the Tag for dropdown Note that only actual signers will appear in the Tag for dropdown Any tag can be expanded by clicking on it 46 Agiloft Signature Name ull Title Date D
46. ciosares Descrbed below are the terms aod conditions for providing to you such notices end d aciosures ciectronicaly through the Dorun hc DocuSign electronic si9nng system Pase read the nformaton below carefully and thoroughly and if you can access mas niormaton electronicely to your satafacton and agree to these terms and conditions please confirm your agreement by cicung the 1 agree bution el the bottom of tha document Read Electroni Record and Signature Daciosure Y I consent to use Electronic Records and Signatures __ Reve Document Dedine Finish Later Change Signer Figure 42 Signer Agrees to Electronic Signing The Review Document button does not become active until the consent box is checked 58 Each email recipient potential signer has these options Review Document Review sign and provide all requested information in the document Decline Recipient is asked to provide the sender with a reason for declining to sign This effectively ends the signing process and notification emails are sent to the sender and all previous signers Finish Later Recipient can return to the document anytime by clicking the email link Sign on Paper Physically sign and then return the signed document by fax there are some restrictions See the DocuSign documentation for more information Change Signer The document can be reassigned and sent to someone else for signature A reason will also have to be provided this op
47. contract ABC Electronics Support Reni amp Zached Documents Attach Manag 1 agreement fin a rev2 doc Recipients Status 3 record s found 1 pages Click here 10 re count records d wo Mass Eat YA Delete to yews et w Seam o Eat ID i eris Status FullName Email Tite RoleName Message Envelope 4 33 1 Draft Bull bnewmangagioftcom Procurement iniernaiSigner Please sign this contract then it wil be sent to Newman the customenvendor for signature 3 34 2 Deaf James jmamng BC electr Purchasing Customer Please sign me contract when you are ready Martin onics com Manager 4 35 2 Drak Brenda bs mth BCelectr Contracts Customer2 Please sign me contract when you ate ready Smith onics com Admin Figure 23 DocuSign Envelope for ABC Electronics Note that in this example the Recipient record for the second external signer Brenda has been modified via the Edit icon for parallel signing Send Order 2 for both James and Brenda so either James or Brenda could sign first 40 The following is a detailed explanation of the DocuSign Envelope record Envelope tab This shows the main data elements in the envelope and the three attached DocuSign Recipients records Remember that Recipients are the Signers who will receive an email from DocuSign when it is time for them to e sign the document The Figure 23 envelope defines a sequential parallel signing order 1 2 2 for the signers who will be invited to sign in this or
48. cuSign Envelope Creation action here directly The DocuSign Action is a new action type available for Rules and Action Buttons once DocuSign is enabled When DocuSign related Actions are displayed in the Rule Wizard they are all prefixed by a Create DocuSign Envelope A Attach SLA Figure 14 DocuSign Action Prefix The DocuSign Action Wizard A DocuSign Action can be configured for any table in Agiloft By default when we enable the DocuSign extension we add the action to the Contracts Table We preconfigure it to use certain fields for the documents to be sent the signers and so on These settings can be changed to fit your preferred configuration by editing the action itself The action defines the fields that represent the signers the signing order signer roles the email subject and message lines for the emails sent to the Signers from DocuSign and the location of the files to be signed within the record This information can be set up initially and modified at any time later as business needs change 24 The following section describes the default setup of the Contract Table Create DocuSign Envelope Action The options are accessed by selecting the action from the Action drop down shown in Figure 10 DocuSign Extension Configuration above and clicking the Edit Action button EZ DocuSign Action Save Cancel Docusign Action Recipients Name Create DocuSign Envelope Description Create DocuSig
49. d blank Save v Cancel Figure 9 Add DocuSign System Administrator as the first DocuSign User 19 Look up the user by typing their login or Name into the fields and using the lookup e Full Name The user s Full Name in Agiloft should match the name input at DocuSign e DocuSign User Name Email must match the email address input at DocuSign e DocuSign Password must match the password input at DocuSign you must type this in Then click the Grant Access to DocuSign action button to add the Administrator Before proceeding if you are logged in as a different user to Agiloft logout and log back into Agiloft as the DocuSign Administrator user you just set up DEFINE THE DocuSiGN SERVER DocuSign assigns its customers to a specific server type which maps to a DocuSign web address In most cases this will be a production server called NA1 which will use www docusign net NA1 will generally be the value that should be selected Other server choices available via the Change Server action button are NA2 also for production accounts Demo for demonstration i e non production accounts EUT call your DocuSign representative for more information Preview call your DocuSign representative for more information If using a KB in which the basic Docusign Extension has already been deployed the Server value will be set to Demo This must be changed to the appropriate serve
50. decide to handle this scenario SIGNING CONTRACTS PROVIDED BY EXTERNAL PARTIES When using DocuSign to gather electronic signatures on documents that are provided by vendors or other third parties and that are therefore not based on preconfigured templates the DocuSign tags need to be added to the document s manually There are a few choices for how to manage this process Contract Manager Manually Adds Tags in the DocuSign Interface Once the DocuSign Envelope is created in Agiloft the button to Create amp Preview brings up the document s loaded into DocuSign for confirmation before sending From here the contract manager can navigate to the signature blocks and manually drag the tags for each signer onto the Document See the discussion starting at Figure 30 DocuSign Signing Tag Review Pros e This is a straightforward and clear process and is easy for contract managers to learn e tcan accommodate any number of signers and special tags including adding initials on any page e Combined with a check of the signer email addresses and document it doubles as a good final preview of what will be sent for signature Cons e tis tedious if there are many tags being added and there are typically four for each signer Signature Name Title Date Signed e There is room for user error putting the wrong signer role with the wrong block forgetting to add all the tags etc e trequires manual user intervention
51. declines or reassigns their signing to another person There is current historical information available both within Agiloft and at DocuSign In Agiloft go to the DocuSign Envelopes table select the desired envelope and then click on the Status tab to see summary information similar to the screenshot below i DocuSign Envelope Save Cancel JA JA Envelope Status Envelope db 719ad ea1ft 4a33 b864 87 aBe741bebd Status Completed Status Updated Apr 28 2014 12 46 Created Apr 28 2014 10 02 Delivered Apr 28 2014 12 43 Completed Apr 28 2014 12 46 Timed Qut Contract ID 238 Sent Apr 28 2014 12 41 Signed Apr 28 2014 12 46 Declined Deleted Figure 34 Agiloft Envelope Status There are also detailed status summary and historical records kept at DocuSign These are described in the following Section 6 50 E Signing Completion Note that during the signing process it may be necessary for the sender to make corrections to the envelope and or document To accomplish this the sender can highlight the envelope at DocuSign on the Manage tab click on Actions at the upper right and click Correct to be taken to the envelope where changes could be made say adding another signer If changes need to be made to the signing tags click Edit Documents and Tags at the bottom However note that no changes can be made to the actual document text itself and that tags can only be edited for signers who hav
52. der In this case both external signers can sign in any order so they both have a Send Order of 2 In the order above the two external Signers will be notified at the same time once the Internal Signer has signed Remember that in the print template document the Role Name DocuSign metadata tag was specified as Sdocusign SignHere InternalSigner in Figure 18 so the Role Name for Signer 1 on this screen must also be InternalSigner Also remember that much of the envelope was set up via the Create DocuSign Envelope action button configuration in Figure 16 the email Subject line the default email message for each signer Send Order etc Most of this information can be manually modified for each recipient in the DocuSign Envelope screen if the sender so chooses Recipients can also be added to the envelope at this point if desired Any new recipients added however will not have any embedded signing tags in the document and so the Sender will need to drag and drop the DocuSign icons onto the document before sending it See Self E Signing a Document at DocuSign at Figure 47 To view or modify any of the DocuSign Recipient records click on the Edit icon in the Recipients area of the DocuSign Envelope record For example the sender could add a special note for the first signer in the ABC Electronics example ils DocuSign Recipient Save Cancel Recipient Status Status Draft Send Order 1 Envelope Full Name Bill N
53. e InternalSigner Date Sdocusign DateSigned InternalSigner Scompany_name Signature Sdocusign SignHere Customer1 Name docusign FullName party1 signer full name Customer1 Title Sdocusign Title Customer1 Date Sdocusign DateSigned Customer1 Signature Sdocusign SignHere Customer2 Name Sdocusign FullName party2_signer_full_ name Customer2 Title Sdocusign Title Customer2 Date Sdocusign DateSigned Customer2 Contract page 6 above shown with visible tags Note Do not send visible tags to DocuSign 77 APPENDIX B DOCUSIGN TABLES AND FIELDS IN AGILOFT Turning on the DocuSign extension creates several Tables Fields and Actions in Agiloft If you manually deploy the DocuSign extension on an existing KB you should see most of the new tables at the bottom of the left pane as well as in other areas such as the Contract layout and the DocuSign configure screen If you start from a KB that already has DocuSign deployed the tables may be displayed in a different position DocuSign Actions in the system are denoted with a prefix of i e Grant Access to DocuSign Many of these actions cannot be edited by an admin user they are hard coded This is a brief overview of the items that are added by the DocuSign deployment and their purpose DocuSiGN USERS TABLE Purpose This table needs to have a record for each Agiloft user who will be sending documents to DocuSign by creating the Envelope and
