Working with Docusign

[SeanPBurton]

We currently use DocuSign and are exploring how the integration with Hubspot works. So far the integration seemse problematic. Ideally I want to be able to create a workflow that triggers on a deal status change and automatically filles and sends a document to the deal contact. We've followed the tutorials and installed the add-in, and we can do a manual send from the Deal right hand sidebar.

However automating via workflows do not work as I get the errors: "Failure: The DocuSign workflow template does not have any placeholders or recipients. Check our knowledge base article on how to fix this."

I've attempt to use "HS.." prefixed fields in the template but they do not appear.

Any experience using DocuSign, partcularly automating it?

[IWhite8]

Hi Community. Has anyone be able to solve this issue? I have a client with the same problem

[KPrashanthi]

Hi, we are facing the same kind of issue with DocuSign integration.  Deal status changes then automatically using Workflows, Template has to to sent to Deal Associated Contact.

[PSimbulan]

Like the others here, I've been trying in vain to make the integration between HubSpot and Docusign work. It seems that the HS properties only appear in Docusign if you create the envelope in each specific place (Contact properties will populate the Docusign if the Docusign is initiated from the Contact, Deal properties will show up in the DocuSign if createad from the Deal, and Company properties will only show up in the Docusign if created in the Company). All the HS properties from across all three, Deal, Company, and Property will simply not populate the Docusign at the same time. You can only choose and use one. With such a limited integration, I've been experimenting with Zapier, but have not gotten it to work. Does anyone have any experience with making this work?

[GLePage]

You are correct there. I had the same issue where Deal information would not carry across if the Envelope was created using a Contact based workflow. It's possible to work around by creating a workflow that copies Deal Information into unused Contact Properties. Then assign those Contact Properties to fields in the envelope... It works, but I don't like the idea of anybody else in my team trying to make sense of the process!

[GLePage · Accepted solution]

Hey @SeanPBurton ,

We use DocuSign to send contracts within a workflow, which picks up the contact details and then triggers new workflows when they are signed (or not signed). It took a long time to figure out how to make it work, so I'm not surprised you're experiencing difficulty, and it does have some limitations.

1. As @ABokeria said, you must create a template in Docusign and then select and assign the recipient details correctly so the contact in the workflow is the recipient. This means anyone within the workflow will be sent the contract. I think (and it was a while ago) you will need to create the Template in DocuSign and assign the appropriate fields (like contact name, email etc) in Docusign, but then assign them again in Hubspot. I have found there are limitations with the fields that will automatically fill from HubSpot to DocuSign (some fields just won't work, and custom fields are not supported - the basics name, email phone number do work).

3. You can also trigger a workflow depending on the status of the Docusign (signed, unsigned, sent etc), but I found this was not intuitive at all either, and you need to manually type in the envelop status (there's no dropdown), in this case it is "Completed"

I hope this helps point you in the right direction. With the addition of custom field mapping (a feature I have requested), I would be able to fully automate the process of sending a contract, and prefilling all details. As it stands I still have to copy and paste some details from HubSpot into the contract when it is sent from Docusign for me to execute.

[ABokeria]

Hi @MiaSrebrnjak delighted to be tagged here. No expert my any means, but yes- I have been playing around with this integration for some time and finally feel like we are in a good spot (ironically just as we are exploring moving away from DocuSign, of course.) @SeanPBurton this may be a silly question, forgive me if so, but are you confident that your template is set up correctly in DocuSign itself? Making sure that you have the signature fields as you need them, and have recipient "title" listed to match the signature fields (for us is Franchisee 1 for example, might be Prospect, Buyer, what-have-you...). We have an automation that sends a DocuSign template to all contacts (if they are marked as marketing contacts and subscribed to all communication options) of a deal. I will say that sometimes not all of them receive it or not all of the sent ones are logged on the right hand panel for some reason so I have had to also track signature receipts in a note in the deal for a backup. Also the integration is PAINFULLY slow. But it does work. Hope this helps. Feel free to reach out if you'd like.

[SeanPBurton]

Hi @ABokeria thanks for your reply. I have followed the tutorials to set the templates up, but I just cannot get any of the Hubspot fields (those supposedly prefixed "HS...") to be available to the templates. Looking at other replies it does seem like the integration is problematic and I'm not sure I want to recommend it to my users at this stage. I will also look at Zapier integartion to see whether there is a solution to be had there too.

[ABokeria]

Ah I see. Yes - the DS workflow we use is simply an aknowledgement of receipt, so we don't actually have the HS fields talking to the DS template at all. That was the original dream, of course, but I also was unable to find a way to make it work. DS told me we needed to upgrade our subscription to unlock those features in the integration, which was not accurate. Have you seen the new webforms DocuSign is rolling out? I would consider that as a plan B... Forms you can have your sales team or your prospects themselves fill out with fillable fields that populate in your DS template. Hope this is addressed soon. Eager to hear if Zapier helps.

[MiaSrebrnjak]

Hi @SeanPBurton,

Thank you for reaching out to the Community!

I wanted to tag in a couple of other Community members to see if they have any input on this matter:

Hi @LNRobertson, @ABokeria, @HubDoPete, @GLePage, I believe you have experience with the DocuSign integration. Do you maybe have any advice for @SeanPBurton? Thank you!

Cheers
Mia, Community Team