Lanyon Smart Events Cloud. Meetings and Events. DocuSign Integration

TABLE OF CONTENTS 1. Creating the Profile Form... 3 2. Uploading a Template to DocuSign... 3 3. Configuring Fields in DocuSign... 5 4. DocuSign Custom Fields... 5 5. Sending the Smart Events Cloud RFP... 9 6. Generating the DocuSign Contract in Standard Events... 9 7. Generating the DocuSign Contract in Simple Meetings... 14 8. Viewing the DocuSign Contract in Simple Meetings... 19 9. Viewing the DocuSign Contract in Smart Events Cloud for Standard Events... 20 2017 Cvent, Inc. All rights reserved. Smart Events Cloud Page 2

Smart Events Cloud DocuSign Integration To help planners contract events with hotels, we have streamlined the RFP process with DocuSign. Through DocuSign, planners can collect signatures from hotels and create legal agreements electronically. DocuSign saves these contracts and sends them to Smart Events Cloud for storage. With this update, you can keep all your contracts in Smart Events Cloud. Creating the Profile Form You can use new or existing Event Profile Forms. For instructions on creating a new profile form, please visit our Knowledgebase. Refer to the following articles: Standard Events: Article #000001587 Simple Meetings: Article # 000001587 Uploading a Template to DocuSign You can create custom fields on any template for the user. 1. Log in to your DocuSign account at docusign.com. 2. Click Templates > New > Create Template. 3. Enter a title for the template. 4. Enter the description. 5. Click Upload and locate the template on your computer. You can upload the following file types: Documents Drawings Images.as,.asl,.asp,.doc,.docm,.docx,.dot,.dotm,.dotx,.htm,.html,.pdf,.pdx,.rtf,.txt,.wpd,.wps,.wpt.emz,.svg,.svgz,.vdx,.vss,.vst.bmp,.cdr,.dcx,.gif,.ico,.jpg,.jpeg,.pct,.pic,.png,.rgb,.sam,.tga,.tif,.tiff,.wpg 2017 Cvent, Inc. All rights reserved. Smart Events Cloud Page 3

6. Click Okay. Presentations Spreadsheets.dps,.dpt,.pot,.potx,.pps,.ppt,.pptm,.pptx.csv,.et,.ett,.xls,.xlsm,.xlsx,.xltasf 7. Under Add Recipient, click Add Recipient for each person that should receive the contract. 8. Enter the three Roles: Recipients with these roles in Smart Events Cloud will be populated in the contract from the Smart Events Cloud database. Vendor Event Planner Event Owner You can add as many recipients as you need. You must add recipients other than the three mentioned above manually when you send the contract. 9. If you want to create a custom email for each recipient, check Custom email and language for each recipient under Message to All Recipients at the bottom of the page. 10. Enter the subject and email message for each recipient. 11. Click Next at the top of the page. 2017 Cvent, Inc. All rights reserved. Smart Events Cloud Page 4

Configuring Fields in DocuSign You must change the Data Label to match the Identifiers in Smart Events Cloud. Start at step four if you are still logged in and viewing your DocuSign template. 1. Log in to your DocuSign account at docusign.com. 2. Click the template you would like to edit. 3. Click Edit > Next. 4. Select the role from the dropdown at the top left. 5. To make roles legally bound to the contract, include the signature and the initial fields for those roles. 6. Drag the input fields onto the template. Only use the Signature, Initial, Name, Email, Company, and Title for fields that consistently identify that recipient. For all other fields, use the text input fields. DocuSign Custom Fields You can use the following fields in DocuSign. If you enter these fields correctly, Smart Events Cloud populates the contract with information from the RFP. Make sure to use the appropriate role for each field. Field Code MTG_ATTENDEE_INFO MTG_OBJECTIVE MTG_START_DATE MTG_END_DATE Definition Number of Attendees Business Purpose Date the Event Starts Date the Event Ends Optional: Append EU and US to specify the format for the start and end date. Smart Events Cloud defaults to the US date format. Examples: US: MTG_END_DATE-US MM-dd-yyyy EU: MTG_START_DATE-EU dd-mm-yyyy 2017 Cvent, Inc. All rights reserved. Smart Events Cloud Page 5

MTG_CURRENCY MTG_LOCATION MTG_EXTERNAL_ID MTG_ATTRIBUTE MTG_QUESTION Meeting Currency US, International, or Both External ID Meeting Attribute Meeting Question Planner Entry Note: Smart Events Cloud appends an attribute ID to questions and attributes. Use the steps in Article #000001587 in the Knowledgebase to see the field or the attribute ID. VND_NAME VND_ADDRESS VND_MANAGER VND_DIRECT_PHONE VND_DIRECT_FAX VND_EMAIL VND_PRIMARY_CONTACT VND_NATIONAL_CONTACT FNS_FOOD_BEVERAGE_REVENUE SLP_TOTAL SLP_REVENUE Vendor Name Vendor Location Vendor Manager Vendor Phone Vendor Fax Vendor Email Vendor Primary Contact Vendor Corporate Contact Total Beverage Revenue Total Sleeping Rooms Total Sleeping Room Revenue 2017 Cvent, Inc. All rights reserved. Smart Events Cloud Page 6

