Using the DocuSign Integration (Desktop)

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The DocuSign Business Pro integration with PensionPro will allow users to create E-Signature templates that are used to send out documents to signers. Once a template is created users will be able to send out documents for signature(s).  An interaction will be created when the document is sent, and it will indicate the status of that document.  This article provides information on how to set up the integration with DocuSign, create E-Signature templates, and send out documents for signature.  DocuSign tiers other than Business Pro will be able to send documents, however, the status will not be tracked in PensionPro.

If you think your firm could benefit from this integration and do not currently have a subscription, DocuSign offers a Free Trial which you can sign up for through their website at DocuSign eSignature | DocuSign.  This trial will allow you to utilize the DocuSign PensionPro integration.  If you have questions regarding the different subscription levels, please reach out to a DocuSign sales representative directly at 1-877-720-2040.

Tier Availability: Business

Security Rights Required: Add/Edit E-Signature Templates, Create E-Signature Requests

Menu:

• DocuSign Security Rights
• Setting up the DocuSign Integration
• Creating E-Signature Templates
• Sending an E-Signature Document
• FAQ

DocuSign Security Rights

There are two security rights associated with using the DocuSign feature. They include Add/Edit E-Signature Templates and Create E-Signature Requests Security Rights.

• Add/Edit E-Signature Templates – Allows the user to add, edit and delete E-Signature Templates
• Create E-Signature Requests – Allows the user to create E-Signature requests

For steps on how to add these Security Rights to an Employee, please review Adding Employees and Security Rights. After rights are granted to an Employee, that user must then click Application > Refresh Security.

Setting up the DocuSign Integration

To use DocuSign with PensionPro, the two must be linked.  This step will only need to be completed once and is usually completed by your system administrator.

• Click on Maintenance from the Application Menu and select Preferences > Integrations > DocuSign
• Click on the Start Integration button. This will redirect you to the DocuSign login screen.
• Enter the username and password for the DocuSign account
• A message will appear that says “Your DocuSign account has been successfully verified. Close this browser tab at your convenience.”
• On the Application Menu in PensionPro click on Maintenance > Preferences > Integrations > DocuSign
• Click the refresh button
• The fields included below will be populated as noted:
  • Integrated: Yes
  • Account Name: Your user account name
  • Account ID: API key
  • Status: This will change to Active if the Connect Key is not used or Connected once a valid Connect Key is entered
  • Token Valid: Yes
  • Token Expires: Date and Time the token will expire
  • Connect Key: This will show a Set Connect Key button until the key has been entered.
• How To Set the Connect Key if you are on the Business Pro tier of DocuSign (This is a one time setup unless the accounts are disconnected)
  • Proceed to the DocuSign website and log in to your account
  • Click on Settings under the menu dropdown in the upper left corner
  • On the left side under Integrations, click on Connect
  • Click on Connect Keys
  • Click on Add Secret Key
  • A Key will be created
  • Double click on the key to highlight it and then click Ctrl and the letter C to copy it.  Please be sure to copy the entire key.
  • On the left side under Integrations, click on Connect
  • Click on Add Configuration > Custom
    • Name: Enter a name to identify the configuration (it does not matter what it is)
    • URL to Publish (HTTPS required): (https://connections.pensionpro.com/release/docusign/statusupdate)
    • Enable Log (maximum 100): Leave checked
    • Require Acknowledgement: Leave checked
    • Data Format: Should be set to Legacy
    • Include Data: No action required
    • Associated Users: We recommend selecting All users (includes new users)
    • Trigger Events:
      • Envelope Events
        • Select All
          • Envelope Sent
          • Envelope Delivered
          • Envelope Signed/Completed
          • Envelope Declined
          • Envelope Voided
      • Recipient Events – No action required
    • Integration and Security Settings:
      • Include HMAC Signature: Recommended
        • What’s this?: In the drop down you should see the connect key you created earlier
    • Click the Add button (at the top or bottom of the page)
    • On the Application Menu in PensionPro, click on Maintenance > Preferences > Integrations > DocuSign
    • Click on the Set Connect Key button
    • Click Ctrl and the V button to paste the key
    • The Connect Key field in PensionPro should display the first 4 characters of the key from DocuSign and the status will reflect Active

Creating E-Signature Templates

Once the integration has been set up, the next step in the process is to create the E-Signature templates.  These are the templates that you will choose from when sending a document for signature.

