WHITE PAPER DOCUSIGN INTEGRATION

Transcription

1 WHITE PAPER DOCUSIGN INTEGRATION CENTERSHIFT INC.

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3 DISCLAIMERS & COPYRIGHTS Centershift Incorporated All rights reserved. This manual, as well as the application described in it, is furnished under license and may be used or duplicated only in accordance with the terms of such license. The content of this manual is furnished for informational use only, is subject to change without notice and should not be construed as a commitment by Centershift Inc. Centershift Inc. assumes no responsibility or liability for any errors or inaccuracies that may appear in this document. Except as permitted by license, no part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, recording, or otherwise, without the prior written permission of Centershift Inc. Many designations by manufacturers and sellers used to distinguish their products are claimed as trademarks. Where those designations appear in this manual, and Centershift was aware of a trademark claim, the designations have been printed in initial caps or all caps E. Cottonwood Parkway, Suite 560 Salt Lake City, UT (801)

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5 DocuSign Integration You can now provide electronic signatures for your rental leases and documents in Store via the DocuSign esignature platform. You create your leases, addendums and other documents in DocuSign and assign them to your sites in Store. OVERVIEW Setting up DocuSign to work in Store requires the following: 1. Create a DocuSign account and site users. 2. Define a Partner Authentication service credential for DocuSign. 3. Create a DocuSign template. 4. Create a Document Designer template in Store that includes the flex fields that correspond with your DocuSign template data fields. 5. Create a DocuSign lease group. 6. Assign the DocuSign lease group to a site revenue class. Create a DocuSign Account You must set up a DocuSign account before you can create service credentials. Your DocuSign API UserName and API AccountId will be used by the Partner Authentication feature in Store to link your DocuSign documents with the Lease Groups feature in Store. You must also create users for each of your sites that require unique DocuSign templates. After creating your DocuSign account and individual site users, you will need to identify your API Username and API AccountId that will be used by the Store application. Note. For information on creating a DocuSign account and your individual site users, contact DocuSign support. To create a DocuSign account and users, 1. Go to and create an account using your address and a password. Note. After your account has been created, DocuSign will generate an API Username and API AccountId. 2. Log into DocuSign using your address and password to create users for each of your sites. Centershift Inc

6 DocuSign Home page with callout to Preferences. 3. From the Home page, click the drop-down menu for your account and select Preferences. DocuSign Preferences page with callout to Permissions. 4. From the Preferences page, click Permissions. DocuSign Permissions page with callout to Username and AccountId used by Partner Authentication. 5. Copy and paste the DocuSign API Username and API AccountId numbers into a text file and save it on your desktop. You will need these numbers to set up the Partner Authentication service credentials for DocuSign in the Store application. Centershift Inc

7 Define a DocuSign Service Credential Partner Authentication lets you store the gateway and authentication information for the third-party applications that you use in conjunction with Store. You store this information as a list of credentials. Store will refer to these credentials any time it needs to interface with these partners on your behalf. You must define a DocuSign service credential using the Partner Authentication feature in Store. The service credential requires your DocuSign API Username and API AccountId that you saved to a text file on your desktop. Note. You must define a DocuSign service credential for each site within your organization that uses the DocuSign esignature feature. To define a DocuSign Service Credential, 1. On the Admin tab, in the Govern Organization group, select Org Admin/Org Standards/Partner Authentication. Partner Authentication form with completed DocuSign service credentials displayed. 2. From the Partners grid list, click to open the Available Partners dialog box. 3. Select DocuSign and click to add it to your list of Partners for this site. 4. In the Service Credentials group box, enter the API Account Id and API Username that were created for your DocuSign account and saved to your desktop. 5. Click to complete the process. Centershift Inc

8 Create a DocuSign Template The next step is to create a DocuSign template. You can upload your Store lease document, or other documents that require an electronic signature from your computer. In addition, you will need to copy and paste the Template ID that is generated to the same text file that you saved the API Username and API AccountId to. You will need the Template ID for the Document Designer template that you will create in the next step. Also, you must define the Recipient Role in DocuSign as Leasee. And you will want to select Everyone in the Groups in DocuSign. Note. For information on creating DocuSign templates and assigning groups, contact DocuSign support. To create a DocuSign template, 1. Log into DocuSign using your address and password to create a DocuSign template. 2. From the Home page, click Manage. DocuSign Manage page with callout to Create menu. 3. From the Manage page, click the Create drop-down menu and select Template. DocuSign Template Summary page with callouts to critical information. 4. From the Template Summary page, copy and paste the Template ID to your text file that contains the API Username and API AccountId. 5. In the Template Name entry field, type the name of the DocuSign document. For example, type DocuSign Lease (Utah). Centershift Inc

