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How to: Use DocuSign Actions within Nintex Workflow for Office 365.

Blog Post created by sandy_s on Dec 9, 2017

You can download the Nintex Form, Workflow and List template here.  

 

Introduction  

This blog post is based Nintex Documentation about how we can leverage DocuSign actions in our Nintex Workflow. The Nintex connector for DocuSign helps customers with greater ability to drive automation by incorporating e-Signatures capabilities in our Nintex Workflow.

With easy to use Nintex Drag drop designer, Office 365 customers can use configurable DocuSign actions. Nintex Connector for DocuSign for Office 365 has following actions:

  1. DocuSign download document
  2. DocuSign populate template
  3. DocuSign retrieve envelope status
  4. DocuSign send document
  5. DocuSign send envelope


Using the workflow actions included with the DocuSign Connector pack, you can send documents in DocuSign envelopes, retrieve the status of DocuSign envelopes, and download documents from DocuSign envelopes.

Prerequisites

  • Active Office 365 Subscription with SharePoint Online.
  • Trail or Nintex Subscription for Office 365.
  • You should have to DocuSign sandbox (developer) or 30-day trail account.


Step by Step

 

 

  • Create and configure the sample document


You create a sample Word Document named SampleNDA.docx. Later use it to specific Document Library in SharePoint. In my case I uploaded to Shared Document/SampleNDA.docx

  • Provision a custom list 

    Add two columns as follows: 

    Attendee Name, Single line of text, Require
    Attendee Email, Single line of text, Not Required



  • Configure custom list workflow

    Once the sample list workflow is created, you need to add workflow actions to construct a workflow that performs the following five basic tasks. Perform the procedures for each basic task, in the order listed, to configure the sample list workflow:

      Starting the workflow

      This task updates the workflow status for the attendee and sets workflow variables used by the sample list workflow.


      Sending the document

      This task uses the DocuSign send document workflow action to send the document to the attendee, so the attendee can use DocuSign to review and respond to the request.

      Polling envelope status

      This task uses the DocuSign retrieve envelope status workflow action to poll the status of the DocuSign envelope that contains the document to be reviewed by the attendee. Once the attendee has reviewed and responded to the request, the workflow updates the workflow status and responds based on the state of the DocuSign envelope.

      Downloading the signed document

      This task is performed only if the attendee has successfully signed the document in DocuSign. At this point, the sample list workflow downloads and attaches the signed document to the current item in the sample list.


      Deleting the attendee

      This task is performed only if the attendee declined to sign the sample document, or if the sender voided the DocuSign envelope that contained the document. At this point, the current item in the sample list is deleted.


    Starting the workflow 

    Set up a few TEXT workflow variables as follows:


    Status

    Message

    AuthorizingUser

    EnvelopeId

    DocumentToSendURL

    FileName

     

    We need 3 Workflow Variables as shown below. 

     

    Add a new Set Workflow Status workflow action to the design canvas, and configure it so that the value of Status is set to "Started".



    a) AuthorizingUser:
    Add a new Set Workflow Variable workflow action to the design canvas, and configure it so that it sets the value of the AuthorizingUser workflow variable to the email address of an appropriate authorizing user in DocuSign.

    Note: AuthorizingUser account MUST be on DocuSign account.

     

    b) DocumentToSendURL: Add a new Set Workflow Variable workflow action to the design canvas, and configure it so that it sets the value of the DocumentToSendURL workflow variable to the relative URL of the sample document to be sent by the workflow.
    For example, if you uploaded the sample document to the Documents section of your team site, the relative URL should resemble the following example: /Shared%20Documents/SampleNDA.docx

     

     

     c) FileName: Add a new Set Workflow Variable workflow action to the design canvas, and configure it so that it sets the value of the FileName workflow variable to NDA.docx.











    • Sending the document


      In this DocuSign action, need to configure a couple of items:

      Authorizing User: this is one of the most important part as you may get Workflow Suspended error if it’s not configured properly.

      You set the Workflow Variable which you have defined earlier.

      Content to Sign:  In this step, you can specify site relative URL to the document in a document library. In our example is Sample Documents/SampleNDA.docx and you set the Workflow variable to DocumentToSendURL.

      File Name:
      Set the Workflow Variable to FileName. 

      Recipient email:
      You use List lookup and set Attendee Email which a part of List.

      Recipient name:  Set the current item for the Attendee Name.

      Email subject and message:
      specific a descriptive subject and message. 

      Envelop ID:
      Set the Envelop ID. 



       

    • Polling envelop status

      In this DocuSign action, the workflow uses the DocuSign retrieve envelope status workflow action to poll, once per minute, the status of the DocuSign envelope that contains the document that was sent earlier in the workflow, as part of the previous task. 


      Therefore, you need to drag drop Loop with Condition action FIRST and configure it.

      Expression: You set the Workflow Variable “Status” which is defined earlier and use “In Progress” 





      Next, Workflow action will be Pause for Duration and configure it to 2 minutes.






      Now, you need to configure the DocuSign Retrieve Envelop Status and you can use this configuration as shown below:





      For troubleshooting purposes, you can log the Envelope ID and DocuSign Status.

      Downloading the signed document


      In this task, the status of the DocuSign envelope that contains the sample document for the attendee has been set to a status code other than "In Process", so the workflow uses a Switch case to check for one of the following status codes:

      Completed - The envelope has been completed by the recipient.

      Declined - The envelope has been declined for signing by the recipient.

      Voided - The envelope has been voided by the sender.






      The workflow uses the DocuSign download document workflow action to download the signed document and attach it to the current item in the sample list and ends the workflow.

      The DocuSign download document workflow action downloads a document from a DocuSign envelope as either an attachment for the current item in a list or library, or as a server relative URL to a document library within the current site.





      You can configure other switch cases as well

    • Walk through the solution

      Assume, your organization (Contoso INC) wants to send the NDA to a service provider/vendor who does not have Office 365 account. Let name the service provider John Smith who has Gmail Account. He does NOT require DocuSign account either.   

      You fill the form and Submit





      After few seconds, the workflow status show “Sending”


      The workflow history will display all your Log entries. These are very useful for troubleshooting. 



      Now, let’s switch and check how John Smith will receive this NDA document in his Gmail account. He will receive a “Review Document” button to review the NDA.




      Once John clicks on Review button, he will be redirected to DocuSign site. He has to read and agree on Electronic Record and Signature Disclosure clause and click on Continue button        



      He reads the NDA document and at the end he has option put his digital Signature as shown:



      Later he signs digitally and click on Finish button



      Next, screen asks if John wants to use DocuSign for 30-days trail. He can simply click on No Thanks option.   

      The document is completed and John will get a digitized copy in PDF format with his signature in his Gmail account.





      Contoso INC will receive an email with digitized copy in PDF format with John’s digital signature.

      After a few minutes, the workflow will be completed as well and able to view the log history.



      You can view the document in the Attachment field


      and attached field has John’s signature.


      I hope this blog post is useful for you.   

      You can download the Nintex Form, Workflow and List template here.  

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