54. e consult the DocuSign documentation for details w Member Profile Account Permissions Address Sharing Personal Info My Account Address Permission Profile Account Administrator v Sharing Select Account Administrator Connected Apps Permissions tor t cer Last modified Names Available Modified by De Manage Identity Modified from membership permissions Changes made to an individual user s permission will be overwritien if any permission profile associate Electronic Notary Public user is in is changed Manage Email Notifications Vi manage Account Time Zone New Docu Sign Experience ONANGO decoro Use the New DocuSign Experience 1555 User cin opty Ri Change Email ET Sending and Signing v Member Options V Send Envelopes Address Book E cannot Add Tags in Send or Correct Y Custom Tags Y Sequential Signing Ul Y Template Matching Signer Attachments Y l Signing on Paper Override Y Notify when Recipients View Y w Account Administration Address m Branding My local time zone UTC 08 00 Pacific Time US amp Canada e Y Billing Format my local date andtime as 4 17 2014 11 57 AM PT v Invoices j 9 PASS Allow Bulk Recipients Features Manage Templates Snus Y Remi pen DEE Address Book Sh Y Users b G DocuSign API roups SE API UserName fccf aec 74aa 41b3 afb5 6b54e6087d1a pareces API Accountid 2bac9fbd 6258 49b3 a811 b441233919a2 Envelope Publish i Locked Out User
55. e not yet processed the document To complete the action click Correct to save the changes or Discard Changes to discard Then click Resend in the Actions dropdown to send on to the next recipients see Figure 35 below AS selected envelopes wil bo resent to the recipients that are in tho neg state wen no change to fe envelope This achon will only occur on envelopes sent by you oc a shared account that are in Process Click CK So complete tne resend Figure 35 Making Envelope Corrections 51 6 E SIGNING COMPLETION When all signers have completed their signing duties the sender will receive a confirmation email from DocuSign which also contains a pdf of the document with all e signatures and all metadata fields filled in At this point the document is complete and can be filed by the sender and sent along for any further processing as dictated by the company s contract management protocols At DocuSign there are many summary and historical displays that can be accessed either from within a document via the More button at the upper right or by going to the envelope Manage display and clicking the Actions button on the upper right Manage Dashboards Create Current Filter From 5 019 2013 To Mag Search Ene Q Actoes Y b ge 3 Y invetopes M P citer Le Ta Sued Sent e Completed y Delete 3 nb EE Customert James Marte Customer erential ie ATLAS ES AMET 417 2014 30 11 55 A EC
56. elds in Agiloft This is a summary of the Agiloft additions for DocuSign functionality 13 CONFIGURE YOUR KNOWLEDGEBASE FOR DOCUSIGN The DocuSign configuration will require actions both within Agiloft and at DocuSign What needs to be done in Agiloft depends on whether you are adding DocuSign to an older KB that does not have it already deployed or whether you are using a newer KB dating from after May 2014 that has DocuSign pre deployed The pre deployed KB will already have all the DocuSign Tables and fields as well as some additional rules and other configuration that will differ from the deployment that is added to an existing KB As the DocuSign Account Owner you will already be set up as Account Administrator of your DocuSign account The Administrator has full permissions to perform all operations on the DocuSign website You will get an email from DocuSign with a link to click to activate your account and enter your password More DocuSign Account Administrator functions will be discussed in other sections of this manual SET UP THE DOCUSIGN USERS AT DOCUSIGN As the DocuSign Account Administrator you can set up additional DocuSign Users as Senders or Account Administrators on the DocuSign website You can also grant certain types of Users special sets of privileges that you define Remember however that any User set up on DocuSign must also be set up in Agiloft if that User will be sending out documents to be e signed from
57. em e Email o O C Sender cannot Aga Eat Delete Recipients A Order Diagram mad Message Please enter a porsonalired subject and message so the recipient can verify that the signing request is legitimate Emad Suteect to AS Recipients Please DocuSign fus document Customer Support Contract 05 pct Emad Mestage to All Recipients Please sign at your earfest convenience Thanks Customize email language for each recipient Note to Dennis Sides Special note to Dennis 0 hd Note to Dave Matthews Special note to Dave e wv Add a Note to el Aad DO Sender cannot edt Subject Message or Note Envelope Settings Recipient Information Sgners are a owed to sign on paper Sagners are alowed to change Honing retponpiaty Reminders and Experatons Envelope wil expre on 63 2014 Sorner wil be warned of expraton on 6 2 2014 Sagner wil not be sent any reminders C Reenincers Enadied Send a reminder emai to the signer in D ey After the first reminder send a reminder every 0 days Expreemelooem 120 ent Warn signer of envelope espraton 1 day s before wi expre Figure 54 Manage DocuSign Template Screen 72 To use a template to create an envelope at DocuSign see screenshot above Figure 54 1 2 3 4 5 6 7 Log on to your DocuSign account at https docusign net note you must be a Sender also see 5 et et N o O e C n 5 o O 3 WN O et O
58. endor for signature L o 2 Dran James jmartin 4 amp Celectoru Sales Customers The contract has Seen sianed by our company and 15 now Martin cs com Manager awalbng your signature 4 Ai 3 Dr Brenda bsmitGABCelectreea Purchasing Customer The contract has Seen signed by our company and is now Smm cs com Admin awaiting your signature Figure 27 Completed DocuSign Envelope Clicking Send doesn t require or allow any further interaction by the sender Clicking Create amp Preview takes the sender to the DocuSign website where he she can review the document verify and or modify the intended recipients revise Roles or Sending Order and check modify the signing tags for each recipient If templates had also been set up at DocuSign the sender might see the screen below if the document in the envelope matches to a configurable degree an existing DocuSign template DocuSign templates define entire envelopes the document s signing tags recipient information and signing order This will be outlined later in the Additional Functionality at DocuSign chapter 44 amp Docusign Inc US hitps demo docusign net Member EnvelopeSetupTab aspxiti 74013dbd9ac 4388bb2d46753e3fb150 To Dennis Sides dennis sides agiloft com James Martin jmartingp BCElectronics com Brenda Smith bsmitl Message Agilot Support Contract WK iie y Y LA fe Ya al mm n 7 Tag for ir 10 io v L d At im D T LION im H g Dennis Sides
59. enerated from a Print Template in Agiloft and that therefore has no pre existing Tags the Sender can use this same preview screen to add all of the necessary Tags The process is to select each signer from the dropdown box in the upper left and then proceed through the document s to locate each place where some action has been requested for that signer The sender clicks on the appropriate tag displayed in the left pane drags it to the desired location and drops it onto the document The sender proceeds until all of that signer s tags have been inserted Then the sender selects the next signer from the dropdown and proceeds in like manner until all tags for all signers have been inserted into the document The sender can click Preview at the bottom of the screen and view the document as each signer will see it Signers are selected in turn by the upper left dropdown 4 SEND OUT THE DOCUMENT FOR E SIGNING After the sender has examined the document verified signer information and routing order previewed the signing tags for each signer repositioned any tags via click and drag and or made any necessary modifications to the tags the sender has these five choices which are listed at the bottom of the DocuSign review screen Figure 29 above Preview Shows the document as each signer will see it in order only tags for them will be shown Go Back Takes you back to the previous screen or to the envelope Figure 33 below Dis
60. ewman o Email bill newman agilof com Title Procurement O Role Name InternalSigner Role Signer E Access Code Message This contract is ready for internal signature Once you have signed it it will go to the vendor for signature Bill make sure Mary Rogers is okay with revised Section 7 1 Figure 24 Add a Special Message for Signer 1 41 The sender could also specify additional security for any or all recipients for example by designating an Access Code which the signer would have to enter at DocuSign before gaining access to the document l DocuSign Recipient Save Cancel Recipient Status Status Draft Send Order 2 Envelope Full Name James Martin o Email jmartin ABCelectronics com Title Sales Manager o Role Name Customer1 e Role Signer EN Access Code abc987 Message The contract has been signed by our company and is now awaiting your signature Figure 25 Require an Access Code for Signer 2 The field definitions in the DocuSign Recipient records are as follows Send Order Integer 1 indicates first signer 2 indicates second signer and so on In general the second signer will not get access to a document until the first signer has signed and all signers with the same Send Order will be notified at the same time when it is their turn to sign Envelope Display only this ID will be assigned automatically when the envelope is sent to DocuSign Full Name F