9 6. Click the Groups tab and check Everyone. 7. Click Browse from my Computer and select a document to use as your DocuSign template. 8. In the Recipient Role entry field, type Leasee. Note. You must type Leasee in this field and nothing else. 9. Click Next to continue. DocuSign Manage page with Recipients and Routing displayed. 10. From the Manage page, click Roles. 11. From Recipients and Routing, type Leasee in the Recipient Role entry field and click Add Signer. 12. Click Done. DocuSign Manage page with Data Field Tag Properties displayed. 13. Click and drag the Data Field tag onto the document where you want to insert a data field. 14. Click to access the Data Field Tag Properties window. 15. In the Label entry field, type the Store Document Designer flex field label name. For example, type account_name. 16. Add a Tool Tip description if necessary and click Apply. Note. You must type the Label name exactly as it appears in the Document Designer for the flex fields to work. Create a list of Document Designer flex fields to use prior to creating your DocuSign template. Centershift Inc

10 17. Repeat steps to add additional data field tags to your document. 18. Click and drag the Signature tag onto the document where the esignature is required on your document. 19. Click Save and log out of the DocuSign application. Create a Document Designer template in Store You must create a Document Designer template in Store that includes the DocuSign template name, Template ID and corresponding flex fields before your DocuSign documents can be added to the Store Lease Groups form. To create a Document Designer template, 1. On the Admin tab, in the Govern Organization group, select Org Admin/Document Designer. 2. Click to create a Document Designer template. Document Designer with Document Settings dialog box displayed. 3. From the Document Settings dialog box, check New Template. 4. Click the Letter Type drop-down menu and select a document type. For example, select Leases. 5. In the DocuSign Template ID entry field, enter the DocuSign Template ID for the template you created in DocuSign. For example, copy and paste CD6C4A35-2BF B3B7-ACB0A47EA In the Template Name entry field, type the name of the DocuSign template. For example, type DocuSign Lease (Utah). Centershift Inc

11 7. Complete the other fields as necessary and click. Document Designer template with flex fields. 8. From the flex fields lists, click and drag the same flex fields you used in your DocuSign template onto the Document Designer template. (For example, click and drag the account name flex field onto the document.) Note. There is no specific order or location that you need to follow when adding these flex fields. You only need to include the same flex fields that you typed into your DocuSign template data fields. 9. From the Document Designer, press Ctrl+D and save the template to the database. For example, type DocuSign Lease (Utah). Assign a DocuSign Lease Group After creating your DocuSign template and corresponding Document Designer template, you will need to create a DocuSign lease group and assign the DocuSign document(s) to it. To assign the DocuSign lease group, 1. On the Admin tab, in the Govern Organization group, select Org Admin/Standards/Lease Groups. Centershift Inc

12 Lease Group Admin form with Add Lease Document dialog box displayed. 2. From the Lease Groups grid list, click to add a lease group. 3. In the Lease Group Settings group, enter a Group Name. For example, type DocuSign Lease (Utah). 4. Check the Active check box. 5. Enter a Group Description if necessary. For example, type DocuSign lease with electronic signature.. 6. From the Lease Documents grid list, click to add the DocuSign lease documents. 7. From the Add Lease Document dialog box, click the Select Lease Document drop-down menu and scroll to a DocuSign document and select it. For example, select DocuSign Lease (Utah). 8. Click. 9. In the Copies column, enter the number of copies to print. For example, type Check the box in the Active column. 11. Click to complete the process. Centershift Inc

13 Assign the DocuSign Lease Group to a Site Revenue Class Once you have created your DocuSign lease group with its respective DocuSign documents, you can assign to a site revenue class. To assign a site revenue class, 1. On the Admin tab, in the Govern Sites group, select Site Admin/Standards/Site Revenue Classes. 2. From the Revenue Classes list, click to expand a revenue category and list the available revenue class types. (For example, expand the Rental Revenue category.) 3. From the available list, select the revenue class type you want to assign, modify or make inactive for this site. (For example, select Storage Rentals.) 4. From the Class Defaults group box, click the Lease Group drop-down menu and select the DocuSign lease group. For example, select the DocuSign Lease (Utah) group. 5. Click to complete the process. Centershift Inc