by Rolustech

Send and track your contracts with RT DocuSign! Enhance your customer management process, by closing deals faster with RT DocuSign. Send your contracts and have them signed by your customers from any browser, or on any mobile device, within minutes.

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Sugar 7 - User Guide

Introduction

RT DocuSign provides the following features:

  • Documents & PDF Syncing- Bidirectional syncing of documents and PDFs for signature between Sugar & DocuSign.
  • PDF templates - Send PDF templates as PDF documents through Accounts, contacts, leads & opportunities for signature.
  • DocuSign Dashlet - View DocuSign Envelope statuses of Documents Packets directly in Sugar Dashlets on Global, Module and Record Levels.
  • Real-time alerts - Get real time alerts on document status changes from your Sugar Activity Stream.
  • Customized Documents Packet Module - View statuses of documents and Manage PDF Revisions with Document Packet Records.

Pre-requisites

Note: DocuSign Support the following formats. Make sure you attach documents from the following formats:

  • Microsoft® Word® 2003, 2007, 2010, 2013
  • Microsoft Excel® 2003, 2007, 2010, 2013
  • Microsoft PowerPoint® 2003, 2007, 2010, 2013
  • Text files (.txt)
  • Rich Text Format (.rtf)
  • Image file formats (.png, .jpg, .gif and .tif)
  • Portable Document Format (.pdf) files

Sending Documents for Signature

With RT DocuSign, you can send documents through Contacts, Leads, Accounts and Opportunities modules to DocuSign/clients for signature.

  1. For sending documents, first click on the relevant module e.g. ‘Contacts’ from the main menu.
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  2. Then select and click open a relevant record to send documents to for signature.
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  3. Next, click on the edit action button on the contact record. Then select ‘Send Documents to DocuSign’ from the drop down menu.
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  4. User is then redirected to a ‘Send to DocuSign for Signature’ page.
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  5. On this page, add/edit contacts and attach/edit multiple documents from SugarCRM. Any document already linked with the contact/account/lead/opportunities will automatically populate here.
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  6. After making the required changes, click on the ‘Send to DocuSign’ button.
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  7. User is then redirected to the DocuSign screen. Here you can Drag and drop DocuSign tags from the left-hand palette onto your document.
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  8. On the DocuSign screen, you can also add/edit documents. Recipients etc. from the ‘Other Actions’ action menu. You can also ‘Discard’ changes or ‘Save and Close’ the changes to the document, to be used to later for sending.
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  9. After making the required changes, click on the ‘Send’ button to send the document for signing.
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Note:
- The above mentioned steps are to be followed for sending documents through the Accounts, Leads and Opportunities modules.

Sending PDF for Signature to DocuSign

With RT DocuSign, you can send multiple PDFs through Contacts, Leads, Accounts and Opportunities modules to DocuSign/clients for signature.

  1. For sending PDFs, first click on the relevant module e.g. ‘Contacts’ from the main menu.
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  2. Then select and click open a relevant record to send PDF to for signature.
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  3. Next, click on the edit action button on the contact record. Then select ‘Send Documents to DocuSign’ from the drop down menu.
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  4. When user selects ‘Send PDF to DocuSign’, a list of PDF templates appear below in the drop down to be sent to DocuSign.
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  5. To create and send PDF templates for signature, select Admin from the top right profile menu.
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  6. On the Admin Page, select PDF Manager under the System section.
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  7. On the PDF manager page, select ‘Create PDF template’ from the menu.
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  8. Create the PDF template, assign a module and then click on the Save button.
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  9. Once user selects the PDF template from the edit action drop down menu, User is then redirected to a ‘Send to DocuSign for Signature’ page.
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  10. On this page, add/edit contacts and attach/edit multiple documents from SugarCRM. Any document already linked with the contact/account/lead/opportunities will automatically populate here.
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  11. After making the required changes, click on the ‘Send to DocuSign’ button.
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  12. User is then redirected to the DocuSign screen. Here you can Drag and drop DocuSign tags from the left-hand palette onto your document.
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  13. On the DocuSign screen, you can also add/edit documents. Recipients etc. from the ‘Other Actions’ action menu. You can also ‘Discard’ changes or ‘Save and Close’ the changes to the document, to be used to later for sending.
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  14. After making the required changes, click on the ‘Send’ button to send the document for signing.
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Note:
- The above mentioned steps are to be followed for sending documents through the Accounts, Leads and Opportunities modules.