• Click on Maintenance from the Application Menu and select E-Signature Templates
• Click on the Add button to create an E-Signature template
• A pop-up window that includes the following fields will appear:
  • Template Name (required field)
    • Enter the name of the template being created
  • Description (not required): 500 character limit
    • Enter a description of the template being created
  • Source (required field): Select a Source from the dropdown menu
    • Distributions: This option will allow the user to select this template when sending a document for signature from the Workflow > Distributions > [Distribution Name] > Distribution Docs tab
    • Plans: This option will allow the user to select this template when sending a document for signature from the Plans > Files (any of the three tabs – Legal Plan Files, Administrative Forms, Fiduciary Files)
    • Projects: This option will allow the user to select this template when sending a document for signature from the Workflow > Projects > [Project Name] > Files tab
    • Proposals: This option will allow the user to select this template when sending a document for signature from the Proposal > Files tab
  • Signer Role and Order (required field)
    • This field will appear after the Source is selected
    • Select Signer Roles and place them in the order for signature
    • Clicking on the Role will allow the user to drag and drop the order
  • CC
    • This field will appear after the Source is chosen
    • Select the Role(s)
  • Subject (required field): 100 character limit
    • Enter a subject for the E-Signature document
  • Message (required field): 10,000 character limit
    • Enter a message for the E-Signature document
  • Click Save

• User can Edit existing templates
• User can Copy existing templates
• User can Delete existing templates
• User can Export existing templates

Sending an E-Signature Document

Once the integration has been set up and the E-Signature templates have been created, documents can be sent for signature from the sources mentioned above (Distributions, Plans, Projects, or Proposals).

• Navigate to the area in PensionPro where you can access the document to be sent for signature (Under Distributions, Plans, Projects, or Proposals)
• If the file has not already been added, add the file/document to the appropriate files tab.  If the file is coded to show on PSL, you may want to mark the file as accessed since it will be sent through DocuSign.
• Highlight the file/document and click on the E-Signature button (pencil and paper)
• A slider menu with the following fields will appear:
  • Template
    • Choose the E-Signature template you would like to use
  • Document Title
    • This field will pre-fill with the document you highlighted
  • Sender
    • This field will pre-fill with the PensionPro user’s name (and email address)
  • Signers
    • This field will populate with the contact name(s) and email address(es) that are in the role(s) that were chosen when the template was created
    • Signers can be removed or added on this screen
  • CC
    • This field will populate with the contact name(s) and email address(es) that are in the role(s) that were chosen when the template was created
    • CC’s can be removed or added on this screen
  • Action
    • There are three (3) action options available under the Business Pro tier of DocuSign:
      • Send (This is the only option available under DocuSign tiers other than Business Pro)
        • Send the document to DocuSign for signature
      • Send and Add
        • Send the document to DocuSign for signature
        • Add the signed copy back to PensionPro when all signatures are complete
      • Send, Add and Archive
        • Send the document to DocuSign for signature
        • Add the signed copy back to PensionPro when all signatures are complete
        • Original Document will be archived
    • Subject
      • This field will populate with the subject that was created on the template
      • This field can be edited
    • Message
      • This field will populate with the message that was created on the template
      • This field can be edited
    • Click the Send to DocuSign button
• At this point an interaction has been created in PensionPro
• Users will be sent to DocuSign - Please note, any changes made in DocuSign at this point will NOT be reflected on the PensionPro interaction. 
  • Add Documents to the Envelope
    • The Document from PensionPro has already been added to the envelope
  • Add Recipients to the Envelope
    • The Recipients have already been added in signing order from PensionPro
    • The signing order or whether a signer needs to sign can be edited here
    • Recipients can be added but we do not recommend as an interaction will not be created for that person nor will they show on the interaction
  • Messages to All Recipients
    • Email Subject:  Will populate with subject from PensionPro template
    • Email Message:  Will populate with message from PensionPro template
  • Click Next: This will take you to the page where you can place the signatures or other fields needed.
    • Standard Fields: To place the fields, click on the field on the left side and drag it to the appropriate place in the document on the right side
  • Click Send
    • This will send the document to the Signers. Please note, once a document is sent from PensionPro through DocuSign the system will currently only update the status for a 30 day timeframe. If the signer does not sign within 30 days the status and signed document will not be updated in PensionPro.
• If you are on the Business Pro tier of DocuSign, click on Interactions tab in the appropriate location, Plans, Contacts, or Proposals, to view the status of the document.  Other DocuSign tiers will not see the statue.
  • Documents that were uploaded to show on PSL will show the original version, and if Send and Add or Send, Add and Archive were chosen then either the original version, the signed version or both versions will show on PSL.

