DocuSign Integration

DocuSign is a software solution that provides support for the web-based signing of documents. PensionPro offers integration with DocuSign services to seamlessly manage and send these documents to the necessary signers. A record of this Interaction will be stored within PensionPro, where the status of the document can also be tracked. This article covers configuring the DocuSign integration, creating E-Signature Templates, and sending documents for signature.

Tier Availability: Business

Article Contents

• Overview of DocuSign Integration
• DocuSign Integration Setup
  • Linking DocuSign to PensionPro
  • Setting the DocuSign Connection Key
• Using Individual DocuSign Accounts
  • DocuSign Account Sharing
• E-Signature Templates
  • Adding an E-Signature Template
• Sending a File to DocuSign
• After the File is Sent to DocuSign
  • DocuSign Status Tracking
• Frequently Asked Questions

Overview of DocuSign Integration

PensionPro's DocuSign integration simplifies the process of sending documents for online signature; files that have already been added to PensionPro can be easily transferred to DocuSign. This requires two items:

• A file to sign. The DocuSign integration works with Plan, Project, Distribution, and Proposal files.
• An E-Signature Template. This gives DocuSign some additional information, such as which Contact Roles will be signers.

The integration can be used with either a single firm-wide DocuSign account, or individual accounts. If DocuSign is fully integration, PensionPro is also able to retrieve the signed file and save it for future reference.

The DocuSign integration feature is intended for use with DocuSign's Business Pro subscription tier. Users subscribed at lower tier levels will still be able to send documents using this integration, but some functionality—such as status tracking—will not be available.

Firms that are not currently utilizing DocuSign can sign up for a 30-day free trial↗; integration with PensionPro will be fully functional during this trial period.

DocuSign Integration Setup

Requires Security Rights: Maintenance

To access the DocuSign Settings grid, select Maintenance > Preferences > Integrations > DocuSign. These settings cannot be configured individually, but are established during the linking process. Review the settings in the table below, then proceed to the next section, Linking DocuSign to PensionPro.

Linking DocuSign to PensionPro

Establishing the basic integration link will enable the ability to send E-Signature Documents.

1. From the DocuSign Settings tab in PensionPro, select More > Start Integration.
2. A confirmation dialog displays. Select Yes; a DocuSign sign-in page will open in a new browser tab.
3. Sign in to DocuSign from the opened tab. A message should appear stating that the link between the two applications has been established.
4. Close the DocuSign browser tab to return to PensionPro.
5. The DocuSign Settings grid in PensionPro will now display a banner confirming that the settings have been updated. Select Refresh to verify the new settings.

Setting the DocuSign Connection Key

Although optional, the Connection Key will need to be set to enable status tracking for E-Signature Documents within PensionPro, and to enable the ability for signed copies of documents to be uploaded to PensionPro automatically. This feature is only available with DocuSign's Business Pro tier.

The following steps begin in DocuSign and end in PensionPro, and must be completed by a DocuSign user with administrative privileges.

Within DocuSign:

1. To obtain a Connect Key, refer to the DocuSign article How to set up HMAC security with your app↗; specifically, the section titled Add HMAC keys for your app. Follow steps 1 through 4.
   • When asked to sign in, do so from DocuSign.com↗. Do not create or sign in to a developer account.
2. After generating a key in DocuSign per the above article, the newly-generated key will be fully visible. Copy the entire key, or otherwise note it elsewhere.
   • For security purposes, this will be the only time that the DocuSign key will be fully visible. It will not be accessible at a later time. If the key is lost, a new one will have to be generated.
3. Return to PensionPro.

Within PensionPro:

4. From the DocuSign Settings tab in PensionPro, select More > Set Connect Key. The corresponding window displays.
5. Enter or paste the key obtained from DocuSign per the above instructions.
6. Select Save.

The Status field should now read Connected, indicating that the DocuSign integration is fully configured.

Using Individual DocuSign Accounts

Individual DocuSign accounts can also be integrated with PensionPro on a per-Employee basis, rather than using a single account for all e-signature interactions firm-wide. Additionally:

• A DocuSign integration set at the firm level can still be used but is not required.
• Users connected to an individual DocuSign account will still be able to use the firm account if necessary.
• Once linked, PensionPro provides the ability to share an individual's DocuSign integration with other Employees.

