Digital Signatures using DocuSign

FYI can be integrated with digital signature providers DocuSign for digital signing.

The following describes how to set up and use FYI so that documents can be sent directly to DocuSign.

To use this function:

• You need to be a registered and subscribed user of DocuSign. Refer also to the FAQ Which Plan is Required for Adobe Sign and DocuSign to work with FYI?
  
  
• An FYI Administrator will first need to connect your DocuSign account to FYI.
  
  
•  Users can then send selected PDF documents for signing from FYI using the Signature button.

Connect your Digital Signature Account to FYI

Your DocuSign account needs to be connected to FYI.

Note: This is a one-off step and can only be done by an FYI administrator.

1. From FYI, click the Automation menu option.
2. Go to the Apps tab.
3. In DocuSign app, click the cog icon to edit it.
   
   
4. In the DocuSign Settings panel, click Request.
   Enter the details of your account for DocuSign.
   
   Once set up, the DocuSign Settings shows the Connected date and time, Account and the Authorized User.
   
   

Sending a Document for Signature

All documents sent for signing must be a PDF.

Where multiple documents are being sent, they must be for the same client.

1. In FYI, on a list, select one or more PDF documents for a specific client.
2. Click the Signature button in the tool bar.
   
3. The Send for Signature drawer displays and includes the names of the document(s) that are being sent. This shows the filing details of the FYI Weblink document that will be created as a record of the document(s) that have been sent for signature.
   
   
   The Client name is automatically selected.
   
   Service (mode) determines the service you are using to sign the document (DocuSign or Adobe).
   
   In the Workflow, the Status is automatically set as "Pending Client Signature".
   
   Include Reference must be set to "On". Every document in FYI has a unique reference number and this is automatically included in the file name of the document that is uploaded. FYI will use this reference number in the filename when bringing the signed document back into FYI (see below).
   
   
4. Select the Service Status as "Draft" or "Send".
   
   Send allows you to completely automate the signature request and it is sent to the chosen service immediately.
   
   Draft allows you to create a draft request within the chosen service. You will then need to go into the service to complete the request and send it. This may be useful if you want to change the email sent or send the request to more than one person to sign.
   
   
5. Click Create.

A Weblink document is created as a record of the document(s) that have been sent for signature. The original document(s) will show as a thread under the Weblink document. You can display the Drawer for the Weblink and see the relevant documents in the Threads section of the Drawer.

Threads for documents display in the same way as email threads. Refer to Managing Email Threads.

When sent to DocuSign, the Weblink document displays as follows.

Opening the Weblink document

When you open the Weblink, you are prompted to login in to the digital signature provider.  The Manage screen displays from where you can see the document(s) that were sent for signing either in the Draft or Sent screen according to whether you selected "Draft" or "Send" as the Service Status.

When the Document is Signed in DocuSign

When using DocuSign to get your client to sign documents, you can configure DocuSign so that documents will be dropped back into your practice's OneDrive (see below for how this is configured). FYI is polling OneDrive. When the client has signed the document, FYI will bring the signed document back into FYI.

Using the unique reference number, FYI will update the underlying document as a higher version and automatically update the workflow status to "Client Signed".

This shows as a three document thread (refer to the screenshot below). This has the signed document at the top of the thread, then the Weblink document below this in the thread (as a record of the send), and then the original document. Threads for documents display in the same way as email threads. Refer to Managing Email Threads.

Configuring DocuSign to Upload Signed Documents
To set up DocuSign so that documents are dropped back into your practice's OneDrive so they can be brought in automatically to FYI, please refer to the DocuSign help topic Connect. From here you set up DocuSign to drop back signed documents into your practice's OneDrive in FYI - My Imports.