DocuSign Extension - Integrations - Online Help - Zoho CRM

DocuSign for Zoho CRM

The DocuSign extension for Zoho CRM allows you to send documents to your contacts and have them digitally signed. This extension is supported for the Leads, Contacts, Accounts, Deals, Quotes, Invoices, Purchase Orders, and Sales Orders modules of Zoho CRM. The documents will be sent to the associated contacts for all records that aren’t leads and contacts. Quotes, invoices, purchase orders, and sales orders are generated as PDF files. Templates can be created for these records and the documents can be sent for signature using this extension.

On installing the extension, three custom modules will be created. Based on the terminology used in DocuSign, these modules are named.
  1. Envelopes - This refers to each process of sending documents and getting them signed by the customers or prospects.
  2. Envelope Events - This module captures details on the date and time the documents were sent for signature and when they were signed.
  3. Envelope Recipients - This module captures details on the recipients of the document, the order in which they need to sign, etc.
Notes:
  1. Only administrators can install this extension.
  2. Accounts in Zoho CRM and DocuSign are required.

Installing the extension

You can either go to the Zoho Marketplace and install the DocuSign extension or log in to your Zoho CRM account and install.

To install DocuSign
  1. Go to Setup > Marketplace > All.
    All the installed extensions will be listed. Under All Extensions, you can view all the extensions supported by your CRM.
  2. Click All Extensions, browse for and click DocuSign.
    The details about the extension will be available.
  3. Click Install.

  4. Agree to the Terms of Service and click Install.
  5. Choose one of the following, then click Confirm:
    1. Install for admins only - The extension will only be installed in CRM for users with the administrator profile.
    2. Install for all users - The extension will be installed in CRM for all users.
    3. Choose profiles - The extension will be installed in CRM for manually chosen users. Choose this option, click Confirm, then select the desired profiles.
      The extension will be installed automatically for the specified users.

  6. Click Authorize.
    If you click Skip in this step, you can later authorize from Settings > Setup > Marketplace > All. In the DocuSign extension details page, you can click Authorize.

  7. In the pop-up, specify the Email and Password for the DocuSign account and click Log In.
    The account will be authorized and the extension can be used.

Getting documents signed using DocuSign

Once the extension is installed, a button named Send for DocuSign will be added to the Leads, Contacts, Accounts, and Deals details page. Using this button, you can send documents that need to be signed by the contacts associated. Each record will also have a related list where the envelope details will be listed.

To send documents for e-sign
  1. Click on the Leads, Accounts, Contacts, or Deals modules.
  2. Click on a record to which you want to send documents.
  3. In the record's details page, click the Send for DocuSign button.
    A new page will pop-up where you will find options to send envelopes directly or using templates.

  4. In the Send Envelope with DocuSign pop-up, choose between Send Envelope and Send Envelope with Template.
If you choose Send Envelope, do the following.
  1. Under Add Documents, select an option to upload the document either from your computer or from your CRM Documents.
    When multiple files are added, all the files will be merged and sent as a single PDF document.
  2. Add the recipients to whom you want the documents to be sent for signature. By default, the lead/contact selected will be added as the recipient.

  3. Under Message to All Recipients, specify the subject and message that will be included in the email sent to the recipients.
  4. Click Next and you will be redirected to the DocuSign webpage.
    Along with the above settings, you will be provided with some additional options here.

  5. Under Advanced Options, you can do the following:.
    1. Select if the recipient can change the signing responsibility or assign a delegated signer.
    2. Select the "Send automatic reminders" checkbox to set reminders.
    3. Specify the number of days after which the request to sign the document should expire.
    4. Specify the days after which the customer should be notified of the document getting expired.
    5. Click Save.

  6. Click Next to preview the document and add the required Signature fields in the document.
  7. Click Send Now.
    The documents will be sent to the recipients.
If you choose Send Envelope with Template, do the following.
  1. Search and select the envelope template from the available list of templates. All the documents available within the envelope chosen will be added.
  2. Add the recipients to whom you want the documents to be sent for signature. By default, the lead/contact selected will be added as the recipient.

  3. Customize the subject and message that will be included in the email sent to the recipients.
  4. Select the Merge fields checkbox if you want to define values in the documents using the CRM field values.
  5. Click Next and you will be redirected to the DocuSign webpage.
    Along with the above settings, you will be provided with some additional options here.
  6. Under Advanced Options, you can do the following:
    1. Select if the recipient can change the signing responsibility or assign a delegated signer.
    2. Select the "Send automatic reminders" checkbox to set reminders.
    3. Specify the number of days after which the request to sign the document should expire.
    4. Specify the days after which the customer should be notified of the document getting expired.
    5. Click Save.
  7. Click Next to preview the document and add the required Signature fields in the document.
  8. Click Send Now.
    The documents will be sent to the recipients.

Notes:
  1. The supported document formats are: pdf, doc, docx, xls, xlsx, ppt, pptx, wp, txt, rtf, jpg, jpeg, gif, tif, tiff, bmp, png, htm, and html.
  2. You can upload and send a maximum of 5 files. Each file should not exceed 50MB.
  3. When multiple recipients are added, the document needs to be signed by all of them in the same order they have been added. The email will be sent to the first recipient in the order.
  4. Once the first recipient has signed the document, it will be sent to the next recipient in the order.
  5. When you delete a contact, all the associated agreements will not be deleted.
  6. The custom modules Envelopes, Envelopes Events, and Envelopes Recipients cannot be customized. However, workflows can be created for these modules.

Creating documents using CRM templates

In addition to uploading documents in the Quotes, Invoices, Purchase Orders, and Sales Orders modules, you can create documents as well, using the templates in Zoho CRM. All the quotes, invoices, purchase orders, and sales orders are created as PDF files. Various templates can be created for each of these file types. Using these templates, a quote, for example, can be sent for signature.

To create documents using CRM templates
  1. Click the Quotes, Invoices, Purchase Orders, and Sales Orders modules.
  2. Click on a record to which you want to send documents.
  3. In the record's details page, click Send for DocuSign.

  4. In the Send agreement with DocuSign pop-up, do the following:
    1. Click Create Document > From CRM Templates.
    2. In the pop-up, select a template from the drop-down list.
    3. Click Create.
      The document will be created.
    4. Specify rest of the details and click Send Now.

View agreements associated to a record

You can view all the agreements associated to a record and their signing status under the related list 'Envelopes' of the record.

To view agreements
  1. Click on the Leads, Accounts, Contacts, or Deals modules.
  2. Click on a record and go to its Envelopes related list.
    You can view all the envelopes and the signing status of the documents.

Uninstalling the extension

When you wish to uninstall the DocuSign extension, please note that all the data will be deleted on uninstalling and cannot be recovered.

To uninstall DocuSign
  1. Go to Setup > Marketplace > All.
    All the installed extensions are listed. Under All Extensions, you can view all the extensions supported in CRM.
  2. Browse for DocuSign and click the corresponding Uninstall link.
  3. Click Ok to confirm.
    All the data related to DocuSign will be deleted.

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