DocuSign Integration is available in Scout Contracts! You can seamlessly obtain digital signatures electronically by using DocuSign within Scout. Integrating DocuSign for your company will certify that everyone who should have access to send and receive documents is able to do so efficiently!
In this article we will go over how to authorize DocuSign for your company, as well creating and sending envelopes for your desired recipients, all within Scout!
Authorizing DocuSign (Company Admins)
Each user with access to your company's DocuSign account will need to enter their username and password to connect their DocuSign account to Scout RFP.
Company Admins will need to authorize the DocuSign integration for their entire company account in Scout. First, click on Settings to access your integrations:
Scroll down and click on Integrations.
On the Integrations page, you will be able to view all available integrations. Locate DocuSign, then click on Connect:
Authorizing the DocuSign integration will display all of your accounts in Scout's Integration panel. In this example, we have one associated account within DocuSign. If you have multiple accounts within DocuSign, a drop-down list will appear. Notice that your integration now says Connected:
The DocuSign integration is activated on a per-user basis. Read on to learn how Sourcing Managers can integrate DocuSign into their own accounts!
Authorizing DocuSign (Sourcing Managers)
If you are a Sourcing Manager looking to activate the DocuSign integration for your own account, you can do so by clicking into your User Profile:
Scroll down and locate DocuSign. Click on the green Authorize button:
If you are not signed into DocuSign already, you will be redirected the login page for authorization:
If you have a DocuSign license in the same account authorized by your Company Admin then the page will return to Scout and the integration will appear as Authorized.
Note: If your DocuSign license is not within the authorized DocuSign account set in Scout settings, then you will be returned to Scout and an error notification will appear.
If for any reason you need to remove your Docusign integration, you can do so by clicking the Remove button shown above in the User Profile or in Settings under Integrations here:
Selecting Files to Send to DocuSign
Our DocuSign Integration is available for use while working within a Contract. You can find DocuSign in the Attachments section of the Contract. You may choose the desired documents you want included in your DocuSign envelope by dragging and dropping the file into the dotted rectangle or clicking on the dotted rectangle to browse for your file.
You'll notice that all uploaded files in the 'Attach Documents' section is available for selection:
If you want to prioritize a specific document, you may flag the file so it is brought to the top of your document list:
A blue notification mark will accompany the document if it is currently flagged:
You also have the option to Check Out the documents. Checking out a document or multiple documents will prevent anyone on your team from editing or upload the file(s) you are working on. This is a great tool for anyone working in team that have multiple versions of the same document.
Then you can Check In the document to allow your team access. Note: Only the latest version of the document can be sent to Docusign.
When you are ready to seal your documents into a signed envelope, click on Send to DocuSign:
Note: If the 'Send to DocuSign' button is grayed out, this is indication that you may have not properly authorized the correct DocuSign account into your Scout account. Another possibility is if you haven't been added as a user to the DocuSign company that your Company Admin authorized in Scout. We suggest reaching out to your Company Admin in Scout to confirm this information.
Sending Files to Send to DocuSign
Once you click on Send to DocuSign, you will be redirected to DocuSign, where an envelope is created in a draft status:
You can find your newly sent DocuSign documents in the Drafts section of your DocuSign account. At this point, you will need to click Continue.
Then, you can add recipients to the envelope then click Next.
After clicking Next, you will continue with the DocuSign workflow which will allow you to prepare your documents (marks for signature) and finalize/send your envelope. Once you click Send in DocuSign, you browser should return to Scout.
File Upload Requirements: DocuSign only accepts specific file types, maximum file size of 25MB, and up to 15 documents per envelope. This notification will appear if you do not meet the requirements:
Accepted File Types: .doc, .docm, .docx, .dot, .dotm, .dotx, .htm, .html, .msg, .pdf, .rtf, .txt, .wpd, .xps, .bmp, .gif, .jpg, .jpeg, .png, .tif, .tiff, .pot, .potx, .pps, .ppt, .pptm, .pptx, .csv, .xls, .xlsm, .xlsx
View Envelope and Signature Progress from Scout
Once an envelope is drafted, a Signed Document subsection will appear in Scout's DocuSign Panel. You will be able to view your created envelopes, as well as real-time statuses of each recipient's progress (Received, Signed, Declined, Viewed, etc.):
- Needs to Sign: The recipient needs to sign.
- Need to View: The recipient needs to view the document.
- Copy Received: The recipient has viewed the copy.
- Signed: The recipient has signed the document.
- Declined: A signer has declined to sign.
When all required signers have signed all the documents, the envelope will be marked as Completed. The user status is replaced with the returned documents. All documents in the envelope are returned to the DocuSign panel in Scout, along with the Certification Summary:
Note: Stakeholders added to the Contract can use the Download button to view the signed contract regardless if they have a DocuSign integration built into their account or not.
Congratulations! Now that you've got experience with utilizing DocuSign in Scout, you can now standardize your workflow to maximize efficiency within Contracts! For more information on how to use Contracts, please visit our Knowledge Base.