This automation allows you to send out a document for signing, once a task is ticked off in your checklist.
Data from your checklist can be mapped across into DocuSign, and the designated people sign and complete the document.
Plan: This premium automation is available to customers on our Standard & Enterprise plans.
Users: In order to create or update automations, you must be an Administrator, or a Member with “can edit” permissions.
Example use cases
- You are onboarding a new client and need to send them a contract to sign. You complete a task in your onboarding checklist and the contract is sent to the client’s email address for their signature
- You have a new property to manage and start filling out a lease agreement checklist. You complete a task and the agreement is created, with details of the checklist pushed across, ready for the owner to read through and sign
How to set up an automation with DocuSign
Before you get started you’ll need to have a few things set up in DocuSign, and in your Process Street template.
Preparations in DocuSign
- Create or login to your account
- Create a template
- Add a document (or documents) to your template for signing
- Create a placeholder recipient (add more recipients if you have more than one person who needs to sign your document)
- From the left menu in Standard Fields, add the fields you would like to map data into from Process Street, and any signature or date fields you require the recipient/s to complete
- From the right menu, give those fields you’d like to map a data label (Best practice: Give these the same name as the fields in your document e.g. “Client first name” as shown in the example above)
- Save changes to your template
Preparations in Process Street
- Login to Process Street
- Create or open the template you’d like to use for your integration and start editing it
- Add form fields in your tasks for any fields you would like to map into your DocuSign document. (Best practice: Give these the same names as the fields you would like to map into DocuSign e.g. “Client first name”, “Client company name” etc. so that you can identify them easily when creating your integration)
- Add one or two snippet form fields into a task and label them so they are easy to identify when creating your integration (shown above)
- Required: Label one snippet “Email subject” and add your email subject text below – you can use variables here
- Optional: Label the other snippet “Email blurb” and add your email message body below – you can use variables here too
- Optional: Add a short text form field to capture the Envelope ID from DocuSign, back inside your checklist. Label it “Envelope ID”
- Save changes to your template
Now you’re ready to go ahead and start creating your automation!
Open your Process Street template
Head to your template dashboard and open up the template you’d like to create an automation for. When viewing the template you will see the “automation” tab next to the template tab, as shown below.
Choose a trigger
Start by selecting the trigger for your automation from the left side of your screen. This will be the event that will cause the automation to start (like a starting pistol being fired to kick off a race).
For DocuSign you can select the trigger “When a task is checked then”. Click the + button in this field on the left of your screen to get started.
Choose a task
Start by selecting the task in your template that will act as your trigger, as shown below.
Choose an app
Next, click the DocuSign icon and a small tick will appear to confirm your selection, as shown below.
Choose an action
Now you need to choose the action that your automation will carry out. This is the race to your starting pistol trigger – the event that will occur when the trigger is detected.
Select the action “create or send a signature request envelope”
Putting it all together, in this example completing the task “Send contract and additional documents” in our client onboarding checklist sends a document to be signed by our new client, and counter-signed by our account manager.
When you select your action, a pop-up window will appear and you will be prompted to choose a DocuSign account to run your automation through.
If it’s the first time you are connecting to DocuSign via Process Street, click “New authentication” and another pop-up window will appear for you to be able to create a new authentication.
If you already have an account connected, then you can continue with the one that’s already shown, or select another account to add. Click “Next” to continue.
Note: You will need to disable pop-ups blockers to allow you to authorize an app.
Select your account
Choose the account containing the template you would like to use.
Select your template
Choose the DocuSign template you would like to use. If you don’t already have a template set up you can learn how to create templates in DocuSign.
Map the fields from Process Street to each DocuSign recipient’s name and email address.
For example, if you have two people signing the document, you will need to map both of their names and email addresses, as shown above. This is why we recommend naming your form fields and DocuSign fields to be the same – it makes them easy to map.
Optional: Configure signing fields
Map each of the fields from Process Street to each DocuSign document field.
Click “Add Fields Mapping” to map more data across from your checklist into your DocuSign document.
This could be where you map the client’s name or company name, and the date so that it appears pre-filled in your DocuSign document.
Add as many more fields for mapping as you require. When you’re done, click “Next”.
Set your email subject (required), email blurb (optional), and when to send your email (required).
These will be the names of the snippet form fields you added to your Process Street template earlier. Again, this is why it’s useful to name them the same thing across both apps.
Email delivery is where you can choose to send your email immediately after your checklist task is completed, or set it to save as a draft in DocuSign for sending later.
Optional: Capture envelope ID
Map a Process Street field in which to save the DocuSign Envelope ID after the signature request is drafted or sent.
This requires you to have added a form field in your Process Street template, to act as a placeholder for the envelope ID (you could use a short text form field for this).
When you’re done, or if you choose to skip this step, click “Finish”.
Activate this automation
Now you’re ready to turn on your automation. Use one of the toggle switches shown below to switch it on.
Now, every time your task is checked, an email with your DocuSign document is sent out to your client and account manager for signing.
If you’re looking to create a more advanced integration with DocuSign, you might consider adding a Zapier integration that sends your signed documents back to DropBox, Google Drive, or as a link back into your original checklist.
Edit an automation
To be able to edit the fields you have mapped in your automation, or change the triggers or actions, you first need to turn off your automation using one of the toggle switches.
Delete an automation
To remove an automation from a template, you can delete it, but first, you will need to ensure that it has been switched off. Turn the toggle switch to the “off” position and then click the trashcan icon in the top right of your view to delete the automation.
There are no filters, delays, or formulas built into automations. To be able to utilize these types of functions, you might want to consider using a Zapier integration for your automation.
Request another app
If you would like to request that we add another app to our automations, you can do that from the automation tab in your template.
If your automation stopped running, isn’t working as expected, or is showing errors, there might be a few reasons for this. Please check the following:
- Did you turn the automation on once you set it up? Each automation has a separate “on/off” toggle switch
- Did you edit your template, change or delete a form field that you were mapping in your automation? If you did, then this may cause your automation to stop running
- Did you edit your template but not save the changes? You need to have saved any edits to your template to have the latest version pull through to your automations
- If you are updating a checklist with data from another app, you may need to refresh your checklist to see that data pulled through
- Each time your automation runs you will see a record of success or failure, in your run logs
You can check your automation run logs to see how your automations are running, or check for errors. You will find the automation run logs in two places, at the template level or on checklists.
In your template on the automations tab, select an existing automation from the left side of your screen (highlighted in blue below). At the bottom of your page, you will see a list of all of the automation runs for that template. If your automation hasn’t run yet, you’ll see something similar to the below.
In a checklist, in the upper right-hand corner of your task list, you’ll see the lightning bolt icon. Click the icon to see the run logs for that particular checklist.
If you have any errors, click the word “Error” to expand more information on why your automation didn’t run.
The lightning bolt icon will only show up on checklists that have automations configured on them. This is an automation’s idle state.
When an automation is running, you’ll see the bolt change to the icon.
Once the automation finishes running, you’ll see either for success or for failure. If it’s a failure, you can click on the X to see the run logs and then click on the “Error” log for more information.
If you have any questions about using automations, please reach out to our customer success team.