For the following fields, prepend the day of the event and append the space of the event. Find these on the Sleeping Room page and the Event Space page in the RFP. Field Code Definition Example SLP_ROOMS Sleeping Rooms per Day DAY1-SLP_ROOMS-DOUBLE SLP_RATE Cost per Night DAY1-SLP_RATE-DOUBLE FNS_START Meeting Space Start Time DAY1-FNS_START-SPACE1 FNS_END Meeting Space End Time DAY1-FNS_END-SPACE1 FNS_PURPOSE Business Purpose DAY1-FNS_PURPOSE-SPACE1 FNS_ATTENDEES Total Meeting Attendees DAY1-FNS_ATTENDEES-SPACE1 FNS_SETUP Meeting Space Setup DAY1-FNS_SETUP-SPACE1 FNS_ROOMS Meeting Space Rooms DAY1-FNS_ROOMS-SPACE1 For example, create the DocuSign Custom Field for a single sleeping room booked the first day of the event: DAY1-SLP_ROOMS-SINGLES. 2017 Cvent, Inc. All rights reserved. Smart Events Cloud Page 7

7. Click the down arrow to the right of Data Label and enter the label that matches the DocuSign field. 8. Click Save As Custom Field and enter the name of the custom field. 9. Click Save. 10. When you have configured the fields for your roles, click Save and Close. 2017 Cvent, Inc. All rights reserved. Smart Events Cloud Page 8

Sending the Smart Events Cloud RFP For more information on sending and reviewing an RFP for a standard event, please refer to Article #000001270 in the Knowledgebase under the Help link in Smart Events Cloud. For more information on sending and reviewing an RFP in Simple Meetings, please refer to Article # 000001708 in the Knowledgebase under the Help link in Smart Events Cloud. Generating the DocuSign Contract in Standard Events 1. From the Manage RFP s page in your event, click on the View link under the View Responses column. 2. To create the DocuSign contract, click the Create button next to the chosen hotel name in the list. 3. Enter a unique Contract Name. 4. Enter the number of Room Nights, Room Rate, the # People, the Rate Per Person, and the Total Rental Cost. For the Room Nights, enter the Number of Nights for a Room the Number of Rooms of that Type. Example: 10 20 5. Enter Contract Notes/Concessions. 6. Click the calendar icon next to Date Contracted and select the date. 2017 Cvent, Inc. All rights reserved. Smart Events Cloud Page 9

8. If you are not logged in, enter your credentials when DocuSign asks you for them. You must enable pop-ups for DocuSign to prompt you to log in. After you log in, you return to your Smart Events Cloud account page with your templates from DocuSign. 9. Enter the Subject, Vendor Name, and Vendor Email. 10. Confirm the Event Owner s Name and Email. 11. Confirm the Event Planner s Name and Email. 12. Select the template from the Select Template dropdown. Smart Events Cloud pulls the templates from DocuSign into the dropdown. 13. Click Generate DocuSign Contract. 2017 Cvent, Inc. All rights reserved. Smart Events Cloud Page 11

14. Select a template from the dropdown and click Generate DocuSign Contract. 15. Your contract will be sent, via DocuSign, to the recipients that you have listed above. 2017 Cvent, Inc. All rights reserved. Smart Events Cloud Page 12

16. On the RFP Vendor Disposition screen, check the vendors that were NOT chosen for contract to send the Disposition notice. This will let them know why they were not selected for contract. 2017 Cvent, Inc. All rights reserved. Smart Events Cloud Page 13

Generating the DocuSign Contract in Simple Meetings 1. From the Manage RFP s page in your event, click the View under View Responses. 2. To create the DocuSign contract, click the Select button under to the chosen hotel name in the page. 3. Select Contract Vendor. 2017 Cvent, Inc. All rights reserved. Smart Events Cloud Page 14

4. Enter the number of Total # of Room Nights, Total Sleeping Room Cost, Total Meeting Space Cost, Total F&B Cost, Total Miscellaneous Cost, Total Event Cost. For the Room Nights, enter the Number of Nights for a Room the Number of Rooms of that Type. Example: 10 20 5. Enter Comments, if desired. 6. Click Setup DocuSign Contract. Users can only click this option if an administrator enters the DocuSign API Account ID. 2017 Cvent, Inc. All rights reserved. Smart Events Cloud Page 15

7. If you are not logged in, enter your credentials when DocuSign asks you for them. You must enable pop-ups for DocuSign to prompt you to log in. After you log in, you return to your Smart Events Cloud account page with your templates from DocuSign. 8. Enter the Subject, Vendor Name, and Vendor Email. 9. Confirm the Event Owner s Name and Email. 10. Confirm the Event Planner s Name and Email. 11. Select the template from the Select Template dropdown. Smart Events Cloud pulls the templates from DocuSign into the dropdown. 12. Click Generate DocuSign Contract. 2017 Cvent, Inc. All rights reserved. Smart Events Cloud Page 16

13. Select a template from the dropdown and click Generate DocuSign Contract. 14. Your contract will be sent, via DocuSign, to the recipients that you have listed above. 2017 Cvent, Inc. All rights reserved. Smart Events Cloud Page 17

Viewing the DocuSign Contract in Simple Meetings The hotel must respond to your RFP for you to view the contract in Smart Events Cloud. Once the contract has been signed by all parties (fully executed), it will be automatically downloaded and stored in the event s file library for future reference. If you accessed the contract page through Simple Meetings, perform the following: 1. Click Plan > Manage RFPs. 2. Under Responses, click View Responses. 3. On the View Responses page, scroll to the responses from the Hotel and select View Contract. 2017 Cvent, Inc. All rights reserved. Smart Events Cloud Page 19

4. From the Contract Summary page, select Print the Contract. OR Select the contract under Files. Viewing the DocuSign Contract in Smart Events Cloud for Standard Events If you created the contract through Plan > Venues & Lodging > Create RFP, perform the following: 1. Click Plan > Event Details > Profile Summary. 2. Under Attachments, select the document to view it. To see the Attachments section, you must include it on the Profile Form. 2017 Cvent, Inc. All rights reserved. Smart Events Cloud Page 20