Docusign Setup: Create HubSpot Standard Workflows

How to create a new Workflow in HubSpot for sending documents via Docusign, including setting up triggers, adding actions to send documents for signature, and clearing property values after the action is complete.

When you add the Docusign HubSpot Integration Custom Properties, a Custom Card for Standard Objects and Custom Workflow Actions will be installed. 

You can then use these tools to automate your eSign process.

You will need to set up a Workflow for each Standard Object right-hand column Custom Card to work:

• Contacts
• Companies
• Deals
• Tickets

You can also set up other Workflows to automate your process within HubSpot, e.g. on Deal stage update.

Create Standard Workflows

This needs to be completed per Standard Object for the right-hand column Custom Card to work. 

Create a new Workflow for each Standard Objects:

1. Contacts
2. Companies
3. Deals
4. Tickets

Setup the Trigger per Workflow

1. Click the Set up triggers button 
2. Click the When filter criteria is met panel
3. Click the Object properties item under the Object information heading
4. Find and click to select the Send for eSign property
5. Set the filter is any of as Yes
6. Click the Re-enrollment tab
7. Turn the Re-enrollment Toggle ON
8. Select the Send for eSign Checkbox

Add the Send Document Action  per Workflow

Note you need to have completed the Docusign | Setup: Authorise Docusign Users & Account process before you can complete the following steps. You may need to wait for up to 15m after completing Authorisation for HubSpot to update and display Authorised Accounts and users.

1. Add a new Action
2. Click to select the Docusign Send Document for Signature Action
3. Enter the following tokens from the source Object into these fields:
   1. HubSpot document ID or public URL of the source document to send the signature (Required):
      HubSpot Document ID or Public URL
   2. Name of the document that will be sent for signature (Required):
      Name of the Document
   3. Name of the first signatory (Required): 
      Signatory 1 Name
   4. Email of the first signatory (Required): 
      Signatory 1 Email
   5. Name of the second signatory (Optional):
      Signatory 2 Name
   6. Email of the second signatory (Optional unless Signatory Name is entered):
      Signatory 2 Email
   7. Name of the third signatory (Optional): 
      Signatory 3 Name
   8. Email of the third signatory(Optional unless Name is entered):
      Signatory 3 Email
   9. Name of the fourth signatory (Optional):
      Signatory 4 Name
   10. Email of the fourth signatory(Optional unless Name is entered):
       Signatory 4 Email
       
   11. Name of the first Co-signer (Optional):
       Co-signer 1 Name
   12. Email of the first Co-signer (Optional unless Name is entered):
       Co-signer 1 Email
   13. Name of the second Co-signer (Optional):
       Co-signer 1 Name
   14. Email of the second Co-signer (Optional unless Name is entered):
       Co-signer 1 Email
   15. Name of the first carbon copy recipient (Optional):
       CC 1 Name
   16. Email of the first carbon copy recipient (Optional unless Name is entered):
       CC 1 Email
   17. Name of the second carbon copy recipient (Optional):
       CC 1 Name
   18. Email of the second carbon copy recipient (Optional unless Name is entered):
       CC 1 Email
       
4. You must include at least one Signatory, you can leave non-mandatory fields blank 
5. Click the Save button

Add the Clear Property Action 

This is done to ensure your Workflow re-enrolls the next time the Send for eSign Checkbox is selected.

1. Add a new Action
2. Click to select the Clear property value Action
3. Select Send for eSign from the Property to clear dropdown
4. Click the Save button

Send a Specific Document

You can set up any Workflow to automate the sending of specific Documents for eSign.

1. Create a new Workflow for the Object you wish to trigger the eSign from
2. This can be any Standard or Custom Object

Setup the Trigger 

1. Click the Set up triggers button 
2. Click the When filter criteria is met panel
3. Click the Object properties item under the Object information heading
4. Enter your Trigger criteria
5. Click the Re-enrollment tab
6. Turn the Re-enrollment Toggle ON
7. Select the Criteria for re-enrolment

Add the Send Document Action  per Workflow

Note you need to have completed the DocuSign | Setup: Authorise DocuSign Users & Account process before you can complete the following steps. You may need to wait for up to 15m after completing Authorisation for HubSpot to update and display Authorised Accounts and users.

1. Add a new Action
2. Click to select the Docusign Send Document for Signature Action
3. Under the HubSpot document ID or public URL of the source document to send the signature  field enter a link to a document in your HubSpot file system or any public document that is online that contains your Docusign eSign tokens
4. Under the Name of the document that will be sent for signature field enter the name of the Document to be displayed to recipients, e.g. in emails sent to the recipients
5. Enter the following tokens from the source Object into these fields: Note if adding this Workflow to a Custom Object you will need to complete the Docusign | Setup: Create Docusign Properties for that custom Object before completing this step.
   1. Name of the first signatory (Required): 
      Signatory 1 Name
   2. Email of the first signatory (Required): 
      Signatory 1 Email
   3. Name of the second signatory (Optional):
      Signatory 2 Name
   4. Email of the second signatory (Optional unless Signatory Name is entered):
      Signatory 2 Email
   5. Name of the third signatory (Optional): 
      Signatory 3 Name
   6. Email of the third signatory(Optional unless Name is entered):
      Signatory 3 Email
   7. Name of the fourth signatory (Optional):
      Signatory 4 Name
   8. Email of the fourth signatory(Optional unless Name is entered):
      Signatory 4 Email
      
   9. Name of the first Co-signer (Optional):
      Co-signer 1 Name
   10. Email of the first Co-signer (Optional unless Name is entered):
       Co-signer 1 Email
   11. Name of the second Co-signer (Optional):
       Co-signer 1 Name
   12. Email of the second Co-signer (Optional unless Name is entered):
       Co-signer 1 Email
   13. Name of the first carbon copy recipient (Optional):
       CC 1 Name
   14. Email of the first carbon copy recipient (Optional unless Name is entered):
       CC 1 Email
   15. Name of the second carbon copy recipient (Optional):
       CC 1 Name
   16. Email of the second carbon copy recipient (Optional unless Name is entered):
       CC 1 Email
       
6. You must include at least one Signatory, you can leave non-mandatory fields blank 
7. Click the Save button