Docusign - Sign Uploaded Documents

In This Article

• Introduction
• How it Works
  • Placing Field Anchors
  • Witness Information
• Configuration Keys
  • Enable sending uploaded documents to Docusign
  • Enable Witness Functionality in Docusign
• Appendix A: Field Anchors
  • Buyer & Date Information
  • Seller & Company Information
  • Trade-In Machine Information
  • Witness Information

Introduction

Improvements are coming to iQuote’s Docusign integration! 

With this update, your team can now create custom documents that automatically populate using live deal data, then send these documents to customers for signing using the existing Docusign integration.

Watch the video above or keep reading to learn more!

How it Works

To create a custom document that is compatible with this update, you’ll need to use field anchors (also called field tags). Field anchors are essentially wildcards that will be printed over with live data at the time a document is sent through Docusign. Refer to Appendix A for a list of anchors that can be used with this integration. 

For detailed instructions on creating custom documents, adding them to iQuote, then sending them through Docusign, refer to the steps below!

1. Create document
   Create a document, such as a trade-in bill of sale (proof of customer sale to dealership), in a word processing program of your choice. This feature supports both Microsoft Word (.doc, .docx) and PDF (.pdf) documents.
2. Add field anchors
   To include a field anchor in your document, simply paste the value in the “Anchor” column from Appendix A anywhere in your document. When this document is uploaded to iQuote, the anchor will automatically be replaced with the corresponding live deal data.
   
   See “Placing Field Anchors” for tips on how to successfully include field anchors.
3. Upload Document to iQuote
   Log in to iQuote and open the Quote or Model to which you’d like to add a document. Click “Attach a File” to upload a new document, then select the document you prepared in steps 1-2. Add a description and check the “Enable for Signature” checkbox to allow the document to be sent through Docusign. Once you’ve finished uploading your document, click “Save”.
   
   The “Enable for Signature” can be found in the following locations:
   
   • The Documents tab of the Quote Details screen:
     
   • The Model Admin tab of the Model Config screen for a machine model or base model:
     
4. Send document to customer
   Once a document has been uploaded to a Quote, it can be sent to the customer using the existing Send to Docusign feature (Quote Details → Common Tasks → Send to Docusign).
   When you open this tool, you’ll notice that any documents you uploaded in step 3 will be available for selection via the “Document for Signature” drop-down.
   
   Select the document you’d like to send and click “Send to Docusign” to send it to the customer. In the version of the document sent to the customer, any field anchors present will be filled out using live data.

Placing Field Anchors

Including field anchors in documents can be tricky, since it’s not always possible to predict what the final generated document will look like once Docusign has replaced the anchors with live data. Following the below guidelines can help ensure a professional appearance for your documents.

1. Change field anchors’ color to white
   It is important to note that when Docusign is generating a document, it doesn’t actually replace field anchors with the corresponding values – instead, it pastes these values on top of the anchors.
   
   For this reason, the text color of all included field anchors should be changed to white once the document is ready for use. This allows the anchors to blend in with the background and for the live data to be legible when pasted over them.
   
   In the example below, the “ds_BuyerCompany” and “ds_BuyerAddress” anchors are shown in grey to reveal their location – in the final document, these anchors should be white.
   
2. Use text boxes
   The most precise and reliable method of placing field anchors is to use Microsoft Word’s text box feature. Putting each field anchor in its own text box allows you to place anchors at exact and arbitrary positions. This also allows anchors to be repositioned without affecting the rest of the document.
   
   For information on using text boxes, refer to the following help article from Microsoft: Add, copy, or remove a text box.
3. Test, then adjust anchor position
   Docusign places the live value near, but not exactly at the position of each anchor. This behavior is affected by many factors and will differ from document to document. For this reason, it is always recommend to test a document first using the Send to Docusign feature, then adjust the anchors to create the desired effect.

Witness Information

In addition to the buyer and seller, it is also possible to require signatures from up to two witnesses when sending a document through Docusign. To do this, check the “Require Witness Signature” box in the Send to Docusign window:

Once this box is checked, the following fields will appear:

• Witness Configuration: Specify whether first witness, second witness, or both witness signatures are required.
  • 1st Signee Witness: A signature from the first witness (customer witness) is required.
  • 2nd Signee Witness: A signature from the second witness (seller witness) is required.
  • Both Signees (Separate Witnesses): Signatures from both witnesses are required.
• Customer Witness Name: The name of the first witness. In the final document, this will be placed at the location of the “customerWitnessName” anchor.
• Customer Witness Email: The email address of the first witness. 
• Sales Rep Witness Name: The name of the second witness. In the final document, this will be placed at the location of the “repWitnessName” anchor.
• Sales Rep Witness Email: The email address of the second witness. 

Configuration Keys

This feature can be enabled and disabled using configuration keys. For more information on managing configuration keys in CloudLink Console, see “Manage Configuration Keys”.

Enable sending uploaded documents to Docusign

Key: ckQuote.SendDocusign.UploadedFiles.Enable

This key enables the ability to send an uploaded document from a Quote record to Docusign for signature. 

• (1) Disabled: Uploaded documents cannot be sent to Docusign. 
• (2) Enabled: Uploaded documents can be sent to Docusign.

Enable Witness Functionality in Docusign

Key: ckQuote.Docusign.WitnessFeature.Enabled

This key determines whether or not witness information can be requested in the Send to Docusign window.