61. f User typically technicians and other high level employees and end users End User typically external customers and internal end users 2 SUPPORT AND UPGRADE SERVICES 2 1 SCOPE OF SERVICES a The following are the Support and Upgrade Services that will be offered by Provider in connection with the Licensed Software Provider shall i develop and provide corrections changes or workarounds Corrections for any defects errors or malfunctions in the Licensed Software collectively Defects discovered by Customer or Provider on a timely basis given the nature and scope of the Defect ii provide to Customer all improvements modifications and enhancements to the Licensed Software which Provider shall make from time to time and which Provider makes available to its Customers generally in the form of new releases and iii provide Customer with any upgrade releases Upgrade Releases to the Licensed Software and all new Versions and Releases of the Licensed Software which Provider makes available to its Customers generally provided however that if any such Version or Release contains significant new or improved functionalities Provider shall have the right to make such Version or Release available to Customer only upon the payment of additional license fees or upon such other terms as the Provider requires of its Customers generally therefor Contract page 1 is above Contract pages 2 5 are deleted Contract p
62. gn Envelopes Tab added to the layout during the deployment How the envelope and recipients are populated depends on the configuration of the Action run by the button and it may be changed by updating the Action A e i3 DocuSign Envelope Save Cancel v Envelope Status Create amp Preview Discard Envelope 6e079346 1a78 4aa2 Status Created ab18 6a083af30014 Linked Record contract 238 Sender Dennis Sides Subject Your signature is needed for contract ABC Electronics Support Rent Attached Documents 1 ABC Electronics 238 rev2 docx Recipients Status 3 record s found 1 pages Click here to re count records New ol Mass Edit f Delete jj Views db Y Search O v Send Order Status Full Name Email Title Role Name Message Envelope _ Edit ID 2 Draft Sandy ewemtestuse Contract Customer2 Please sign the contract when 6e079346 1a78 4aa Johnson rs gmail com Administrator you are ready 2 ab18 6a083af300 John ewemtestuse Sales Customer Please sign the contract when 6e079346 1a78 4aa Conrad r9 gmail com Manager you are ready 2 ab18 6a083af300 Dennis dennis sides InternalSigner Please sign this contractthen it 6e079346 1a78 4aa Sides magiloft com will be sentto the 2 ab18 6a083af300 Figure 57 DocuSign Envelope Screen The Status of the Envelope is updated automatically based on progress at DocuSign Once it has been sent to DocuSign it will have a Status of Created and will show the Envel
63. h the attached file Your KB may be set up differently However your KB is set up to generate the document from a print template you will generally have an action button or a rule that runs on a particular print template to create an attached file in some field In a KB dating after May 2014 by the time the contract is ready for signatures we might have some attachments stored in a table within the Contract as follows 38 Contract Documents Create and Attach Attachments Status 2 record s found 1 pages Click here to re count records 1 records are selected New 6 Add to Packet Remove from Packet Mass Edit pf O Unlink Actions e Views d e Search O i yy Edt D A Document Type Title Attached File Status Date Created a ai Generated Agreementfrom Agreement Final for agreement final rev2 dacx Active May 02 2014 15 22 Template signature A 26 Generated Agreementfrom first draft of agreement agreement drafi revi docx Active May 02 2014 15 18 Template Figure 21 Table of Attachments Here we are going to want to sign the final version of the Agreement and omit the earlier draft So once we have the final document s approved and ready for signature we need a way to select just those documents to be part of the DocuSign Envelope This can be done in a couple of different ways 1 Using an action button like the one above called Add to Packet which can be used after first selecting the
64. h a contract or other record and executed or adopted by a person with the intent to sign the record ESIGN All 50 states have laws that define electronic signatures in substantially the same way Learn more DocuSign electronic signatures are Legal DocuSign is the only eSignature company that is ISO 27001 certified as an information security management system ISMS This is the highest level of global information security assurance available today and provides customers assurance that DocuSign meets stringent international standards on security Secure Each Electronic Signature is unique documentable encrypted and tamper evident DocuSign guarantees confidentiality of all transactions and furthermore provides multi faceted verification of signing events Auditable DocuSign provides a complete and extensive audit trail that serves as third party validation of transaction completion including information such as the signer s email address name authentication method IP address with time stamp and more The Agiloft Knowledgebase in which the business process and document records reside Routing Also called Sending Order This is the order in which e signers are specified to e sign the document Within Agiloft the routing is typically achieved sequentially by specifying signers as 1 2 3 etc e g signer 2 will not receive the document until signer 1 has e signed etc If the order of signatures is not important you ca
65. he market allowing easy efficient and secure signing of electronic documents Accessible anytime anywhere on any device businesses of all sizes and industries are replacing manual paper based signature methods with DocuSign s electronic signatures The benefits are clear no more paper documents to mail and route manually quicker signatures by all parties a clear audit trail improved visibility and control and reduced costs As The Global Standard for eSignature DocuSign offers the easiest fastest most secure way to send sign track and store documents in the cloud The DocuSign website at www docusign com has a great deal of information FAQs whitepapers videos etc that explain the entire e sign infrastructure and the particular DocuSign how to s To learn more about the Docusign solution itself start here https www docusign com faq You will need to set up an account at DocuSign before configuring the Agiloft interface To use the Agiloft DocuSign integration you will need an Enterprise account that is transaction based For more information visit the DocuSign Products and Pricing page AGILOFT CERTIFICATION BY DOCUSIGN Agiloft has completed an extensive certification process by DocuSign to verify that the Agiloft API Application Programming Interface is compliant with all DocuSign and e signing standards requirements To find out more about the DocuSign certification process click here AGILOFT INTERFACE
66. his signing page are invisible i e font color white All tags added to documents should be in white font because the entries made by the Signers are simply placed on top of these tags The tags are anchored to the location on the page where the data will be displayed but they need to be invisible on the document If the Sdocusign xxx tags are visible in the document they will remain visible after DocuSign has inserted their signing icons e g Sign Here etc The page after the example template shows that same signing page with the Sdocusign xxx tags made visible i e font color black You can also view any Sdocusign xxx tag by selecting the tag area and then hovering over the font color icon as shown below Insert Page Layout References Mailings Review View E oo A 110 A x Aay Of t gt sxe 1312 2 A a EL e m gm Ae Pr H a eo x Ar 7 EE x mE SG 2 Font m Automatic at pos s 171 Theme Colors r op LJ BEEBE Ean f This Agreementr lack Tei rty excep circumstances permitted unt ectto the the parties and their respect P signs g This Agreement Standard Colors iunterpar one Agreementand each of MM SERRE HE IN WITNESS WHEREOF the Y More Colors J Gradient gt Agiloft Signature Sdocusign SignHere InternalSigner lt f Name Figure 55 Using Color to see Tags Note that this two page contract is an example only
67. ick the Grant Access to DocuSign action button to add the User to Agiloft Remember that the DocuSign User must have been previously invited and have accepted to be set up as a DocuSign User at Docusign A successful User addition will look like this Status DocuSign User 5 successfully created AZ DocuSign User _Edit 1 Close DocuSign User Login cmerritt Full Name Craig Merritt DocuSign User Name Email craig merritt agiloft com Access Granted Yes Hevoke Access Edit Close Figure 12 Add DocuSign Users At this point the person is set up to send documents for e signing through Agiloft and DocuSign 22 The Agiloft admin must create at least one authorized User with DocuSign admin permissions This enables push notifications from DocuSign to Agiloft so that envelope recipient statuses are returned by DocuSign to Agiloft and that updated signed pdf documents are attached back to the DocuSign Envelope record and emailed back to the Sender and all signers DECIDING HOW TO STORE THE SIGNERS AND DOCUMENTS IN AGILOFT If you are adding DocuSign to an existing KB you may want to add some new fields or tables to Agiloft to hold some of the information related to DocuSign Please see Appendix B DocuSign Tables and Fields in Agiloft for a list of the tables and fields that are added with the DocuSign Extension Some new fields are automatically added to the Contracts Table These include three li
68. ign Tags on Page 28 2 Configure and Deploy the DocuSign interface described in detail in Configure Your KnowledgeBase for DocuSign on page 14 This also pre configures your default DocuSign envelope and sets up some default signer parameters Also make sure your client customer Company and all signers are set up in the Agiloft KnowledgeBase 10 3 4 5 6 7 8 9 Create or edit the Contract record ensuring that the DocuSign relevant fields are populated e Define the Signers in the Contract record based on the fields you have mapped in the Docusign Create Envelope Action these will generate the DocuSign Recipients records e Create or attach the Document s to be sent again this depends on the specific configuration of your KB and where you are storing the documents to be signed in a file field or in a related table When done updating the Contract create the envelope that will be sent to DocuSign by clicking the DocuSign Envelopes tab in the Contract record Click the Create DocuSign Envelope action button which was pre configured in step 2 above This will create the Docusign Envelope mapping the attached file s to be signed and will create the Recipient records based on the definition of the action button If desired you can modify the signer Recipients information Click the edit icon to change any existing recipient signer information Click New in the Recipients action bar to
