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Sending for electronic signature

Introduction

Once you integrate your online office with the DocuSign service, you will be able to send documents, spreadsheets and presentations for electronic signature right from your portal and receive signed documents as PDF files stored in the specified folder of the Documents module.

This is a great way to simplify and accelerate your document workflow. Now you can easily sign documents without printing out and scanning them. This step-by-step guide will show you how to send a document for approval and receive its signed copy.

If you are using the server version, you'll need to switch your portal to HTTPS, because DocuSign does not support HTTP.

Connecting DocuSign

First you need to add integration keys in the Settings -> Integration -> Third-Party Services section on your portal. You can use the following instructions. This operation can be performed by the portal owner or full access administrator only.

How to send documents for signature? Step 1 How to send documents for signature? Step 1
A full access administrator or the Documents module administrator must also verify that the Allow users to connect third-party storages option is enabled in the Admin Settings section of the Documents module.

Once the integration keys are added and the Allow users to connect third-party storages setting is enabled, each portal user who want to be able to send documents for signature should connect his/her DocuSign account in the Documents module. This operation does not require administrator permissions. To connect the DocuSign service,

  1. On your portal, go to the Documents module.
  2. Click the 'Connect' link at the left sidebar.
    Alternatively, you can expand the 'Settings' section at the left sidebar, go to the 'Connected clouds' section and click the Connect cloud button.
  3. Click the DocuSign button in the Connecting account window.
    How to send documents for signature? Step 1 How to send documents for signature? Step 1
  4. In a new window that opens, log in to your DocuSign account. To do that specify your Email address and click the Continue button, then enter your Password and click the Log in button.
    How to send documents for signature? Step 1 How to send documents for signature? Step 1
    Please, pay attention to the address displayed in the address bar. Depending on the environment that has been used by the administrator when adding the DocuSign integration keys (DocuSign Sandbox or Production account), other portal users should also use corresponding accounts.
    • https://account-d.docusign.com - if a sandbox is used.
    • https://account.docusign.com - if a production account is used.

    E.g. if a user has a DocuSign account previously registered at https://www.docusign.com/, he/she accesses this account at https://account.docusign.com. If the portal administrator connected the sandbox DocuSign application, the https://account-d.docusign.com address is used, so the user will not be able to connect his/her DocuSign account available at https://account.docusign.com. In such a case, the user will need to register a new account at https://account-d.docusign.com.

  5. Click the Accept button to let ONLYOFFICE access your DocuSign account.

Sending documents for signing

On your portal, go to the Documents module and select the document you want to send for signature.

  1. Right-click the document or use the Actions Actions Icon icon to the right of the necessary file, then select the Sign with DocuSign option from the menu.
  2. In the Sign document window that opens, change the document name for the signed file, if necessary.
    How to send documents for signature? Step 2 How to send documents for signature? Step 2
  3. Select the folder you want the signed file to be saved to. The My documents section is selected by default.
  4. Create the Signer recipient list. Click the Add user link, select necessary portal users from the list and click the Save button. If you need to remove a user from the list, hover the mouse pointer over the User Icon user icon so that it turns into the Trash Icon trash icon. Click this icon to delete the user from the recipient list.
    if you leave the recipient list unchanged (i.e. empty), you'll need to add at least one recipient from your DocuSign account contacts later to complete the sending operation.
  5. Click the Add message link to display the text entry field and add an accompanying message for all the recipients.
  6. Click the Send button. You will be redirected to your DocuSign account that opens in a new web browser tab.
  7. Verify the recipient list and change it, if necessary. To do that click the Other actions button in the upper right corner and select the Edit Recipients option. When the recipient list is adjusted, click Done.
  8. You need to add a particular signature field for each of the recipients. First select the recipient you want to add the signature field for using the list in the upper left corner. In the Standard Fields panel on the left, find the necessary field type. In this case, we will use the Signature option. Click the selected field and drag to the necessary place in the document where you want the signature to be added. The signature field is marked with a color that corresponds to the selected recipient. Repeat the operation to add signature fields for all the recipients.
    How to send documents for signature? Step 2 How to send documents for signature? Step 2
    to learn more on how to add signing fields to a document you can also refer to the official DocuSign documentation.
  9. Click the Send button in the upper right corner. You will be redirected to the Documents module of your online office.

Signing documents

Each recipient will receive a notification via email that the document has been sent to him/her for signing. He or she will not have to create own DocuSign account and connect it to the portal to sign the document. It is sufficient to do the following:

  1. Click the Review document button provided in the received email message. The document will open in a new browser tab.
    How to send documents for signature? Step 3 How to send documents for signature? Step 3
  2. Accept the service terms checking the I agree to use electronic records and signatures box and click the Continue button.
    In case you want to decline the signing request, click the Other actions button in the upper right corner and select the Decline to Sign option.
  3. Click on the Start label, then click on the signature field in the document where your signature is required.
    How to send documents for signature? Step 3 How to send documents for signature? Step 3
  4. In a new window that opens, select a preferred signature style or draw your signature with the mouse, then click the Adopt and sign button to apply the signature.
  5. Click the Finish button in the upper right corner.

If you have already used the DocuSign service before, you will not need to perform some of the actions listed above.

so that other portal users can send files for signature themselves, they must have own DocuSign account connected to the Documents module in the Settings -> Connected clouds section.

Viewing signed files

Once all recipients signed the document using DocuSign, you'll receive a notification via email and/or Talk that the document is completed. If one of the signers declined signing, you will also receive the corresponding notification.

you can change the notification settings on your profile page in the Subscriptions -> Documents section.

The signed document will be automatically saved in the specified folder of the Documents module as a PDF file.

Each recipient will also receive an email with the signed file in the PDF format as an attachment. You can Download it, View or Save to Documents using the Actions Actions Icon menu on the right.

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