Sending envelopes through the template option uses the envelope templates you already have created in your Docusign account. It is an option that requires more configuration and has more functionalities, offering the option of customizing the envelopes with Zendesk deal/lead data.
It is very useful for multiple shipments, optimizing shipping time and customizing envelope fields according to the signaled deal/lead data in the document.
By selecting the template option on the New tab, a list of the templates you have on your Docusign account will be displayed.
To use this option it is necessary that you already have templates set up on your Docusign account, or create new ones.
Inside of the deal/lead in Zendesk Sell, by selecting which template you want, it will display those involved in the process and then you have to add the name and email address of each one, which are variable. In this case it is not necessary to define placeholder or role, it is already defined in the template at Docusign.
When you enter those involved by clicking on the name, a list of the people involved in the deal/lead is loaded. When choosing one of these people the email is also filled in automatically.
The next step is to optionally define the subject and body of the email. If you leave these fields blank, Docusign will fill the default messages.
To finish sending, click Send.
Once the submission is confirmed, the deal/lead is updated with the tag “eZSign_envelope_sent” and other with the format "eZSign_[name of the document or template]" and an internal note with the name of the submitted template, the name of those involved in the envelope signature and the date and time of submission.
After sending, in the Sent tab, you can check the status of the sent envelope as “waiting”, with a clock icon, until all the signers sign the document.
Once all signers have signed up, the final envelope is then sent to everyone involved in the process.
Customize your envelope
To create a template at Docusign, inside the platform, access the Templates option and upload a document you want.
Then insert the people involved in the envelope sending process. As the purpose of using this type of sending envelopes is to use it in multiple cases, insert the roles of those involved and leave the name and email fields blank, to be inserted directly in the deal/lead with the requester’s data.
In cases which the same person always receives the envelope, as a carbon copy, for example, all data can be defined: name, email and role.
To customize the template, use the field options available at Docusign on the left sidebar. The fields are inserted by dragging the field to the location in the document where you want the personalized information to be placed.
To connect the data in the document to the data available on the Zendesk deal/lead, after defining the field in the template, the field’s Data Label option is changed to the same name of the corresponding deal/lead field in Zendesk.
In the following example we want to link the Category, City and Important Date data, so we insert text fields in the document and change the data label of each field to the names of these fields in Zendesk: Category, City and Important Date.
For the standard fields, we have a list with a from/to that can be use to retrieve this information, such as the deal value, the parameter tht is placed is deal.value:
Signature locations are identified in the document with the signature fields dragged into the document.
The first signer has the responsibility to fill or check the customized fields of the document. The second signer and others cannot make any changes in the document, only signature is allowed.