This article guides you through integrating Docusign for document generation and electronic signatures. Administrators enable organizational permissions, and employees connect their personal Docusign accounts. Once configured, employees can use Docusign templates to generate documents pre-filled with profile data or upload existing files for signature, managed via Employee Documents. Full functionality requires both administrator enablement and individual employee account connection.
Prerequisites
⚠️ Docusign Account Requirement: To utilize any features of this integration—including generating documents from templates, uploading documents for signature, or tracking signature status—you must have an active and valid Docusign account connected to your profile. This is required even after the administrator enables the organizational integration.
Enabling the DocuSgin integration
Before any employee within the company can connect their personal Docusign account, an administrator must first enable the Docusign integration for the entire organization.
The process for an administrator is as follows:
Navigate to Settings.
Select Apps.
Locate and click on Docusign.
Click Integrate button
Confirm the modal by clicking Accept and integrate.
Once this step is completed by any administrator, the Docusign integration becomes available. However, until this organizational enablement occurs, no user, including other administrators, will be able to connect their individual Docusign accounts.
📌 Important Note: Once an administrator has enabled integration at the organization level, employees may start to see Docusign-related options or features appear within the platform. However, full functionality—such as generating, sending, or signing documents—will not be available to an individual user until they complete the next step of connecting their personal Docusign account.
Setting Up Docusign Account By Employees
Once the Docusign integration has been enabled by an administrator, individual employees can connect their personal Docusign accounts to gain full access to document generation and signing features.
The process for an individual employee is as follows:
Navigate to Settings.
Select Apps.
Locate and click on Docusign.
In the Docusign configuration panel (drawer), click the Connect account button.
You will be redirected to the Docusign login page. Log in using your Docusign credentials.
Docusign will prompt you to authorize the integration with our platform. Review the permissions and click to allow the connection.
You will automatically be redirected back to our application. The Docusign configuration panel should now display a confirmation that your account is connected, granting you full access to Docusign features within the platform.
⚠️ Note on Employee Access: An employee must have write access to at least one employee documents custom module within the platform to successfully connect their individual Docusign account. If the employee lacks this permission, they will not be able to start the connection process, even if the organizational integration is enabled.
Mapping Profile Fields
Once an individual employee has connected their Docusign account, they can map fields from their employee profile within our system to variables in their Docusign document templates. This mapping ensures that documents generated through the platform are pre-filled with accurate, up-to-date information from the employee's profile. We currently support mapping the following fields from the Docusign: Phone, Address, Text and Number.
The process for mapping profile fields is as follows:
Access the Docusign Configuration Panel: Navigate to Settings > Apps > Docusign.
View Available Templates: In the Docusign configuration panel (drawer), the employee will see a list of Docusign Templates available to them from their connected Docusign account.
Expand a Template: Click on any template in the list to expand it and view its details.
Review Recipients and Fields: The expanded view will display a list of all defined document recipients for that template, along with all the fields (variables) that can be pre-filled for each recipient.
Select Profile Fields: Next to each pre-fillable field from the Docusign template, there is a dropdown menu. Use this dropdown to choose the corresponding employee profile field from our system (e.g., mapping Docusign field {{EmployeeName}} to system field First Name or Full Name).
Save the Mapping: Once all desired template fields have been matched to system profile fields, save the mapping configuration.
Result: This map is subsequently used by the system to automatically populate the variables in the Docusign document template with current data from the employee's profile whenever a document is generated using that template.
⚠️ Note on Shared Mappings: If multiple employees within the organization have access to the same Docusign Template, the profile field mapping configured for that template will be shared across all employees. A change made to the mapping by one employee will affect how the document is pre-filled for everyone using that specific template.
💡 Tip on Field Names: When a template field is imported from Docusign, its default name often follows the format "Name + Hash" (e.g., EmployeeName 3914e835-51b9-4685-a660-812bf7b4b9db), which can appear complex in the mapping dropdowns. To make your field mapping easier to read and manage, we highly recommend editing these field names directly within your Docusign Template settings.
⚠️ Note on defined signers: When creating templates in Docusign, we can predefine recipients by entering their email address directly in that template. Predefined recipients that need to sign the document introduced a large number of edge cases, so they have been filtered out. Fields that are assigned to such predefined signers are not displayed and cannot be mapped with profile fields. Additionally, these recipients and fields assigned to them are not shown during document generation. Example:
Configuring Custom Modules
To enable Docusign functionality for a specific set of employee documents, an administrator must add a Docusign-type field to the relevant Custom Module (Document Collection).
Process for Configuring a Custom Module (Document Collection)
This process must be completed by an administrator with permissions to manage custom modules.
Navigate to Employee Data Settings: Go to Settings > Employee Data > Documents.
Select or Create a Collection:
Existing Collection: Click on an existing Document Folder/Collection where you want Docusign functionality to be available.
New Collection: Click the option to create a new Document Folder/Collection and name it appropriately.
Access Collection Fields: Within the selected Collection, navigate to the section for defining fields.