69. in with the S character without quotes The metadata tags relating specifically to DocuSign are of the form Sdocusign type field name role name described below Agiloft Metadata Tags for DocuSign In addition to the standard Agiloft metadata tags there are special metadata tags that enable DocuSign functionality within contract templates These tags allow DocuSign signing icons e g Sign Here Initial Here etc indicators to be created automatically by generating the Contract document within Agiloft so that signers do not have to perform manual drag and drop operations on the DocuSign website Using these pre built templates reduces effort standardizes DocuSign procedures and reduces e signing errors These special metadata tags need to be added to any MS Word contract print templates being used by the system These tags will then be translated into DocuSign commands to display retrieve data and or display the signing icons Some Sdocusign Text xxx yyy tags can even post back to Agiloft information that was keyed in at DocuSign during the signing process The Agiloft DocuSign tags are signer specific that is they relate specifically to that signer Assigning signers and their signing order will be described immediately after this DocuSign tag discussion An example will then be given to make the entire process easier to follow Note that in the tags below there are no actual quote marks They are added only for emph
70. ing security etc J Charts Reports Set Hotlink secunty encrypbon Edit HTML header text Manage web serices jo Setup DocuSig Figure 6 Initialize the DocuSign Extension Before DocuSign has been deployed the DocuSign Extension action button will say Deploy Once DocuSign functionality has been initialized this button will change to Configure This button provides access to many of the DocuSign administration tasks Setup System System Click Set KnowledgeBase Time to adjust the local time for the current KnowledgeBase relative to the default time provided by the server Click Configure Activity Log to define what statistics are kept of system usage and for how long they are retained Click Manage Global Variables to iaunch the Global Variables wizard Global variables store system values that can be used throughout the current KnowledgeBase S Click Manage Table Variables to launch the Table Variables wizard Table variables store formulas that can be used throughout the current KnowledgeBase Click Manage Choice Lists to create new choice lists or edit and delete exsting ones i Click Edit Page Headers to further integrate the Staff Interface with the look and feel of your company web site Y e The page header is available and ability to edit if when a Global variable called Header Text is available Click Manage Web Services to configure SOAP and REST web services interfaces Set KnowledgeBa
71. irect Edit ID FullName Roles Email Phone 4 426 Brenda Smith Billing Project Manager Purchasing osmith AGbCelectronics com 4 425 James Martin Main Contact Decision Maker Purchasing jmartin ABCelectronics com Figure 17 ABC Electronics Company Contacts In this example the support contract renewal will be signed by one Agiloft employee Bill Newman and two ABC Electronics employees James Martin and Brenda Smith The following screen shows the simplified signing block for the contract Here the Sdocusign xxx tags are made visible and shown in a red font color but in real life they need to be made invisible i e font color white Also note that the tag font sizes may need to be made smaller to fit within the actual wording space in the document The use of Word frames may be necessary to fit lengthy Sdocusign xxx tags into the space allotted due to the way DocuSign overlays the tag fields instead of replacing them Word frames are smaller windows which contain longer text strings which can be viewed in their entirety by scrolling through them horizontally So some initial trial and error testing may be required to properly position the signing tags in your templates More about these issues later The metadata tags in the document below will be linked to individual signers in Step 2 further below Create a DocuSign Envelope 31 g This Agreement may be signed in one or more counterpart copies a
72. irst and Last Name of this signer this may be filled in by lookup or by typing in directly Email Email address of this signer DocuSign will send signing notices to this address Title May be filled in by lookup or by typing in directly DocuSign will allow the signer to modify their title when signing and will store that title in its address book to prompt future title entries Role Name This is one of the entries in the DocuSign Roles table and it must match exactly the last field of the DocuSign metadata tag in the contract document for the example in Figure 23 the tags are Sdocusign SignHere Customer1 for James and Sdocusign SignHere Customer2 for Brenda DocuSign will place a Sign Here icon in the document where each person should sign Role This is what the recipient is supposed to do These values are taken from DocuSign s Roles and should not be changed The dropdown choices are e Signer Recipient is requested to e sign the document e CC Recipient is not a signer and will only receive a Courtesy Copy of the document e Certified Delivery Recipient will be emailed a certified copy of the document e Agent Sender creates placeholder Recipient records but the Agent will fill in the actual name and email address of the actual signers e Editor Recipient can modify the envelope to add signers documents etc Access Code This is an optional security feature If the sender enters something here DocuSign will
73. lf has additional options that an organization may want to investigate if their e signing requirements are more complex The following sections touch on some additional DocuSign functionality For more information please consult these help resources on the main DocuSign website http www docusign com fa http www docusign com support downloads http www docusign com sites default files DocuSign Service User Guide pdf http www docusign com sites default files Account 20Administration 20Reference 20Guide pdf ACCOUNT FEATURES AT DOCUSIGN There are many configurable features of your DocuSign account which the Account Administrator can view by clicking Edit from the DocuSign ID Card box on the home page see Figure 1 and Figure 2 and then clicking Features The screen below only shows a portion of the many configurable options available 65 The following features are activated for your Account Account Information Account Name Adgiloft New DocuSign Experience Use the New DocuSign Experience Mo Sending and Signing 7 Sequential Signing Ul Y J In Person Signing Y in Person Signer ID Question 9 Default Account Time Zone UTC 08 00 Pacific Time US amp Canada E 9 Time Zone used for API UTC 03 00 Pacific Time US amp Canada y Y Format for Date Signed 2 25 2014 y Format for Time Signed None y El Include AM PM designation Y Allow account members to set their own u
74. ll of which together shall constitute one Agreement and each of which shall constitute an original IN WITNESS WHEREOF the parties of Agiloft Signature Sdocusign SignHere InternalSigner Name Sinternal signer fullname Title Sinternal signer title Date Sdocusign DateSigned InternalSigner Scompany_name Signature Sdocusign SignHere Customer1 Name S party1 signer full name Title Sdocusign Title Customer1 note if you are capturing the signer s title in Agiloft you can replace this with the Agiloft field variable i e Soarty1_signer_title Date Sdocusign DateSigned Customer1 Signature Sdocusign SignHere Customer2 Name Sparty2_signer_full_name Title Sdocusign Title Customer2 Date Sdocusign DateSigned Customer2 Figure 18 Contract Signing Block as Seen at Agiloft A few observations on the variables used above Using a DocuSign tag with Text or one of the standard tags will typically ask the Signer for the information when he signs For instance if you use the DocuSign Title tag the signer will be asked to type in his Title when he signs then DocuSign will remember it for future signings If you are storing the Signer s Title in a Contract field already then you could simply use an Agiloft field tag instead to populate the Signer s title into the printed document even before he signs as shown above for the Customer1 Party1 Signer 32 e Likewise the Signer s Full Name can be prepopul
75. mail dsides Dennis Sides Yes dennis sides agiloft com Action Choose one EI Table Choose one EN Add Action Save Cancel eC Figure 10 DocuSign Extension Configuration The remainder of this section will guide the DocuSign Administrator through the rest of the setup process Note that there are some optional areas at the bottom of the screen for setting up DocuSign Actions Tables and Recipients These functions can be specified here now or at any time later ADD THE REMAINING DOCUSIGN USERS These will be the people who will be sending out documents to be e signed You can add them now or later via this screen Setup gt System gt Configure DocuSign Extension Again DocuSign Users Senders will have account records on both Agiloft and DocuSign DocuSign Recipients Signers are not required to have Agiloft or DocuSign account records Every person who sends out documents for signature called a DocuSign User in Agiloft and a User with Sender Permissions at DocuSign must have a user record in the following places e The People Employees table of Agiloft e The DocuSign Users table e The Users table of the company s account at DocuSign People who will be receiving those documents to sign called DocuSign Recipients in Agiloft are not required to be registered in Agiloft or at DocuSign though it is ideal to create person or contact records for them in Agiloft To add DocuSign Users in your Kno
76. man Title Contract Administrator Date 04 02 2014 ABC Electronics Name James Martin Signature Title Purchasing Manager Date 04 03 2014 Signature Name Title Date Figure 19 Contract Signing Block as Seen at DocuSign Given the need for DocuSign Tags to be added to a Document the most efficient way to use DocuSign is to templatize as many of your Contract types as possible into standard print templates that can be generated by Agiloft to create your Contract documents This way the tags can be pre configured and will be present in the Contract Documents without staff members needing to worry about them Print Templates can be stored as an attached file associated with a Contract Type record or in a separate table of Print Templates that can be selected by Contract Managers within a Contract to define which document should be generated An Attached File action can be triggered by an action button Create and Attach Contract to generate a Word or PDF file based on the Print Template document and attach it to a file field in the Contract and from there into a linked Attachment Record 34 The Agiloft Professional Services Team can assist with designing your print templates and determining the best way to store and manage them However there are inevitably Contracts or Documents requiring signatures that cannot be generated from a preconfigured Print Template and the next section discusses the ways you may
