The Folio integration with DocuSign enables the Organisation to get e-signatures on documents by internal and external signers. After the document has been signed it can then be deposited back into Folio.
To start using Docusign it will need to be turned on in your Folio instance. If it is not turned on then you can contact us at support@kwelasolutions.com.
Setting up Docusign |
Adding a signing block to a MergeDoc |
Sending a Docusign Request |
Viewing Docusign Status |
Signing a contact with Docusign |
Setting up Docusign
To set up Docusign Integration for your Folio instance you will need four things from Docusign:
- Docusign Username
- Docusign Password
- Account ID
Additionally you may also add the Brand ID for your Docusign Account. To start the setup process go to the Admin section of Folio then select Integration:
Then click on Docusign:
Then click on the Edit button to add your Docusign Accounts details:
Here you will need to add the details for the items that were listed at the top of this article:
You are able to have witnesses on all signatures if you tick the "Allow Witness" checkbox - Note: Docusign will need to enable this before you tick the box in Folio.
If your organisation has more than one legal entity, then you will also need to setup the Organisation for Docusign Merge Tag section:
What this option does is lets you set up a different signing block tag for each of your organisations legal entities. To set this up click on the blue + button to add a new entry, then add the name of the organisation:
Repeat this for each tag that you will need.
Once you have added the mandatory details click Save. Now you will just need to Activate the Docusign Integration to start using it:
Adding a signing block to a MergeDoc
Once you have Docusign set up, you will need to add a MergeDoc with a Docusign Signing Block added in order to use it. The process for creating a Docusign MergeDoc is the same as for creating a normal MergeDoc with one key difference, that you will need to add a signing block.
To do this, while setting up the MergeDocs, click on the tab labelled Docusign MergeTags:
This tab will only have one tab available, Docusign Signer:
Copy this tag to the part of the document where you want people to add their signatures and it will insert a signing block that Docusign will use. For each signature required the signing block will look like this:
Once you have added the Merge Tag you can also change the Organisation for Docusign Merge Tag to the correct legal entity for this document, by clicking under Organisation for Docusign Merge Tag and selecting the correct option:
Sending a Docusign Request
Once you have added the signing block to the MergeDoc, you can now send Docusign requests from a Folio. To do this go to the Folio that you want to generate a request for, then scroll down to the MergeDocs section on the right side of the screen:
You can distinguish Docusign MergeDocs from normal MergeDocs by this symbol 
.
To send a request click on the down arrow next to where it says Merge and select Docusign:
You will then be asked to select the Internal and External signers. Internal Signers are any users in you Folio instance. External Signers are the Contacts for the Entities that have been added to this Folio under the Entity Contact Person field:
You also need to select whether you want the Internal or External signers to be the first to sign. If you select External Signers then the Internal Signers will not receive a request to sign until after all of the External signatures have been added, and vice versa.
If you have enabled witnesses then you can tick the Witness. Each signer will then be required to nominate a witness for their signature.
Once you are finished select Send to Docusign.
Note: You can also send a Docusign request from a Folio even if there are no MergeDocs set up on the Folio with a signing block. To do this you need to have a copy of the word document, then click on the plus button to create an Adhoc MergeDoc:
This will bring up the popup for creating new MergeDocs. Follow the same steps as listed under Adding a signing block to a MergeDoc earlier in this article.
There are several differences whn uploading a document adhoc:
- Once this MergeDoc is uploaded it will not be attached to the template for continued use, it will just be used as a one-off for this Signing Request.
- Once the MergeDoc is uploaded you will have the same options as creating a normal docusign request, but you can also change the Organisation for Docusign Merge Tag:
- And after clicking Next you will be able to edit the Cover Email that is sent with the request:
Viewing Docusign Status
You can view the status of your Docusign Requests at any time by either clicking on Docusign Status in the MergeDocs section of the Folio:
Or if you have ongoing requests there will be a label that you can click under Status at the top of the screen:
Either way this will bring you to a modal with the status of all Docusign Requests that you have made:
From here you can click on the ellipsis next to a request to resend or cancel it:
You can also view the status of Docusign Requests using the Docusign Snapshot:
This gives you an overview of the requests in the system. You can click on a particular entry to get more details, or resend/cancel the request:
For more information on adding a snapshot to your home screen click here.
Signing a contact with Docusign
Once a request has been made an email will be sent to the signers asking them to sign the document with Docusign. To do this open the email that was sent and click on Review Document:
This will take you to a Docusign screen where you can review the document and add your signature. Follow the instructions that Docusign provides to add your signature. Then once all of the signatures have been added you will receive another email with a link to the completed document:
