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Nintex Connector for DocuSign

Nintex Employee
Nintex Employee
16 33 13.3K

This week (6th October 2014), Nintex released the Nintex Connector for DocuSign.  What does this mean for the Nintex Workflow user?

Put quite simply, you can now build workflows where you can request signatures in documents from users, via DocuSign.

In this post, I'll be highlighting some of the actions that are available and how to use them within a workflow.  The scenario that first comes to mind, when requiring a signature, is a Non-Disclosure Agreement (NDA).

Firstly, from the DocuSign end.  Although you could just have a simple document you want people to sign, one of the cool features of DocuSign, is that you can have a Document Template that has fields in it.

DocuSignTemplate.png

So now that we have the document template, how do we send that to a user to sign, so that it contains the fields?

Workflow

We need to populate a template with the fields and values you want to add to that document. To do this, we use the DocuSign Populate template action.

PopulateTemplate.png

There are a few important fields that are needed for this action:

PopulateTemplateSettings.png

The Authorizing User is the account that can request this from DocuSign.  What would usually happen when you do this, is that that authorizing user will get an email, requesting whether they allow Nintex to work on their behalf for this.  Not, if you don't republish the workflow and run other instances of this workflow, the Authorizing user will not get more requests.  But if you republish the workflow, they will get one.  What this means, is that each time you republish a workflow, this request will get sent out.

You also specify the template name and then who you want to assign this to.  Notice near the bottom of that image, there are settings called Field name and Field values.  These are collection variables that contain the names of the fields you want to set in the document and also the values you want to them to.  We are also storing the Envelope ID, because we'll need it later.

We will see later, than in our workflow, we are actually building up these collection variables.

Now that the template has been populated with data and the request has been sent, what happens next?

The next step, is that we need to build a loop into our workflow.  The reason for this, is that the loop needs to continue doing what is inside it, while the document request has not be responded to.  Inside, we use another new action named "DocuSign retrieve envelope status".  Also, inside the Loop, we can do a check to see if we have a response and if not, go into a delay.

Poll.png

The settings for the DocuSign retrieve envelope status are quite straightforward. We need the Authorizing user, the envelope ID and also a variable to store the status.

The next main action, is the DocuSign download document.  Legally signed documents live in DocuSign.  This "download document" action, allows your to download a copy and store in a library or as an attachment.

DownloadDocument.png

DownloadDocumentSettings.png

You can see, how using the new Nintex Connector for DocuSign actions, really allows you to build in some document signing functionality, into your business processes.

I've attached the workflow for your to play around with.  You will need to tweak it, as it uses a Nintex Workflow constant.  So that should be quite easy for you to figure it out.

In Progress Workflow

When the workflow runs, it will communicate with DocuSign. That means, that while it is running, if you look at the workflow history of this workflow instance, you'll see it looks like something like this:

InProgress.png

This gives you a great idea of exactly where the workflow is currently at in it's process.

Signing the Document

When the workflow runs, the user will get an email and they'll follow a link that will take them to the DocuSign site.  There, they'll be provided with a page like this :

Request.png

The Review Document button will bring up the document where they can review it and eventually sign it.

NotSigned.png

The "Sign Here" little yellow button with the red arrow is a dead giveaway as to where you need to sign this document.  Click on this button and you'll be able to enter an electronic signature onto the form.

Signed.png

Once signed, you click on the "Confirm Signing" button that will be on the left of the document.

Since the document is signed, the workflow will pick that up and will complete the rest of the business logic in the workflow.

Completed Workflow.png

The final action this workflow performed, is to download the signed document and attach it to the current item the workflow is running on :

ItemWithAttachment.png

Remember that the document that is attached to the item is a copy of the original.  The original signed document (legal document) lives at DocuSign.

Conclusion

I'm sure you're thinking of any number of ways to use these actions.  Well, it all depends on your business processes.  But it's definitely a powerful new feature of Nintex Workflow.

More Information : Using the DocuSign connector for Approval Workflow and requiring signatures

if you have any questions, please feel free to add them to the comments section below.

33 Comments
Not applicable

Great Discussion

Nintex Employee
Nintex Employee

Thanks Jennifer.  I'm glad you found it useful.

Not applicable

Hello,

We are using Nintex 2010. Is there a solution for e-sig just by using Nintex?

Thank you.

BTW, The presentation was excellent.

Mike

dan_stoll
Nintex Newbie

Hey Mike,

You can most certainly use Docusign for this. To get the Docusign actions you need to have Nintex Live installed and a Docusign account.  Check out Installing Nintex Workflow 2010 and Nintex Forms 2010 page 13 to help out with the install of Nintex Live if you need it. ‌

ljt1227
Nintex Newbie

Vadim, this is a very straightforward explanation, thanks.  However, using DocuSign for O365, my workflow cannot get past the DocuSign Send Document action.  It just sits there and hangs forever.  My authorized user never gets the prompt to allow Nintex to access the account.  I'm using the example from Emily's "quick start" guide.  No go.  Do you have any idea what might be the problem or how to debug?  Thanks.

Nintex Employee
Nintex Employee

Hey Larry,

when you go into the Workflow History, there should be a little 'i' in a blue circle.  Click on that.  Is there any error in there?

cheers,

Vadim

ljt1227
Nintex Newbie

No, Vadim, it just says started. I never do get the docusign permission email.

Sent from my Windows Phone

Nintex Employee
Nintex Employee

Hey Larry,

can you send me an export of your workflow via email?

I'll take a look at it and if I can't figure it out, I'll pass it on to our DocuSign guru.

cheers,

Vadim

ljt1227
Nintex Newbie

Tried again today, Vadim, still no luck.

It hangs in the Send to docusign action. Authorizing prompt never goes to the user’s email account.

zik500
Nintex Newbie

Hey Vadim,

I have a problem with DocuSign workflow. workflow stuck on the action. I never receive the email to change the template

Best Regards
zak
Nintex Employee
Nintex Employee

Hi Zak,

are you working with the onprem or O365 version?

If the issue continues, please reach out to support@nintex.com

cheers,

Vadim

zik500
Nintex Newbie

yes i'm workinf with onprem version

cheers,

Zak

Nintex Employee
Nintex Employee

Hi Zak,

try configuring the Connection Manager with the DocuSign account you are trying to use.  See if that helps.

cheers,

Vadim

zik500
Nintex Newbie

Hi Vadim

I want to do that but i don't see connection manger in the ribbon of the worfklow designer.

Cheers,

Zak

Nintex Employee
Nintex Employee

That may be because you aren't running the latest build of Nintex Workflow.

cheers,

Vadim

zik500
Nintex Newbie

Hey Vadim, i see now the connection manager in the ribbon of workflow designer but this control is disabled:

Cheers

Zak

zik500
Nintex Newbie

Hey Vadim,

I did the manager connection but the workflow remains stuck on the action DocuSign send document i don't receive the email to sign the document

Nintex Employee
Nintex Employee

Hi Zak,

i'm afraid I don't know what this could be.  Please reach out to the Nintex Support team.

cheers,

Vadi

lisango
Nintex Newbie

Hi,

Do you know how can we add more than one recipient? Signer 1 and signer 2. The action only allows one recipient.

Thanks,

swap
Nintex Newbie

Hi

Can we replace or overwrite MS word document file rather than PDF file?

Swap

Nintex Employee
Nintex Employee

Hi Luis,

that is not something I've played around with.

Potentially, you could get one signature, get the signed doc and send it to someone else.  But it's not something I've played with.

cheers,

Vadim

Nintex Employee
Nintex Employee

I believe the output from DocuSign is always a PDF.