• (1) Disabled: Witness functionality is disabled.
• (2) Enabled: Witness functionality is enabled.

Appendix A: Field Anchors

This appendix lists all of the anchors that can be used when creating documents for the Docusign integration. Simply include the value in the “Anchor” column in your document to automatically replace that anchor with live data when that document is sent through Docusign.

Buyer & Date Information

Name	Source	Type	Description	Anchor
Buyer Signature	Docusign	Mandatory input	Generates a signature block for the Buyer (1st signee).	CustomerSign
Buyer Initials	Docusign	Mandatory input	Generates an "Initial Here" box for the Buyer.	ds-init1
Date Signed (Buyer)	Docusign	Label	Auto-populates with the date the Buyer signs.	ds-dt1
Buyer Contact Name	Docusign	Mandatory input	The name of the 1st signee, which is also the Quote Contact Name. Note: If the email address of the 1st signee changes, the Quote Contact Name will still show in Docusign – it will not change based on the signee email.	ds_BuyerContactName
Buyer Contact Title	Docusign	Mandatory input	Comes from the Influencer Title field in Equipment CRM.	ds_BuyerContactTitle
Buyer Address	Docusign	Mandatory input	Comes from the Agreement Editor Sold To Field in iQuote.	ds_BuyerAddress
Buyer State	Docusign	Mandatory input	Sales Agreement Sold To state.	ds_BuyerState
Buyer Company	Docusign	Mandatory input	Comes from the Agreement Editor Purchaser Field in iQuote.	ds_BuyerCompany
Buyer Contact Email Address	Docusign	Optional input	Quote contact email address.	ds_BuyerContactEmail
Buyer Contact Phone Number	Docusign	Mandatory input	Quote contact phone number.	ds_BuyerContactPhone
Today’s Date (Day)	Docusign	Label	Auto-populates with the current day.	ds_DateDay
Today’s Date (Month)	Docusign	Label	Auto-populates with the current month (as text).	ds_DateMonth
Today’s Date (Year)	Docusign	Label	Auto-populates with the current year.	ds_DateYear

Seller & Company Information

Name	Source	Type	Description	Anchor
Seller Signature	Docusign	Mandatory input	Generates a signature block for the seller (2nd signee).	RepSign
Seller Initials	Docusign	Mandatory input	Generates an "Initial Here" box for the seller.	ds-init2
Date Signed (Seller)	Docusign	Label	Auto-populates with the date the Seller signs.	ds-dt2
Seller Contact Name	iQuote	Label	Pre-fills the sales rep name as listed in the Quote, OR the name of 2nd signee if different the Quote sales rep.	ds_SellerContactName
Seller Contact Title	iQuote	Label	Pre-fills the 2nd signee’s title as listed in the Quote.	ds_SellerContactTitle
Seller Company	iQuote	Label	Pre-fills the company name (Division name description).	ds_SellerCompany
Seller State	iQuote	Label	Pre-fills state based on the billing address (Quote division address).	ds_SellerState
Seller Corporate Billing Address	iQuote	Label	Pre-fills the seller’s full billing address (Quote division address).	ds_SellerAddress

Trade-In Machine Information

Name	Source	Type	Description	Anchor*
Trade-in Make	iQuote	Label	Pre-fills the machine make.	ds_TradeInMake1 ds_TradeInMake2 ds_TradeInMake3 ds_TradeInMake4 ds_TradeInMake5
Trade-in Model	iQuote	Label	Pre-fills the machine model.	ds_TradeInModel1 ds_TradeInModel2 ds_TradeInModel3 ds_TradeInModel4 ds_TradeInModel5
Trade-in Manufacturing Year	iQuote	Label	Pre-fills the manufacturing year.	ds_TradeInManufactureYear1 ds_TradeInManufactureYear2 ds_TradeInManufactureYear3 ds_TradeInManufactureYear4 ds_TradeInManufactureYear5
Trade-in Serial Number	iQuote	Label	Pre-fills the serial number.	ds_TradeInSerialNumber1 ds_TradeInSerialNumber2 ds_TradeInSerialNumber3 ds_TradeInSerialNumber4 ds_TradeInSerialNumber5
Trade-in Purchase Price	iQuote	Label	Pre-fills the purchase price value.	ds_TradeInPrice1 ds_TradeInPrice2 ds_TradeInPrice3 ds_TradeInPrice4 ds_TradeInPrice5
Estimated Delivery Month	iQuote	Label	Auto-populates with the Quote’s estimated delivery month (as text).	ds_EstimatedDeliveryMonth
Estimated Delivery Year	iQuote	Label	Auto-populates with the Quote’s estimated delivery year.	ds_EstimatedDeliveryYear

* Note: The system supports up to 5 trade-in units. Replace the number at the end of the “Anchor” field with 1, 2, 3, 4, or 5 to reference that machine.

Witness Information

Name	Source	Type	Description	Anchor
Customer Witness Signature	Docusign	Optional input	Generates a signature block for the Customer Witness (first witness).	customerWitnessSign
Customer Witness Name	Docusign	Optional input		customerWitnessName
Seller Witness Signature	Docusign	Optional input	Generates a signature block for the Seller Witness (second witness).	repWitnessSign
Seller Witness Name	Docusign	Optional input		repWitnessName