Document/PDF Signing Process

  1. Once the documents are sent to the client, the client receives an email to sign the document.
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  2. Client then clicks on ‘Review Document’ and is redirected to the DocuSign signing page. Client fills in the signature and clicks on the ‘Finish’ button.
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  3. Once the client finished signing, you will then receive an email that the document has been signed and completed. You can also check the status of your document/contracts in Sugar which will be shown in the next section of this document.
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Adding DocuSign Dashlet to View status

Track and View envelope statuses of documents packets sent to DocuSign, in a table or chart view with the DocuSign Dashlets. DocuSign dashlets can be added and document statuses can be tracked on Global, Module and Record Levels.

  1. To add DocuSign Dashlet for e.g. at Record level, go to the required module. Then click on the ‘create’ button placed in the Help Dashboard panel on the right.
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  2. Next add a Dashboard Title and click on ‘Add a row’ button.
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  3. Next, click on ‘Add a Dashlet’ button.
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  4. From the Dashlets list, select ‘RT DocuSign’.
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  5. Rename dashlet if required, and click on the ‘Save’ button.
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  6. The RT DocuSign dashlet then appears on the panel to the right.
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  7. The default view on the dashlet is the bar chart. The bar chart shows the number of document packets and their statuses in the whole document signing process with DocuSign.
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  8. To view details of the document packets, click on the Envelope Detail link.
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  9. User is then redirected to the Envelopes Detail view. This view shows status of document packets in tabular form.
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  10. To view further details, click on the envelope links.
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  11. User is then redirected to the detail view in the ‘Document Packets’ module. Here, user can view the status of the document packet, along with the revisions of the signed documents.
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  12. The dashlet can be added and viewed on Module level.
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  13. The Dashlet can also be viewed on Global level. i.e. Home Page screen.
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Tracking Status with Activity Streams

Track document status changes from your Module and Record level Sugar Activity Streams.

  1. To view track changes on Module level, click on the Activity Stream button on the list view.
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  2. User can then view the Activity Stream on Module level.
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  3. Document packets status changes can also be viewed through Activity Streams on Record level in Sugar.
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Tracking and managing documents with Document Packets Module

Manage Revisions of signed documents in the form of PDF attached within Document Packet Records. This module also allows you to track and View Statuses of document packets (group of documents sent for signature), or individual documents and Recipients in Documents Packets Modules Details View.

  1. One way to access Document packet records, is to go to DocuSign dashlets and click on ‘Envelope Details’.
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  2. Next click on a record link to view the details for.
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  3. User is then redirected to that record’s detail view in the Document Packets module.
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  4. Other way is to view it manually through the Document Packets module. To do that, select ‘Document Packets’ from the top menu drop down.
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  5. User is then directed to the Document Packets list view.
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Tracking with Document Packets Module

Document Packet statuses can be tracked through the list view and record view in the module. The status of individual documents within the packets can be tracked through the Documents Packets Record view. (Note: Document Packet status only changes once all the documents within the packet have reached the same status).

  1. Document Packets status can be tracked/viewed through the Documents Packets list view. Status can be seen under the ‘packetstatus’ column.
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  2. Status of packets can be tracked through the Documents Packets record view. Click on a record from the list view to see details. Status can be seen under the ‘packetstatus’ field.
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  3. Individual status of documents within packets can be viewed from the Documents Packets Record view as well.
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  4. The Document packet status will change once, all the individual documents within the packet reach the same status.
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Managing with Document Packets Module

Manage Revisions of signed documents in the form of PDF attached within Document Packet Records. (Note: Revisions/signed documents will be updated as PDF against all the documents/document packets once all the recipients have signed the documents).

  1. To view signed documents by the clients, go to Documents Packets Module and click on the relevant record.
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  2. Once the clients are done signing the document packet, the document packet PDF will be updated to the revised version. The revised version is uploaded under the ‘Document Packet PDF’ field.
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  3. Click on the link to be redirected to the detail page and view status changes and revisions of the original document packet PDF.
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  4. To view the final signed document packet PDF, click on the latest revision.
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  5. Click to download and view the PDF.
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  1. To view revisions against individual documents within the packet, go to the relevant document packet record and click on a document under the ‘Original Documents’ sub-panel.
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  2. On clicking the document link, you will be redirected to the document’s detail view, where revisions against the document can be viewed.
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  3. To view the final signed document PDF, click on the latest revision.
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  4. On this page, you can click and download the latest signed PDF version of the document.
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Technical Support

If you are not clear with anything mentioned above then please use the SugarOutfitters "Support" tab to create a Case or Email us at support@rolustech.com.

Download User Guide

Please click on following URL to download RT DocuSign Sugar 7 User Guide.

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