FAQ

• Can I report on the status of the documents sent through DocuSign? An Envelope Recipient report can be run through your DocuSign account by navigating to Reports > Envelopes in DocuSign > Envelope Recipient Report.  For Business Pro users, the status of the document sent through DocuSign will also pull into the PensionPro Interaction List report which is located under Reports > Communications > Interaction List.  A Fetch query can be run on interactions to include the status field as well.
• Who can I contact at DocuSign to subscribe? You can reach out to DocuSign directly at Contact Sales | DocuSign.
• Who can I contact if I have questions specific to DocuSign? If you have questions specific to DocuSign, you can access their support page from their website at DocuSign eSignature | DocuSign.
• Are the attachments sent between PensionPro and DocuSign secure? The files transferred from PensionPro and DocuSign and back are encrypted. Any files attached to an email notification will not be.
• Are we required to have a unique DocuSign account for each PensionPro user who uses this feature? The integration works with a single DocuSign account. This allows your firm to manage all documents in one place. 
• Does the integration support multiple signers on one document? Multiple users can sign the same document. You may also set the signing order.
• What notifications are received when documents are signed? Notifications will come from DocuSign based on settings established in that account. However, you may want to embed a verification check in a project to ensure/document completion. Note: The Name and Email Address on the DocuSign account are the ones associated with the notifications. Firms may consider using their business name in the Name field and a shared email address to allow users across the firm to receive notifications.
• From which modules/functions in PensionPro can documents be sent for signature? DocuSign can be utilized from four different levels: Plan, Project, Distribution, and Proposal. This means you can send legal plan files, administrative forms, fiduciary files, project files (such as distributions documents), and proposal files.
• Where are signed documents stored once they are completed in DocuSign? Signed documents are stored in the location from which they are sent. For example, if you sent a document from the Distribution tab, that is where the signed document would be stored. Note that only the Business Pro tier of DocuSign supports relaying the signed document back to PensionPro.
• Must a plan be set up in PensionPro before a proposal can be sent for signature? If you are a SalesPitch user, the file can be sent for signature under the Proposal Files tab. If you do not use SalesPitch and you want to send a proposal for signature, a plan would need to be added.
• Can I send a zip file containing multiple documents? DocuSign does not support zip files. If desired, you may combine multiple documents in one PDF. Visit their webpage for more information about supported file formats and file size limitations: Supported File Formats | DocuSign.
• Is there a limit on the file size for the document being sent for signature?  Yes, the file size is limited to 5MB.  To confirm the true size of a file, you can right click on the file and open the properties.  Here you will see the true size of the file.

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