Add a New Field: Click the option to add a new field to this collection.
Define the Docusign Field:
Field Name: Give the field a descriptive name (e.g., "Docusign Document," "Sign & Send," or "E-Signature").
Field Type: Select Docusign from the list of available field types.
Save the Configuration: Save the new field and the updated settings for the Document Collection.
Result
Once the Docusign field type is added to a Document Collection, users who have connected their personal Docusign accounts and have write access to that specific collection will be able to perform Docusign-related actions (such as generating documents or sending existing ones for signature) within that collection. The presence of this field is the technical trigger that makes Docusign features accessible in that area of the platform.
⚠️ Important: The Docusign integration is currently designed exclusively for Employee Document Collections and is not available for use with Company Documents.
📌 Field Type Update: Previously configured fields set to the legacy eSignature type will automatically support both document signing and document generation functionalities, aligning them with the current capabilities of the Docusign field type. Administrators do not need to update existing module configurations.
Preparing a Document for further use with Docusign
Once an employee has a connected Docusign account and write access to a Document Collection configured with the Docusign field, they can generate or send documents for signature within that collection.
The process for initiating a new document is as follows:
Access the Document Collection: Navigate to the relevant Employee Document Collection.
Add a New Item: Click the option to add a new document item to the collection.
Choose Document Source: The system will prompt you to select the source of the document:
Upload file: Select this option to upload an existing document. You will then be prompted to select the signers/recipients for the e-signature process.
Generate: Select this option to generate a document from a Docusign template. No further configuration is required at this step; the template selection will occur in the next part of the workflow.
Complete Collection Fields: All other fields associated with the Document Collection (if any) can be populated as usual before saving or proceeding with the Docusign action.
⚠️ Workflow selection: Once you choose either the Upload file or Generate flow for a new document collection item, that item is locked to that workflow. If you later wish to use the other method (e.g., you chose Upload but now want to Generate from a template), you must create a new document item in the collection.
eSignature flow
If you chose the Upload file option when creating the document collection item, the process for obtaining an e-signature is as follows:
Open the Collection Item: Navigate to the newly created document item within the Employee Document Collection.
Initiate Docusign Send: Click the Send to Docusign button
Redirection to Docusign: The uploaded file, along with the specified recipients, will be sent to Docusign to initiate the signing flow.
Track Status: A modal within our platform will display the status of the Docusign process, showing the status for each recipient's signature. This status will update every time there’s a change, until the process is completed by all parties.
Document Replacement: Once all required signatures have been successfully collected via Docusign, the original, unsigned file that you uploaded into our system will be automatically replaced with the fully executed, signed version of the document.
⚠️ Failure to Sign/Decline: If any recipient declines to sign the document or if the Docusign process otherwise fails to complete, the entire document workflow is stopped. To continue, you must create a brand new document item within the collection and re-initiate the Upload file or Generate process.
Generating document from template
If you selected the Generate option when creating the new document item in the collection, the following steps complete the document generation workflow:
Open the Collection Item: Navigate to the newly created document item within the Employee Document Collection.
Select Docusign Template: You will see a dropdown menu presenting the available Docusign templates from your connected account. Select the desired template.
Configure Recipients: Once a template is selected, the system will display all recipients required by that template.
Recipient Selection: Each required recipient must be selected from the current user's subordinates within the system.
Recipient Fields: Under each selected recipient, a list of template fields will appear.
Populate Fields:
Automatic Population: If any template fields were previously mapped to employee profile fields (see Mapping Profile Fields), these fields will be automatically populated with the corresponding data from the system.
Manual Editing: The value of any field, whether automatically populated or not, can be reviewed and manually changed as needed before proceeding.
Initiate Generation and Send: Once all required recipients have been selected and all necessary fields have been populated or verified, click the Generate button. This action generates the document using the template and the provided data, and immediately sends it to Docusign to initiate the signature workflow.
Remainder of the Process: From this point forward, the remainder of the process is the same as the eSignature flow (Steps 4 and 5 under eSignature flow):
A modal tracks the status of the Docusign process for each recipient.
Once all required signatures are successfully collected, the generated, fully executed document automatically replaces the placeholder item in the collection.
Important notes
No Bulk Actions: The system does not support bulk generation or bulk signing of documents via Docusign. The process must be initiated individually for each document collection item.
Automated Signature Flow: After successfully generating a document from a template, no further steps are required within the platform to initiate the signature workflow. The generated document is immediately sent to Docusign, and the signing process begins there after completing all the required actions.
Template Recipient Requirement: Only Docusign templates that have valid recipients defined can be selected and used within the platform. Templates missing recipient definitions will not be usable for generation.
Recipient Scope: Only employees from within the platform can be selected as recipients for Docusign documents. Adding external recipients who are not users within the system is currently not supported.
Journeys and Pre-Onboarding: While Docusign functionality is available within Journeys, it is not possible to start any Docusign flow (generation or e-signature) for an employee who is currently in the pre-onboarding phase. Docusign actions can only be initiated once the employee has officially onboarded.