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DocuSign Integration

Integrating DocuSign with Salesforce can provide a seamless and efficient process for creating quotes.

By leveraging DocuSign’s integration with Salesforce, you can streamline the entire quote process, eliminating manual paperwork, reducing errors and expediting the singing and approval workflows. This integration enhances efficiency, improves collaboration, and provides a seamless experience for both internal users and customers.

Here’s a high-level overview of the process:

DocuSign Integration: Ensure that Docusign is integrated with your Salesforce instance. This integration typically involves installing the DocuSign for Salesforce app from the Salesforce App Exchange and configuring the necessary settings.
Create a DocuSign Template: This step in the process will take the most time. You may decide to create multiple templates for New Business, Renewals, Change Orders, etc. This step will map the necessary fields from the Quote to the form.
Quote Creation: Using Nue on Salesforce, create the Quote. Populate the quote with all the necessary information, such as product and pricing selection, additional terms and conditions, etc. These fields will be automatically mapped to the DocuSign Quote form.
Generate Docusign Form: Generate a PDF or Word document that pulls information from the Quote and Quote Line Items into the DocuSign form.

Integration Steps

These steps will walk through the integration of DocuSign, and the most common fields that are mapped from the Quote Line Item to the DocuSign Order form.

Step 1: Order Form

In this first step, you will need to define what you want to show on the Order form.

What terms and conditions are needed? There may be certain language that you will want to display on the Order form based on the Quote details.

What discounts do you want to display? Do you want to show all quote line items that have a price that is greater than $0?

Consider your requirements, and create a Word Document of your order form.

Step 2: DocuSign Apps Launcher

Click on the “Configure” button for the Document Generation option.

Click on the ‘Create a Template Configuration’ to create a new Template.

Give your template a name and select the Data Source: Quote. Choose the Microsoft Word Template Editor. Click on Next.

Step 3: Add Fields

This next step is where you would add fields to map to your Order form. Every field on the Order form that requires data from the Account, Quote, Quote Line Items will need to be mapped in this step.

The following are the main areas that you will likely need to map:

Account
Contact
Quote
Quote Line Items
Opportunity

The following list of fields are the most common set of fields used on every order form:

Account - This is a related object to the Quote. Fields on this object are typically the account name and billing address information.

Account Name
Billing Street
Biling City
Billing State/Province
Billing Zip/Postal Code
Billing Country

Contact - This is a related object to the Quote.

Full Name
Email

Quote - This is the main data source. You can map any field on the Quote object, but the following are the most common fields.

Payment Method
Payment Term
Billing Period
Subscription Term
Start Date
End Date
Expiration Date
Total Amount
Total Price
Subtotal
List Total
Discount Amount
System Discount Amount
Quote Number
Purchase Order

Quote Line Items - This is a related object to the quote, and contains the quote line items that you will need.

Product Name
List Price
Discount %
Total Price
Quantity
Discount Amount
System Discount Amount
List Total
Product2

Long Description

The DocuSign fields are used to indicate the signature fields:

Signer 1

Signature
Date Signed
Name

Signer 2

Signature
Date Signed
Name

Step 4: Copy Fields to Template

In this next step, copy the fields to your Order Form Template. Each field on the order form must be mapped.

Most Order forms will include a table to show each of the quote line items. In this case, you will want to add the following mapping to ensure that every line on the Quote Line item is added to the product table.

<# <TableRow Select="/Quote//QuoteLineItems" /> #>

Now map each of the Quote Line Item fields (see the screenshot below).

Step 5: Upload Documents

Once you have mapped all the fields, click on Next.

DocuSign’s next step is to upload the Word document.

Give your File a name (e.g. Order Form), and a File Format (Word vs PDF).

Once you have defined the name, click on Next.

Step 6: Preview Documents

This step will allow you to preview a Quote on your Order Form.

As you preview, you may need to make adjustments to the format (e.g. margins), or the mapping. DocuSign will highlight any fields in yellow if they are not mapped correctly.

You can continue to iterate through the DocuSign steps as many times as needed until your Order form is how you would like it.

Step 7: Create Button

This is the last step in the DocuSign Gen Template.

You can type in the name of the button that you want to create (e.g. Generate Order Form).

This button can be visible on any Quote Layout you would like.

Once the button is created, you can now generate an Order form for any quote.

eSignature

Follow the steps in DocuSign for eSignature to set up the ability to send the Order Form for signatures.

Launch DocuSign Apps Launcher → eSignature → Configure

Special Use Cases

The following are specific use cases to consider when defining an Order Form.

How do I format currency fields?

DocuSign allows some formatting of the currency fields.

However, you can reach out to Nue if you want the currency fields to be rounded to two decimal places. The Nue team can run a script to update the display.

How do I sort the list of quote line items?

Click on the down arrow (where Copy is), and select options:

Then add the name of the field that you would like to sort by.

How do I add conditional statements?

In your Order template, you can add conditional text if a condition is met.

For example, if the Acceptance Period on the Quote is populated with a value, then additional text can be added. In the statement below, the sentence (“This order can be canceled…..”) will only display if there is a value in the Acceptance Period.

<# <Conditional Test="/Quote/Acceptance_Period__c"/>#>

This order can be canceled at any time within the acceptance period.

<# <EndConditional/> #>

Troubleshooting DocuSign

There may be times that you run into an error generating the Order form. If you do run into errors, try the steps below in the following order:

Reconnect Docusign (Disconnect > Reconnect) and make sure you connect to the right account (i.e., Developer (account-d.docusign.com) vs. Production (app.docusign.com). After you reconnect, make sure to add back all the users and their permissions in Docusign Gen.
Login to DocuSign, and see if whoever originally created the template has shared the template access to all the users that need to generate DocuSign. You should share access or transfer access to other users.

This is through DocuSign login > User Management > Actions > Share (or Transfer) Templates

If the above doesn't work, go to DocuSign Gen > Clone to a new template, and re-upload the template with a different file name (the different file name is recommended by a community user. DocuSign may not have fixed this bug.)
If the above still doesn't work, it could be because the mapping fields are either not accessible in the current Salesforce account, or the metadata doesn't exist.