DocuSign Setup: DocuSign Template & HubSpot Workflow

Guide to setting up a DocuSign template with HubSpot: create a template, configure recipients & fields, and integrate with HubSpot to auto-populate and send DocuSign Templates

Configure your DocuSign Template

1. Log into your DocuSign account
2. Click on the Templates main navigation link
3. Click on the NEW button dropdown and select the Create Template option
4. Add a Template name and optional Template description
5. Upload your template document
6. Expand the Add recipients section
   • You can send through details for up to 5 recipients from HubSpot
   • You can add additional fixed recipients, over and above the 5, e.g. if you want to include internal individuals, teams or group emails
7. Enter placeholder values for any recipients that will be updated with data from HubSpot - note each value needs to be unique, e.g. Recipient 1, Recipient 2, Recipient 3, etc:
   • Name: Recipient 1
   • Email: recipient1@integrationglue.com
8. Configure any other signing rules as desired
9. Click the NEXT button
10. Add Standard Fields to your document:
    1. Under Standard Fields* Drag and Drop Signature, Initial, Date Signed, Name and/or Email fields into your document
11. Add Custom Fields to your document: 
    1. Click on the Custom Fields icon
    2. Click the + button to add a Custom Field
    3. Enter the Name, Type and Metadata Options
       1. If you are setting the Custom Field from data in HubSpot the Type must be Text
       2. We recommend that you include the Recipient Name in the Custom Field Name so it is easy to identify in HubSpot, e.g. Recipient 1 phone number, Recipient 3 age 
       3. You can set up to 10 custom fields from data in HubSpot across all recipients, i.e. if you have 5 recipients you can have 2 custom fields per recipient updated by HubSpot data 
    4. Click the SAVE button
12. Repeat steps 10-11 for each Recipient (select recipients by clicking the dropdown top left)
13. Click the SAVE AND CLOSE button

* Company, Title, Text, Checkbox, Dropdown, Radio, Note, Approve and Decline Standard Fields are not currently supported. Support for Company, Title and Text Standard Fields is on our current roadmap and is expected to be implemented by May 2024.

Custom Field (custom field, value)

Custom versions of standard fields created in DocuSign can be saved and reused on future documents that you send. 

Note the above instructions were written in April 2024, DocuSign regularly changes its user interface please refer to the How do I create a template? article within the DocuSign Support Centre for the latest DocuSign documentation.

This integration of DocuSign with HubSpot allows you to use DocuSign Templates that can be triggered from HubSpot Workflows. This feature enables an automatic population of Custom text fields within a DocuSign Template from HubSpot properties.

The integration can support:

• Up to 5 recipients
• Up to 10 custom text fields

For more advanced template merging or to include features such as data from associated records, dynamic images, and dynamic links, we recommend using DocMergy to dynamically generate your documents from your HubSpot CRM Data. Once you have created your documents using DocMergy, you can then use the non-templated DocuSign Workflow Actions to send them to DocuSign for eSign. This way, you can automate your eSign process and streamline your workflow.

Create DocuSign Template HubSpot Workflow

The Workflow Action is broken into four key areas:

1. DocuSign Account Configuration: Select your connected DocuSign Account and User to Send DocuSign Emails from.
2. Document & Email Configuration: Email Subject, Name of the Document and the DocuSign Template that will be sent to recipients.
3. Recipient Configuration: Values from HubSpot records or hard-coded values for Recipient Name and Email
4. Custom Field Configuration: Values from HubSpot records or hard-coded values for Custom Fields you have created under Recipients

Create HubSpot Workflow

You can set up a Workflow from any Standard or Custom Object to automate the sending of a Document for eSign using an existing DocuSign Template.

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

Preparing your data

If you are sending to multiple recipients you will need to set the properties for each recipient value on the source Object record before triggering the Workflow.

E.g. where you are triggering the Send DocuSign Template Action from a Deal, you would have a Workflow action that first copies data from the associated 'Primary' Contact record Name and Email properties to Recipient 1 Name and Recipient 1 Email custom properties on the Deal record.

These properties would then be used as Tokens with the Send DocuSign Template Action for the Recipient 1 Name and Recipient 1 Email fields.

Add the Send DocuSign Template Action to a Workflow

A DocuSign Template must be created in the DocuSign Account connected to your HubSpot portal before you can complete this step. You may need to wait for up to 15 minutes after creating a new Template for HubSpot to update and display the template.

1. Create a new Workflow or edit an existing Workflow
2. Add a new Action
3. Click to select the Send DocuSign Template Action
4. DocuSign Account Configuration:
   
   1. Select your DocuSign Account
   2. Select your DocuSign User (you must select your DocuSign Account first, you may need to wait up to 15 minutes for new users to appear)
   3. Select your Selected Template (you must select your DocuSign Account first, you may need to wait up to 15 minutes for new templates and template changes to appear)
      

1. Document & Email Configuration:
   1. Enter a specific value, or select and enter a token from your Source Object and add it to the DocuSign email subject field
   2. Enter a specific value, or select and enter a token from your Source Object and add it to the DocuSign document name field - this text will be included in your Email body
   3. Enter a specific value, or select and enter a token from your Source Object and add it to the DocuSign template field - this will be the DocuSign template sent to your recipients
      
2. Recipient Configuration: 
   1. Select the placeholder Recipient setup against your DocuSign template from the  Recipient 1  dropdown
   2. Enter a specific value, or select and enter one or more tokens from your Source Object and add it to the Recipient 1 name field
   3. Enter a specific value, or select and enter one or more tokens from your Source Object and add it to the Recipient 1 email field
   4. Repeat the above for each placeholder recipient set up against your DocuSign Template
   5. IMPORTANT: The email from DocuSign will be sent to all recipients, therefore you MUST overwrite all placeholder recipient data from your HubSpot Workflow
      

1. Custom Field Configuration:
   1. Select a DocuSign Custom Field from the Custom field 1 dropdown - this will be a custom field configured against one of the Template Recipients
   2. Enter a specific value, or select and enter one or more tokens from your Source Object and add it to the Custom field 1 value field
   3. Repeat for each custom field created within the DocuSign Template
      
2. Click the Save button