DocuSign

Getting documents signed using DocuSign

The DocuSign extension in Zoho CRM helps you send documents to your contacts and get them signed. This extension is supported for the Leads, Contacts, Accounts, Deals, Quotes, Invoices, Purchase Orders and Sales Orders modules. Apart from leads and contacts, for the rest of the records, document will be sent to the associated contacts. Quotes, Invoices, Purchase Orders and Sales Orders are generated as PDF files. Templates can be created for these records and the documents can be sent for signature using this extension.

On installing this extension, three custom modules will be created. Based on the terminology used in DocuSign, these modules are named.

  • Envelops - This refers to each process of sending documents and getting them signed by the customers or prospects.
  • EnvelopEvents - This module captures details on the date and time the documents were sent for signature and when they were signed.
  • Envelop Recipients - This module captures details on the recipients of the document, the order in which they need to sign, etc.

Note:

  • Only administrators can install this extension.
  • The email address to sign in to Zoho CRM account and DocuSign account should be the same.

Install DocuSign

You can either go to the Zoho Marketplace and install the DocuSign extension or log in to your Zoho CRM account and install.

To install DocuSign

  1. Click Setting > Setup > Marketplace > All.
    All the installed extensions are listed. Under All Extensions you can view all the extensions supported in CRM.
  2. Click AllExtensions, browse through for DocuSign and click it.
    The details about the extension will be available.
  3. Click InstallNow.
  4. In the following screen, agree to the terms of service and click Continueto Install.
  5. Choose one of the following and click Confirm.
    • Install for admin only - The extension will be installed in CRM for only the users with the administrator profile.
    • Install for all users - The extension will be installed in CRM for all the users. Users need to have an DocuSign account to use this feature.
    • Choose profiles - The extension will be installed in CRM for all the users. You need to choose this option, click Continue and then select the profile
      The extension will be installed automatically for the specified users. After installing you need to authorize using your DocuSign login credentials.
  6. Click Authorize.
    If you click Skip in this step, you can later authorize from Settings> Setup > Marketplace > All.
    In the DocuSign extension details page, you can click Authorize.
  7. In the pop-up, specify the Email and Password for the DocuSign account and click LogIn.
    The account will be authorized and the extension can be used. Three custom modules will be created after installing the extension.

Get documents signed using DocuSign

On installation, the lead's, contact's, account's and deal's details page will have a button named Send for DocuSign. This button can be used to send documents that need to be signed by contacts. Each record will also have a related list where the envelop details will be listed.

To send documents for e-sign

  1. Click the Leads, Accounts, Contacts, or Deals modules.
  2. Click on a record to which you want to send documents.
  3. In the record's details page, click Send for DocuSign.
  4. In the Send agreement with DocuSign pop-up window, do the following:
  • Click AddDocument and select an option to upload the document that needs to be digitally signed or select the document from the files available in CRM's Documents module.
    When multiple files are added, all will be merged as a single PDF document.
    For the Quotes, Invoices, Purchase Orders and Sales Orders modules you will have an option to CreateTemplate in CRM and send them for signature.
  • Select the Set signing order checkbox, if required.
    On selecting this, you will have the option to specify the order corresponding to each recipient.
  • Select the recipients to whom you want to send the documents for signature.
    When multiple recipients are added, the documents need to be signed by all of them in the orders it has been added.
    By default the lead/contact selected will be added as the recipient.
  • Under Message to All Recipients, specify the message that will be included in the email that is sent to the recipients.
  • Click the Edit link and under AdvancedOptions pop-up box, do the following:.
    • Select the Send automatic reminders checkbox to set reminders.
    • Specify the number of days after which the request to sign the document should expire.
    • Specify the days after which the customer should be notified of the document getting expired.
    • Click Save.
  • Click Next to preview the document and add the Signature field in the document.
  • Click Send Now.
    The documents will be sent to the recipients.

Note:

  • The supported formats for the documents are: pdf, doc, docx, xls, xlsx, ppt, pptx, wp, txt, rtf, jpg, jpeg, gif, tif, tiff, bmp, png, htm and html.
  • You can upload and send a maximum of 5 files. Each file should not exceed 50MB.
  • When multiple recipients are added, the documents need to be signed by all of them in the orders it has been added. The email will be sent to the first recipient in the order. Once the first recipient has signed the document, it will be sent to the next recipient in the order.
  • When you delete a contact, all the associated agreements are not deleted.
  • The custom modules Envelops, Envelops Events, Envelops Recipients cannot be customized. Workflows can be created for these modules.

Create documents using CRM templates

In addition to uploading documents in the Quotes, Invoices, Purchase Orders and Sales Orders modules, you can create documents as well, using the templates in Zoho CRM. Quotes, invoices, purchase orders and sales orders are created as PDF files. Various templates can be created for each of these file types. Using these templates, a quote, for example, can be sent for signature.

To create documents using CRM templates

  1. Click the Quotes, Invoices, Purchase Orders and SalesOrders modules
  2. Click on a record to which you want to send documents.
  3. In the record's details page, click Send for DocuSign.
  4. In the Send agreement with DocuSign pop-up window, do the following:
  • Click Create Document > From CRM Templates.
  • In the pop-up, select a template from the drop-down list.
  • Click Create.
    The document will be created.

View agreements associated to a record

To view agreements associated to a record

  1. Click the Leads, Accounts, Contacts, or Deals modules.
  2. Click on a record and go to the Envelops related list.
    You can view the envelops and the status of the document.

Uninstall DocuSign

When you wish to uninstall DocuSign extension, please note that all the data will be deleted on uninstalling and cannot be recovered.

To uninstall DocuSign

  1. Click Setting > Setup > Marketplace > All.
    All the installed extensions are listed. Under All Extensions you can view all the extensions supported in CRM.
  2. Browse for DocuSign and click the corresponding Uninstall link.
  3. Click Ok to confirm.
    All the data related to DocuSign will be deleted.

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