To get started, navigate to the Employee tab for the desired user, then select the Connected Apps view from the list on the left. The grid in this view displays any services the Employee is already integrated with. To add DocuSign to this list:

1. Select Add at the top-right of the grid. The Add App window displays.
2. Use the Select App dropdown to select DocuSign.
3. Select Save.

Once DocuSign is added to the Connected Apps grid, the integration needs to be established. Double-click on the DocuSign entry in the grid to open the DocuSign Integration preferences. These preferences mirror those used for firm accounts as discussed in Integration Setup.

To establish the connection, utilize the instructions in the section Linking DocuSign to PensionPro (as well as Setting the Connection Key if applicable); the linking process is identical for firm and individual accounts.

DocuSign Account Sharing

Once an individual account has been connected, other Employees can be granted permission to use this account to send their own E-Signature Documents. Access can be managed individually, or by group:

1. Navigate to the Employee tab of the user with the integrated account, select the Connected Apps view, and double-click the entry for the DocuSign integration to open its preferences.
2. Select More > Share My Account. The corresponding window displays.
3. Set Share My Account to Yes or No as appropriate. This must be set to Yes before Employees and Groups can be added.
4. To add other users individually, use the Employee field to search for and select the desired Employee(s).
   • This requires the Add/Edit Employee Security Right.
   • Multiple Employees can be added manually in this fashion.
5. To add entire groups of Employees, use the Group dropdown to add as many groups as desired.
   • These groups are set up and maintained as part of Group Management.
6. Select Share.

E-Signature Templates

Requires Security Rights: Maintenance, Add/Edit E-Signature Templates

In PensionPro, an E-Signature Template is a small template that will be attached to a File before it is sent to DocuSign. This template determines which Contact Roles will be required to sign the document, and specifies the Subject and Message used in the notification email sent by DocuSign. An E-Signature Template allows these settings to be quickly applied to every File it is attached to.

E-Signature Templates can be managed from Maintenance > E-Signature Templates. The grid on this page displays any Templates that have already been created.

Hovering over a Template in the grid displays the Edit and Delete options on the right-hand side.

To copy an existing Template, click to select it in the grid, then select More > Copy.

Adding an E-Signature Template

At least one E-Signature Template must be created before a File can be sent to DocuSign.

1. Select Add to the top-right of the grid. The Add E-Signature Template window displays.
2. Enter a Template Name, for reference.
3. If desired, enter a Description for the Template.
4. Select a Source from the dropdown.
   • Available Sources are Distribution, Plan, Project, and Proposal.
   • The Source specifies which type of File a Template can be applied to. For example, a Template with Source set to Plan can only be used with Plan Files.
   • The Signer Role and Order and CC fields will not be displayed until a Source is selected.
5. Select the Signer Role(s) that will be required to sign the document.
   • These will either be Plan Contact Roles or Proposal Contact Roles, based on the selected Source.
   • If multiple Roles are chosen, the document will be sent for signature to each Role in order, one after another. To adjust the signing order, select and hold a Role, then drag it up or down to reposition it in the list.
6. If necessary, select any Roles to CC. The document will be sent to these Roles for reference only; no signature will be required.
7. Enter a Subject and Message that will be used in the email sent to the signer by DocuSign.
8. Select Save.

Sending a File to DocuSign

Requires Security Rights: Create E-Signature Requests Templates

Once the integration preferences are established and E-Signature Templates are created, a File in PensionPro can be sent to DocuSign. Within DocuSign, the File can be prepped for electronic signature, and then sent to any Contact Roles who are required to sign (as specified by the Template).

There are two ways to begin this process. First, navigate to the Files view of either the Distribution, Plan, Project, or Proposal tab. Then, perform one of the following:

• Add a new File. In the Add File window, select the option to Send E-Signature Document.
• Select an existing File in the grid, then select More > Send E-Signature Document.