77. man English US en Email Subject Send amp Coren Sites Contract 233 15 ready for signature Email Message 00143 meme This contract is ready for intemal signature Once you have signed it it will go to the vendor for signature El 2 d somes uarie Bi make sure Mary Rogers i3 okay with revesed Section 7 1 Y 3 d Brenda Sem Note ILLI O compite James Martin English US en Email Subject Contract 233 is ready for signature Email Uessaoe The contract has been signed by our company and is now aevating your signature Next Send Now Sawe Draft Discard Changes Use Advanced Sending Figure 33 DocuSign Envelope The envelope contains all the signer information that was created in Agiloft name email address email subject message signing order etc Note that by clicking on the Order Diagram box a visual display will appear The display can be dragged to a more convenient place if information is being overlaid Once the document has been sent out the action shifts to the signers see the following section Procedures for E Signing at DocuSign on Page 56 However the sender can continue to monitor the process by using the tools described in the next Section 49 5 MONITOR THE E SIGNING PROCESS By default the sender receives an email from DocuSign as each person views the document The sender and any persons who have signed the document receive an email notification if any subsequent signer
78. mplate and the order in which documents need to be signed More details are provided in Procedures for Sending Documents to DocuSign for how these fields interrelate and how all this information needs to be set up to populate the DocuSign envelope Below is a summary of the data fields in Figure 16 below Number of Recipients 1 5 This is the number of people who will receive an email notification about this document Based on the number selected here additional fields appear or disappear Sending Order Integer indicating when DocuSign sends out email notifications to the specified recipients Sequential Recipient 1 will be notified before Recipient 2 etc Parallel If it doesn t matter which of say two recipients needs to sign first their Sending Order should be set to the same number Any subsequent signers would not be notified until both of the parallel signers had signed Role Name This is a dropdown box for selections from the DocuSign Roles table which is modifiable These Role Names must match exactly any metadata tags in the template document Role This is the action that this Recipient is to perform The dropdown has choices of Certified Delivery Editor CC Agent and Signer Signers are required to Sign before the envelope is marked as Completed Recipient Field This dropdown list includes all the linked fields to the People table in the Contract table These linked fields may be strict
79. mplete Time Zone V i have been designated to receive a copy of an envelope Change Password E V have been asked to Acknowledge receipt of an envelope Change Email i V A fellow recipient has declined to sign an envelope Member Options Vi An envelope has been voided by the sender Address Book V A signer has reassigned their envelope to me Vj Another signer has made changes that need my approval Account Administration Ed represent signers and need to provide contact information Address Branding am a Sender Billing Tin Y Select All Invoices V An envelope that have sentis complete Connect Fealures Yi An envelope that have sent has been assigned to a different signer iv e Reminders amp Expirations A signer has declined to sign an envelope that have sent USE V A signer has withdrawn their consent to do business with me online 7 ESE Y An envelope that have sent has been viewed Parmisalon Prios V An envelope has failed to be delivered to a recipient Envelope Publish Locked Out Users Dons Electronic Record and Signature Disclosure Figure 51 Manage Email Notifications at DocuSign From the Home tab click the Edit link at the upper right corner of your DocuSign ID card see Figure 1 to display the Administrator options The default configuration all boxes checked should suffice for most users 68 PERMISSIONS AT DOCUSIGN Permissions can be set at DocuSign for user types and individual users Pleas
80. must first store the files locally in order to upload them 3 Cleaning unwanted files out of the DocuSign Envelope before Sending When the DocuSign Envelope is created it can automatically map the files from the main Attached File field in the Contract The sender can then click the garbage can icon next to the files he does not want to include in the envelope to remove them before sending to DocuSign The only downside to this is that it relies on users to remember to remove unwanted files The decision about signers and files and where you will be storing the documents to be signed must be made and implemented before you can effectively customize the DocuSign Envelope Action REVIEW CONFIGURE DOCUSIGN ENVELOPE CREATION ACTIONS The Action and Table dropdowns and buttons provide shortcuts to customizing the DocuSign related actions that may be running in different tables within Agiloft Action Contract Create DocuSign Envelop Edit Action Table Document I Add Action Figure 13 Configure Action Options By default when you turn on the DocuSign extension there will be one action defined for the Contract Table to Create Docusign Envelopes That action can be edited from here by selecting it and clicking the Edit Action button It will also be found in the list of available actions in the Contract Table Rules area The Table drop down here allows the administrator to choose another Table in the system and add a Do
81. n This is probably the preferred approach when working with a Document that has been provided in pdf format or by an outside party 3 PREVIEW THE DOCUMENT AT DOCUSIGN TO CHECK THE TAGS The envelope can either be sent to DocuSign from the DocuSign Envelope screen above Figure 23 or from the Contract screen DocuSign Envelopes tab shown below by clicking the Create amp Preview or Send buttons intemal Signer Bill Newman EN Internal Signer Email bill newmangragioft com o intemal Signer Title Procurement o internal Signer ID 1240 151 Party Signar Name James Mamin o 131 Part Signer Email martini ABCcelectronics co cn D 151 Party Signer Tite Sales Manager o 151 Party Signer ID 424 o end Party Signer Name Brenga Smm o 2nd Party Signet Emal 5semimgsgCelecticeoes com D 2nd Party Signer Tite Purchasing Amen o 2nd Party Signer 125 0 DocuSign Envelopes Status Y record s found pages Cxck here to re count records Est ID Status Envelope Sutyed Sender Alached Documents Create amp Preview Send 4 21 Drak Contract 233 is ready for signature Dennis ABC Elecronics suppond contrac 223 doc Sides DocuSign Redgrents Status 3 record s found 1 pages Cick here to re count records Send Edi ID Order Status FullName Email Title Role Name Message fi 43 1 Draft Bill billnewman agiciicom Procuremenrt internaiSigner This coniac ts ready tor intemal signature Once you have signed Newman it it will go to the v
82. n Envelope DocuSign Template send without template m Load Attach Documents Files to Sign Subject Your signature is needed for contract contract title Figure 15 DocuSign Action Wizard There are default entries for the fields but they can be changed Name This is the name of the action itself Description This is the description of this action DocuSign Template This dropdown will list templates already set up at DocuSign by the Admin if any Template creation at DocuSign will be described in a later section of this manual If there are DocuSign templates one can be selected and downloaded by clicking Load A downloaded template will populate fields on this screen and in the Recipients tab If a DocuSign template is not to be used select send without template Most Agiloft customers will find it more convenient to use Agiloft print templates instead of DocuSign templates Load action button Click this action button to download the selected DocuSign default template to be used if any Attach Documents This dropdown lists the fields in the Contracts table or the table on which the action is being created that are of type File with Versioning or Link to Single Field in another table of type File with one or multiple values enabled The file field selected here will be mapped into the DocuSign Envelope when it is created and the files attached there will be sent to DocuSign for Signature
83. n specify parallel routing by assigning the same routing number to some or all of the signers Tags or Tabs Indicators within electronic documents specifying actions to be taken by e signers such as sign here initial here enter date etc Each signer could have different sets of tabs and each signer will only see the tabs meant for him or her Template A set of instructions that allow you to create a standard document with pre set recipient roles signing tags and information fields Templates can also contain the signing instructions for the document and any signature attachments Generally templates are used for 1 saving personal often used forms to easily resend the same form multiple times for reuse and 2 filling in tags for commonly used forms such as tax forms NDA agreements and common applications Templates can be set up both within Agiloft and on the DocuSign website E SIGNING WITH AGILOFT The DocuSign API Application Programming Interface to DocuSign will enable and facilitate the creation sending e signing management and storage of your contracts agreements and other important documents through the use of DocuSign the industry leader in secure electronic signatures You will be able to accomplish this in a variety of ways either completely from within your existing Agiloft KnowledgeBase KB or through a shared functionality of KB processes and work done on the DocuSign website In general
84. nature Completed Oeciined Voided O w with OO ino Out for Signature Current Filter From 08 29 2013 To Now Search Envelopes Q Actons Y Sent Envelopes Inbox 1 Hour 1 7 Days 21 Dayz 1124 Hour Zt Der Tene Snte Reauest View All Envelopes Send From Templates Q Click a link below to start a new envelope A Customer Support Contract Customer Support Contract Test View All Templates Completed Envelopes o Ervelopesi d D 0 0 0 t How 17 Daye 121 Dart 124 Hous 7 21 Days Tate to comgicte View All Envelopes Awaiting my Signature d ABC Electronics annual support contract From D A Sides on 2 12 2014 af 1 12 PM Please DocuSign this document Customer From Dennis Sides on 2 3 2014 af 11 03 A View All Envelopes Figure 50 Dashboards at DocuSign Click the Dashboards tab at the top of the screen for a snapshot of your current activity 67 EMAIL NOTIFICATIONS AT DOCUSIGN v Member Profile Manage your email notifications Personal Info Email notifications alert the user to an envelope action or information regarding an envelope To control when you receive email notifications toggle the settings below My Account Address Sharing Notify me when Connected Apps lama Signer Names Available Manage Identity Vi Select an Electronic Notary Public ay V i have an envelope to sign Manage Email Notifications em 38 Y An envelope that have signed is co