Vadim

tomcastiglia
Nintex Newbie

Luis - I have tested this scenario extensively.  In fact, I was getting around to blogging about this.  In DocuSign, you can create templates, and each template allows multiple signers, and you specify in the template the order of the signers.  Each "signer" can either be a specific person (using an email address) or a placeholder.  With Nintex, you would typically use the "placeholder" option, because your Nintex Workflow can specify at runtime, who the actual recipient should be.

However, if you specify a second signer, you cannot use the "placeholder" option, because Nintex WF seems to delete the 2nd signer from the form in that case.  (This appears to be a bug or limitation in Nintex WF, at least according to DocuSign.)  If the 2nd signer is a "person", then DocuSign will properly route the form to that person after the first signer signs the form.  In this case, you only use one instance of the "Populate Template" action, and DocuSign will route it to both people in the correct order.

So in our case, we have HR forms that must be first signed by the employee (using the Placeholder option) and then get signed by the HR Manager.  Since there is only one HR Manager, we configured the 2nd signer as a "person", and hard coded the HR Manager's email address.

You can also have various fields in your template, that are associated with either the first signer or second signer, so before either person signs they can populate the appropriate fields.

Regards,

Tom Castiglia

lisango
Nintex Newbie

That's is how we have it right now.

lisango
Nintex Newbie

Yes, I tried that too, but in my case the two signers are dynamic and the template solution doesn't work for the second signer.

Thanks,

tomcastiglia
Nintex Newbie

Luis - I understand... I have not found a solution or work-around in that case.  I reported this already to Nintex and I will follow up.

sharepointfranc
Nintex Newbie

Hi Tom Castiglia, I suppose you never got a concrete response from Nintex about allowing multiple recipients ?

same as Using DocuSign Connector actions with multiple signers 

mgreene
Nintex Newbie

I'm not sure if it has been mentioned, but it appears that DocuSign updated their status messages. So the status of "Processing" no longer works to keep the loop going. It has changed to "In Process".  This will need to be updated in the workflow to get it to work properly. I'm testing now to try and confirm the completion status as well.

sharepointfranc
Nintex Newbie

Likewise it would be great to have a confirmation from Nintex to know if the DocuSign actions are still supported.

borrajaya
Nintex Newbie

Thank you  Vadim Tabakman for great post on this topic, I just started learning on DocuSign integration on Nintex platform and this drove me straight to the point.

I got everything working with document template approach but got stuck with case of receiving two emails instead of one for the signature. One email when I click I get to see a proper start signing steps and the other email coming with panel to add signature fields and sign, a bit confusing. is that how it is supposed to work  ?

Thanks for shedding any light on this.

Nintex Employee
Nintex Employee

Hey Jaya,

can you please provide some screenshot of what you are seeing for the two emails.

I'm not sure if one is coming from Nintex or both are coming from DocuSign.

Vadim

borrajaya
Nintex Newbie

Thanks Vadim for replying.

It appears like one is coming from DocuSign (picked up from the DocuSign

template creation page) and the second one coming from Nintex. My problem

is the one coming from Nintex comes with no Signature fields, it advises me

to add signature fields and sign . It is pretty confusing, not sure where

else I can add recipients.

would it be possible for you to have a skype meeting with me to go over the

issue ? I hope you will be able to point out with in few minutes if we get

on to some sort of screen sharing call.

my professional email id is jborra@gig-werks.com

Thanks,

Jaya

On Tue, Dec 19, 2017 at 10:20 AM, vadim.tabakman@nintex.com <

nilankaperera
Nintex Newbie

I had the similar issue with getting multiple signatures. Nintex connector for DocuSign does not allow assigning multiple signers. Only way around this is to use multiple envelopes to send the singed document over to the next person or use signer groups feature in DocuSign if you already know the users who would sign next. 

With Signer Group feature you can create several groups with multiple users who will get the signing request. Document will be restricted to others if one of the group member signs. This way you will only use one envelop to get multiple signatures.