Once the File has been added or the appropriate menu option has been selected, PensionPro will display the Send E-Signature Document window. Use the following steps to enter the required information and send the File to DocuSign:

1. Select the appropriate Template from the dropdown.
   • The available Templates are based on the Source that was selected during Template creation.
2. If applicable, use Select Account to choose which account the document will be sent from.
3. Signer and CC Contacts will automatically populate based on the chosen Template.
   • Additional Contacts can be added manually by selecting within the text field and searching by the Contact name.
4. Select the desired Action.
   • Send will send the document normally.
   • Send and Add will send the document. After signing, a copy of the signed document will be added to PensionPro as a separate File (requires a Connection Key).
   • Send, Add, and Archive will perform the same function as Send and Add, but will also archive the original File (requires a Connection Key).
5. If the selected Action includes Add, set the Signed File Title for the signed copy of the document as it should appear in PensionPro.
6. The Subject and Body will automatically populate based on the chosen Template. Edits may be made, if necessary.
7. Select Send to DocuSign.

At this point, DocuSign will open in a new browser tab, where the document can be prepared and sent. PensionPro will transfer the File to DocuSign along with any relevant signer and CC details.

After the File is Sent to DocuSign

Although the primary function of the DocuSign integration is to easily transfer E-Signature Documents from PensionPro to DocuSign, there are some additional actions that occur within PensionPro after the transfer is made.

The moment that the File is sent to DocuSign, a new Interaction detailing the E-Signature Document will be added to the associated Plan or Proposal tab. After the Interaction is added, changes that are made within DocuSign will not update the Interaction. For more information on using Interactions, refer to the article Interactions.

If the Action chosen on the Send E-Signature Document window was either Send and Add or Send, Add, and Archive, a signed copy of the File will automatically be added to PensionPro when all required parties have provided signatures. If Send, Add, and Archive was chosen, the original File will also be archived so that the signed copy is the only version visible by default. The signed copy will be stored in the same location as the original File.

• This functionality is only available for DocuSign's Business Pro subscription tier.

DocuSign Status Tracking

If a Connection Key was established during setup (see Setting the Connection Key), PensionPro will display the current status of any E-Signature Document. This status can be viewed alongside the Interaction that was created when the File was sent to DocuSign. A Status column will be added to the Interaction view's grid if a status exists; the status can also be viewed by double-clicking the Interaction to open it in a new Interaction tab.

The status will display one of the following:

• Draft: The File was transferred to DocuSign, but has not been sent to any signers.
• Sent: The document was sent for signing.
• Completed: All necessary signatures have been obtained.

Regardless of what state the document is in, selecting the status will open it in DocuSign.

Frequently Asked Questions

• Can I send a zip file containing multiple documents?
  DocuSign does not support zip files. If desired, multiple documents may be combined into one PDF. Refer to the DocuSign article Supported File Formats↗.
   
• Is there a limit on the file size for the document being sent for signature?
  The file size is limited to 5 MB.
   
• Are the attachments sent between PensionPro and DocuSign secure?
  Files that are transferred back and forth between PensionPro and DocuSign are encrypted.
   
• Are we required to have a unique DocuSign account for each PensionPro user who uses this feature?
  The integration connects all of a firm's users to a single DocuSign account.
   
• Does the integration support multiple signers on one document?
  Yes, multiple Contacts can be specified as required signers—either in the E-Signature Template, or when the E-Signature Document is sent to DocuSign. The order of signatures can be changed within the E-Signature Template.
   
• What notifications are received when documents are signed?
  DocuSign will send notifications to the email address associated with the DocuSign account. The nature of these notifications is based on the account's settings. Firms may wish to consider using their business name as their DocuSign account name, along with a shared email address to allow users across the firm to receive notifications.
   
• Must a Plan be set up in PensionPro before a Proposal File can be sent for signature?
  A user with access to SalesPitch can send the File for signature within the Files view of the Proposal tab. If SalesPitch is not enabled, a Plan does need to exist before a Proposal File can be sent.
   
• Can I report on the status of the documents sent through DocuSign?
  Yes. The status of the document (as discussed in Status Tracking) is available in the Interaction List report, located at Reporting > Communications > Interaction List. A Fetch query can also include an Interaction's Status field. Additional reporting options within DocuSign are discussed in the DocuSign article Using Reports↗.
   
• Who can I contact at DocuSign?
  Useful DocuSign contacts include Sales↗ and Support↗.