85. nd drop interface available at DocuSign See a later section in this manual Additional Functionality at DocuSign on page 65 for more details about other functionality available at the DocuSign website DEFINITIONS DocuSign API Agiloft Application Programming Interface that enables customers to e sign and manage electronic documents within their KnowledgeBase DocuSign Account Administrator The owner of the company s DocuSign account The Administrator can add DocuSign users assign permissions and perform many other functions on the DocuSign website DocuSign Sender User Someone who is authorized to send out documents for e signing The user will have an entry in the company account on the DocuSign website DocuSign Signer Recipient Someone who receives an email request to e sign a document The signer is not required to have a DocuSign account or have an entry in the company account on the DocuSign website DocuSign Websites https www docusign com main company website https www docusign net Administrator sets up DocuSign configuration parameters here Envelope A container for electronic documents being e signed An envelope can contain multiple documents each with multiple pages for e signing by one or more people E Signature An electronic signature or eSignature as defined by the Federal ESIGN Act is an electronic sound symbol or process attached to or logically associated wit
86. nique time zone Enable watermark for in process documents Signer Attachments Y E Allow Multiple Signer Attachments E Concatenate Signer Attachment Documents to the Parent Document Q9 E Allow Markup 9 Bulk Recipient C Enable Payment Processing Y TEE J Enable Calculated Fields Y Enable Send To Certified Delivery Y Enable Send To Address Recipients Agent recipient type 9 Enable Send To Manage Envelope Editor recipient type 9 Enable Send To Manage Recipients Intermediary recipient type 9 Sign on paper Y C Sign on paper user override Y Signers can reassign envelopes Y Allow override of reassign by sender Y Signer Login Requirements Not required to login v Y Signer can sign on a mobile device Y Signing auto navigation rule Page only y Y Y Signer can create account Y Attach documents to completed envelope email Y nientau CamiraCinld initial untiin ta all rariniante Ud Figure 49 DocuSign Account Features There is a very long list of configurable features in this display Note that the DocuSign defaults should suffice for most users 66 DASHBOARDS AT DOCUSIGN Manage Dashboards Envelope Status C Sent 2 BE Viewed 131 S Coneieted n1 E Voded 0 m Declred 0 Tota Envelopes 6 View All Envelopes Signature Activities fe Sent Envelopes Out for Signature Completed Declined Voiced 2 Inbox Out for Seg
87. nked sets of fields for the signers Internal Signer 1st Party Signer and 2nd Party Signer along with their email title and so on These fields are linked to the People table but they do not require a source record that is they allow you to type a new name email title and so on into the field for a given Contract If you may need additional signers or want to use different fields for your signers you can add them Or if you are running DocuSign against a Table other than Contracts you may want to add fields to that table to hold the Signers Document handling is another element you may want to adjust on an older implementation when you enable DocuSign It is recommended that when integrating with DocuSign for e signature an embedded Attachments or Documents table is used within a Contract rather than an attached file field because this gives greater control over the documents sent for signature If an attached file field is used it is not possible to select only some files in the field for signature Whereas if an Attachments table is used then a multivalue link to that table s file field allows the contract manager to select the specific documents he wants sent to DocuSign for Signature The default setup for systems created after May 2014 will have such a configuration and the field called Files to Sign will be the one selected by default for the DocuSign Action There are a few options for handling attached files that you may
88. one Save Cancel Figure 5 View Change Information for DocuSign User SET UP THE DOCUSIGN EXTENSION AT AGILOFT The DocuSign Account Administrator will need to have Agiloft Admin permission to launch and configure the Agiloft DocuSign Extension functionality After you have created your account at DocuSign log into your Agiloft KnowledgeBase as a system administrator and click on Setup in the left pane and then System on the right 5 Home E o Setup e ech Communications da tasas Last Opened i S Tables gt Setup Home Page E Tables Create edit and delete Tables and relationships fields and action buttons custom forms and layouts Generate sample WS code f Rules Rules automate your business Send automabc emails update beige run scripts auto create new records schedule dala imports validate user entries and set up escalabon mies e Workflow Map your process flow and automate work assignments notifications Ensure full auditabihty and control Cares Data Holder P Access D Email X System 4 amp i Setup Cards D IP Payments Manage permission groups Configure the email server Set the KnowledgeBase Time Manage working teams Setup inbound emad accounts Configure acthty tog for auditing 19 Setup Payments Configure LDAP MS AD Setup outbound email behavior Manage global variables for DocuSign Users Setup single sign on Createfedit email templates timeouts lock
89. onic signing partially or completely from DocuSign itself rather than from their Agiloft KnowledgeBase This section will describe in general terms how that can be done Note that in this case the KB will not have the complete story of the e signing process Templates in Agiloft and templates in DocuSign are functionally the same in that they both create envelopes containing documents signers and routing information The main difference is that signing tag icons are drag and dropped onto the document at DocuSign and in Agiloft the Sdocusign xxx metadata tags are embedded in the document which later get translated automatically into the signing tag icons at DocuSign For more detailed information on DocuSign templates please refer to http www docusign com sites default files Quick9620Start9620 9620Creating9620a9620Template pdf To create a template at DocuSign see the template screenshot below Figure 54 1 Logon to your DocuSign account at https docusign net note you must be an administrator 2 Click Manage then Create at the upper left and then Template in the dropdown To view existing templates click Manage then Templates then click on desired template 3 Enter Template Name and Description 4 Upload the contract document s for the template envelope If more than one document you can specify the order in which the documents will display Note recipients will see all of the envelope documents sequentiall
90. ope ID at DocuSign As each Recipient signs the Status of the Recipient record will be updated to show as Completed More details on working with the Envelope are provided in the section Create a DocuSign Envelope AUTOMATION If using a system that was pre deployed with DocuSign enabled this table will have a rule that updates the linked Contract when the Envelope Status changes to Completed The rule sets the Status of the linked Contract to Signed and maps the Signed Document files to Document records that are linked to the Contract 79 DOCUSIGN RECIPIENTS Purpose This table holds the Recipients for a particular DocuSign Envelope They are linked to the Envelope and to the Contract from which the Envelope was generated The Recipient records are created automatically based on the configuration of the DocuSign Action that generates the Envelope record However Recipients can also be added manually to a DocuSign Envelope if needed The Recipient Send Order controls the order in which Signatures are requested by DocuSign and each Recipient should have a different Role Name for a given contract ili DocuSign Recipient Save Cancel Recipient Status Status Draft Send Order 2 Envelope 6e079346 1a78 44a2 a018 6a083af30014 Full Name Sandy Johnson O Email ewemtestusers gmail com Title Contract Administrator O Role Name Customer2 EN Role signer EN Access Code Message Please sign the contract when you are ready
91. or loosely linked fields The Recipient record will be populated with the data for the person in this field for a given contract Access Code optional The recipient must type in this code at DocuSign to gain access to the document Message optional This enables a special email message to be added to the standard DocusSign text for this recipient 26 4 DocuSign Action Save Cancel Number of Recipients Sending Order Role Name Role Recipient Field Access Code Message Sending Order Role Name Role Recipient Field Access Code Message Sending Order Role Name Role Recipient Field Access Code Message DocuSign Action Recipients 3 EN InternalSigner Signer Bi z Internal Signer This contract is ready for internal signature Once you have signed it it will go to the vendor for signature 2 Customer x Signer iv 1st Party Signer Name LG The contract has been signed by our company and is now awaiting your signature 13 Customer2 EN Signer z 2nd Party Signer Name P The contract has been signed by our company and is now awaiting your signature Figure 16 Add DocuSign Action Default Recipients 27 CREATE UPDATE PRINT TEMPLATES TO ADD DOCUSIGN TAGS For commonly sent out documents like support contracts non disclosure agreements etc Agiloft DocuSign Users also known as DocuSign Senders can
