Setting Up and Using DocuSign Integration in VanillaSoft

To utilize DocuSign's integration in VanillaSoft, you need a DocuSign account and login credentials for each user. This guide will walk you through setting up the integration, adding or linking users, and sending documents through DocuSign.

Connect DocuSign Account to Project

  1. From the Admin homepage: Select the desired Project.

  2. Open the Integration Menu: Choose DocuSign.

  3. Enter Admin Credentials: Fill in the Admin Username/Email and Admin Password fields, then click Validate Account.

Add or Link DocuSign Users in VanillaSoft

  1. From the Admin homepage: Select the desired Project.

  2. Open the Integration Menu: Choose DocuSign.

    • Existing DocuSign Users: In the Enable for an existing DocuSign User section, select the VanillaSoft user and click Enable.

    • New DocuSign Users: In the Add a new DocuSign User section, select the VanillaSoft user, enter their DocuSign Username/Email, choose permission settings (e.g., "can upload contacts"), then click Add.

Activate DocuSign User

  1. When the user next logs in to the Caller side of that Project, click the Activate DocuSign button near the top of the page.

  2. Enter the DocuSign username/email and password, then click Verify to enable sending documents via DocuSign.

Create Document

  1. Create your document using either WORD or PDF forms.

  2. Visit the How To Set Up A Mergeable Document article to insert merged field values.

  3. Add input fields using these codes (case-sensitive):

    • InputText1-1: Standard text input for the first signer

    • InputText1-2: Standard text input for the second signer

    • Signer1: Signature field for the first signer

    • Signer2: Signature field for the second signer

  4. Ensure input keys match the document background to avoid visible markers.

Sending a DocuSign Document

  1. Click the drop-down above the contact's name and choose Send DocuSign Contract.

  2. Select the appropriate contract.

  3. Edit the signer's name(s) if needed.

  4. Add the subject line and email body.

  5. Click Send.

Tracking DocuSign Documents

  1. In the VanillaSoft contact screen, under Attachments, view sent documents for that contact.

  2. Each document has two versions: the original and an updated version that tracks the signing process.

  3. When signing is completed, the status updates to Complete.

  4. Real-time status tracking includes Status, Send Date, Delivered Date, and Signed Date.

Update DocuSign Credentials

  1. Click your account info (username in the upper-right).

  2. Select DocuSign.

  3. Update credentials and click Verify.

DocuSign integration provides a seamless way to manage contracts directly within VanillaSoft, ensuring efficient collaboration and tracking.

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