92. ow in Figure 20 37 Requester Information Requester Name Requester Email For Department Contract Information Contract Title Contract Description Contract Stan Date Contract Amount Company Name Location Name Street Address City Country Zip or Postal Code Party Main Contact Dennis Sides O Requester Phone dennis sidesfMagilon com O _ Sales e Department Head kg ABC Electronics Annual Support Renewal 2015 Contract period is from 06 01 14 through 05 31 15 Jun 012014 3 Contract End Date 3 500 Contract Party Information ABC Electronics O Santa Clara v Primary Location ID 1540 Third Street Suite C o Santa Clara State Province USA 94099 James Martin Party Main Contact Email 650 587 8615 Ext 726 Marva Lazinski May 312015 if jmartingABCelectronics com O Before we are ready to send the Contract for signatures there may be an approval process and several Figure 20 Contract Record for ABC Electronics versions of the Contract Document s that go through that process We are omitting that entire workflow for this example and entering the scenario at the point where all approvals have been received and the Contract Document s have been attached somewhere In our default Contracts setup we have a Tab on the Layout called Documents with a Create and Attach action button that can generate the Contract Document and create an Attachment record wit
93. r before you can use the system in production To change it click the Change Server button 7 When the DocuSign account is created at DocuSign the account administrator should be provided with the server type 4 The server must be changed before the DocuSign Connect is Enabled If you forget to do it before enabling the connection you will need to Disable the Docusign Connect by clicking the button Accept Real Time Updates should be set to Yes This enables envelope status updates to be posted back to Agiloft recommended Once the Docusign server has the correct value you are ready to enable the connection ENABLE DOCUSIGN CONNECT The DocuSign Administrator can now enable the Agiloft DocuSign Connection by clicking the Enable DocuSign Connect action button You have the option of disabling DocuSign functionality anytime later by clicking Disable You need to click Enable DocuSign Connect before the other DocuSign Users are added Once the connection is enabled additional users may be added 20 4 DocuSign Account _Save Cancel pocusign Extension demo docusign net Accept Real Time Updates Yes Connectid 5745 Enable DocuSign Connect Disable DocuSian Connect DocuSign Users Status 1 record s found 1 pages Click here to re count records TEF EE Y New ei Mass Edit f Delete i Revoke Access Views d Y Search o v Access DocuSign User View Login Full Name Granted Name E
94. request that signer to input this Access Code before getting access to the document for enhanced security it s probably better to convey this code another way than in an email 42 Message This field is populated with the default email message in the DocuSign Envelope Action and may be modified for each recipient by the sender The DocuSign Envelope and DocuSign Recipient records also have a Status tab which will be updated by DocuSign if during the initial DocuSign Deployment Figure 8 the field Accept Real Time Updates was specified Yes As signers progress through the e signing process DocuSign will post status updates indicating the latest actions taken by signers Sa DocuSign Envelope Save Cancel v Envelope Status Create amp Preview Envelope Status Draft Status Updated Contract ID 233 Created Sent Delivered Signed Completed Declined Timed Out Deleted History Date Created Apr 11 2014 13 44 Date Updated Apr 112014 13 44 history Date Modified By Modified Fields Apr 11 2014 13 44 dsides Docu Sign Envelope Created Figure 26 DocuSign Envelope Status Tab A record is created in the Agiloft table DocuSign Recipients for each signer of the contract By default the DocuSign Recipients table does not appear on the left pane in Agiloft it is generally accessed through the DocuSign Envelopes record in the Contracts Table When all Recipients have been entered into the Envelope record above in Figure
95. rs DocuSign manages the process just as if all signers had been explicitly specified originally NOTIFICATION EMAIL FROM DOCUSIGN Each signer of the document will receive in turn an email notification from DocuSign that a document is available for their electronic signature see Figure 40 below The signer clicks on the View Documents button and is taken to the DocuSign website for the actual e signing In the ABC Electronics example the first signer is Bill Newman Contract 233 is ready for signature x Dennis Sides via DocuSign 12 00 PM 2 h Please renew and sign your document image Company Logo From Dennis Sides Dennis Sides via DocuSign lt dse_Gemo docusign net 2 32 PM 0 minutes ago tome e Please review and sign your document From Dennis Sides dennis sides agiloft com Agilott Heo Bill Newman Dennis Sides has sent you a new DocuSon document lo Mew and sign Please dick on me View Documents ink below lo begin signing This contract is ready for intemal signature Once you have signed it it will go to the vendor for signature Ball make sure Mary Rogers is okay with the revised Section 7 1 wb i Perractety y Ira a 3 Tras rers19e aadi Ye a Pus Y Ae ege D e Tee Fi a E em E w iep e ae ze Co e B notes n gt ge WAR A 4 you zy Vve gt S08 WAO AAA UA LOCO o n C SOO 2OCE C LEN YOG WOU fatter oot recorre ecu oo tha gender you may contact the sender wh your roques
96. s e Rights Y Electronic Record and Signature Send On Behalf Of Rights A y W Disciosure 4 Sequential Signing AP SI Application Marketplace Advanced API DecuSign Desktop Client Y ViPowerForms Y V PowerForms Admin amp TransactionPoint Je vault W Figure 52 Manage DocuSign Permissions 69 REPORTS AT DOCUSIGN Dashboards ENVELOPES MY REPORTS Envelope Report Edit Schedule Envelope Status Report All envelopes sent or received by me Totals by status Envelope Recipient Report Edit Schedule Information about envelope recipients Envelope Status Report Edit Schedule Totals by status Envelope Velocity Report Edit Schedule Envelope completion time Envelope Volume Report Edit Schedule Status totals for specified time periods JL RECIPIENTS Recipient Activity Report Edit Schedule Detail status and completion information Recipient Authentication Report Edit Schedule Identity verification data al USAGE User Activity Report Edit Schedule Account activity by user Group Activity Report Edit Schedule Account activity by group Account Activity Report Edit Schedule Summary user envelope and template data Figure 53 DocuSign Reports There are a number of reports available from the Reports tab that can provide more information about your account 70 TEMPLATES AT DOCUSIGN Some users may want to manage their electr
97. sccnnscecssnccnsnccnsneccnsnsnansnensnsnsccnsnscenanscenassscsasncesauns 37 2 CREATE A DOCUSIGN ENVELOPE acciona ia 40 3 PREVIEW THE DOCUMENT AT DOCUSIGN TO CHECK THE TAGS eene nenne nennen nnne nnn nnn nnns 44 e oun eM EE 48 4 SEND OUT THE DOCUMENT FOR E SIGNING ee eee eene enne nennen nn nnn nnn a nnne a nnus nna nnnm KENNEN 48 5 MONITOR THE E SIGNING PROCESS wasccccssscecnsssncnsececnseseeseessuensueusnsnsessnsesnsusecnensesnsnrecnensscnsnnssaenssensans 50 6 E SIGNING COMPLETION cui 52 PROCEDURES FOR E SIGNING AT DOGUSIG Nie daa sana a sa ca ca sa aa o as d c Sa ui Cu as aa ca aa caa eva saa rea Su asa Ra EE 56 NOTIFICATION EMAIL FROM DOGUSIGN ansia 5 E SIGNING THE DOCUMENT AT POCUS ION 02 060 o ep cee rec e oo 59 SELF E SIGNING A DOCUMENT AT DOGCUSIGN dest acute eerie eee eet O 63 ADDITIONAL FUNCTIONALITY AT DOCUSIGN euer eere nre nennen 65 ACCOUNT FEATURES AT DOCUSIGNL id 65 DASHBOARDS AT DOCUSIGN BEEN 67 EMAIL NOTIFICATIONS AT DOCUSIGN 2 6 c cca cusa reca iae acies ence aas og E Ea eo esce gus ocu aT es es eos os oec ev es es eo sosc esses esses essei cde Se eo oos 68 PERMISSIONS AT DOCUSIGN EEN 69 REPORTS E DOCU SIGN auraa suet b LL be e DN UICE 70 TEMPLATES AT DOCUS Ne e O outst 71 APPENDIX A SAMPLE CONTRACTS FOR E SIGNING eee T4 APPENDIX B DOCUSIGN TABLES AND FIELDS IN AGILOFT eere 78 DO
98. se Time Connaure Activity 109 Manage Global Vanables Manage table Variables Menage Choice Lists Manage Web Serces Click Deptoy Configure to enable configure extension J 1779 DocuSign Extension Figure 7 Deploy the DocuSign Extension Functionality If your Agiloft KB was created after May 2014 it will likely already have Docusign deployed and ready to use If you see the Configure button you will know that the basic deployment is already enabled However the appropriate Docusign server and other information will still need to be customized for the integration to be usable in production If using a KB in which DocuSign has been pre deployed some of the DocuSign Elements are hidden even from the admin user to avoid them cluttering up the interface The DocuSign Tables and fields are active and visible to a group called DocuSign User To start using DocuSign simply edit the admin user and add the DocuSign User group to his Groups field You can repeat this procedure for any users that you want to be able to access view the DocuSign tables and fields When adding DocuSign to an existing KB when the Deploy action button is clicked for the first time several tables and fields rules and updates are added to the Knowledgebase so it may take several minutes for the process to complete and the screen in shown in Figure 8 DocuSign Extension Setup to appear See Appendix B DocuSign Tables and Fields in
99. selection to send to DocuSign so it may be difficult to do without the assistance of Agiloft Professional Services Any of these methods will work so it is a question of which makes the most sense for the context in which signing will be done at your organization This decision should be made and the methodology decided upon before embarking on using DocuSign 36 PROCEDURES FOR SENDING DOCUMENTS TO DOCUSIGN This section describes the steps performed by an Agiloft DocuSign User Sender to prepare a document for e signing specify the signers and the signing order preview the document at DocuSign send out the document and monitor the e signing process until the document has been completed As was mentioned before DocuSign is set up to process envelopes which are containers of documents signer contact information signer responsibilities and routing send order specifications This is all the information that DocuSign needs to manage and complete the requested e signing tasks Ideally the envelope structure standard recipients order of signing and any custom messages will be predefined in Agiloft by configuration of the DocuSign Action that generates the Envelope so starting the e sign process can be as simple as clicking the button to create the Envelope and clicking the Send button to send it through DocuSign STEPS FOR DOCUSIGN USERS SENDERS The following Sections describe the tasks that the DocuSign User Sender must do
100. set up time saving templates either within the Agiloft KnowledgeBase or in their account at the DocuSign website https docusign net For most purposes Agiloft templates will be much more useful as they can populate field variables from the Contract or Record into the template automatically This section explains the Metadata Tags that can be added to Agiloft print templates in order to pre tag documents so that Senders do not need to add any steps to their normal process For more information on DocuSign template creation and usage e Review section Templates at DocuSign of this document e Review the DocuSign Template Guide at https www docusign com sites default files Quick9620Start9620 9620Using9620Templates pdf Agiloft Metadata Tags Your Agiloft KnowledgeBase may already be using Print Templates in which special tags known as metadata are pre inserted into documents These metadata tags are placeholders only and become populated with specific company and or customer data when the template is processed at Agiloft For example a metadata tag such as Sformula Scompany without quotes could be inserted into a contract template at a specific place and when the contract document is processed this tag gets replaced by the actual name of the company f you are not familiar with the Print Template functionality it is recommended that you review that section of the Administrator Manual for Agiloft All metadata tags beg
101. ss and Sharing Clicking Close for a User will close their DocuSign access and by extension close DocuSign functionality from Agiloft as well To set up a new User click the New icon in the upper left of the above screen To set up a new Comma Separated Value list for bulk emailing click the New CSV icon Account Permissions Address Sharing Personal Info for Email Check Address in Group s Sender Required Information Administrators Everyone Cancel Figure 4 Set Up DocuSign User Consult the DocuSign Administrators Guide page 9 for more details about the setup http www docusign com sites default files Account 20Administration 20Reference 20Guide pdf In most cases all that is required is the new user s email address and a click in the Sender group The default permissions should be sufficient in most cases The new Sender will receive an email which upon replying will complete the setup in DocuSign At that point the Agiloft Administrator can then also set up the user in the KnowledgeBase as a DocuSign User by the process described in the next section Set Up the DocuSign Extension at Agiloft 16 Personal Info for Email Name Company Job Title Permission Profile Account craig meritt agiloft com Craig Merritt AgiloR Sales Manager DocuSignSender Permissions Required Information Address Sharing e In Group s Administrators A Every
102. tion is controlled by permissions E SIGNING THE DOCUMENT AT DOCUSIGN When the Review Document button in Figure 42 above is clicked the signer is taken into the document for review Page number icons are displayed along the right for quickly navigating to areas of special interest DocuSign should guide the signer through the process by highlighting in yellow those page numbers needing his her attention Figure 43 below shows the document as James Martin would see it He is the second signer and sees the first signer s signature but he does not see any tags for subsequent signers 59 Docu Sign alle ls ef6 100 g This Agreement may be signed in one or more counterg constitute one Agreement and each of which shall constitute an ori IN WITNESS WHEREOF the parties of ABC Electronics Annual Sug Agiloft Dex ufigeved try Signature pL Maas InOT4A19 485CUOS DA 10 Name Bill Newman Title Contracts Manager Date 4 17 2014 ABC Electronics Signature Name James Martin mi Date 4 17 2014 Signature Name Title Date Figure 43 Signing Block for Signer2 For a text box like the red box next to Title the signer can type in a new title which will be saved by DocuSign 60 The first time a signer clicks on a Sign Here icon he she will be asked to Adopt Your Signature Adopt Your Signat DEE P 9 James Martin Confirm your name initials an 65280CE48
103. to create envelopes send out documents and monitor the e signing process Specific procedures and details for each step will be provided in the following numbered Sections 1 6 1 Create a contract record 2 Create a DocuSign envelope containing the document s in the contract record above Also specify e signers responsibilities routing information and signing order if not preconfigured 3 Preview the envelope at DocuSign and make any necessary revisions 4 Oncethe envelope is ready send it out to the signers for e signing 5 Monitor the progress of the e signing process in both Agiloft and DocusSign 6 When e signing is complete take any additional steps needed 1 PREPARE THE CONTRACT RECORD First a word about terminology for this discussion the term contract document s means the actual contract document s that will be signed by the parties involved and which will be created either from a print template or provided by an external party The term contract record refers to the record in the Contracts table which contains all the associated information about the contract including a link to the contract document s which will get created by the print template We ll continue to use the ABC Electronics example to make the process easier to follow and understand First suppose that we have a contract record for the annual customer support for ABC Electronics the relevant part of Contracts screen is shown bel
104. w You ll be taken to a DocuSign thank you window that you can just close At this point the signer has completed his her work and DocuSign will send a notification email to the next signer if any specified in the routing order After each signer has signed or after any other event which affects the status of the envelope DocuSign sends a status update to the sender This status is posted at both Agiloft and DocuSign SELF E SIGNING A DOCUMENT AT DOCUSIGN A signer can sign a document for which no tags have been preconfigured This might happen several ways for example if the sender added the signer at DocuSign by modifying the envelope before sending out the document without adjusting the document or if a specified editor added a signer etc In this case a signer might be presented with a screen like the following 63 Docu j y 5 of 6 100 v 4 Leet m Print Mare e L AJ gl This Agreement may be signed in one of more counterpart copies all of which together shall dan Signature A A Hige constitute one Agreement 40d each of which ull constitute An originai v ABC EN IN WITNESS WHEREOF the partiet of ABC Electronics Annual Support Renewal 2015 DA inda Joo Uy Name Agiloft n y EIRT N Joe My First Name r fam Sig ature ba ER he aim fam Air Las Name 2 Narre Roger Adams gt My Email 422re55 Tithe Legal Department Company 3 C Title a rain a Le ABC Electronics jar Date Signed 4 Text Signature Checkbox
105. wledgeBase click New in the DocuSign Users area on the DocuSign Extension screen Figure 10 DocuSign Extension Configuration to go to the screen below 21 4 DocuSign User cy Save Cancel pocusign User ei Login cmerritt Le Full Name Craig Merritt O DocuSign User Name Email craig mernttmagiloft c Access Granted No DocuSign Password User must be authorized to send envelopes documents If you are self registering please type in your DocuSign User Name Email and Password it wont be stored locally to grant access If you are DocuSign Account Administrator you can grant access to other users by typing in their User Name Email and leaving the password field blank Oram ACCess 10 UO gN _Save Cancel d Figure 11 Add DocuSign User Enter the following information Login This is the Agiloft login for this DocuSign User Full Name This is the first and last name of this DocuSign User pulled from the Person record DocuSign User Name Email This is the email address for this DocuSign User This will be the login for this User at DocuSign Access Granted This is a display only field it will change to Yes upon a successful add at DocuSign DocuSign Password If you are registering yourself enter or create your DocuSign password If you are the Administrator and are registering someone else leave this blank DocuSign passwords are not stored in the Agiloft KnowledgeBase Then cl
106. y in one display 5 Assign the Recipients and Routing information Enter Recipient Role e g Signer 1 and click Add Signer For each signer enter Email Address Name Action from dropdown Identify from dropdown To change routing sequence click and drag grab bar or re enter Order number To verify routing sequence click on Order Diagram for a graphical representation 6 Enter Email Subject Message and any individual notes to recipients 7 Click Next at lower right to enter document s to insert the signing tags Select the recipient from the dropdown under Tag for at upper left For that recipient drag and drop the appropriate tags from the left pane onto the document s 8 When all recipients have been assigned tags click Save at the lower left You can first select Preview to make sure all tags are correct for all recipients 71 Docu Sign Home Dashboards Reports Template Surnmary Template ID 40S45COAA 5508 4617 4130 1048 AF 5555 Share With Groups Members Template Name Customer Support Contract Select AN Sa Dessipton El Amat Annual Customer Support Agreement Everyone vw O Password protected Documents for Signature Browse froen my Computer 1 Customer Support Cortract OS pot Acton o Of A Choose an Online Document Recipients and Routing Recipient Role Add Signer A d4 CC 1 Signer 1 Gennes eeh com KE Denes Sides Sn e Emai Ze 2 Signer Grape PE DaveMamewes Z
107. y navigation within the envelope and a white space in between each document In this example there is only one document in the envelope The signer is taken into the document s and is led to each of the places within the document s that have been specified as requiring their input indicated by yellow tabs along the left The signer can also move about and review any parts of the document s they desire to see Also note that while on the DocuSign website the signer has access to all the extensive Help information available there While reviewing the document the signer can click More to see additional options which include the original options available in the notification email Change Signer Decline Sign on Paper Finish Later as well as View Envelope History View Certificate View Form Data and View Consumer Disclosure These were described at the end of the previous Section E Signing Completion When the signer has reviewed the document and all requested fields have been completed a message window is displayed stating All required fields complete and the signer is asked to confirm their signing by clicking on the Confirm Signing tab on the left After that the document is emailed to the next signer if any 56 When all specified recipients have completed their e signing the original sender gets an email notification with an attached pdf of the fully signed document If a recipient has added other signe

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