Create and send documents for DocuSign signatures

With DocuSign integration, you can map a DocuSign template to a sheet, then use that mapping to create and send customized documents to recipients for their signatures. You can also sync data between DocuSign and Smartsheet and track document status as envelopes move through the signing process.

Who can use this?

Plans:

  • Enterprise

Permissions:

  • Owner
  • Admin
  • Editor

Find out if this capability is included in Smartsheet Regions or Smartsheet Gov.

Find out if this capability is included in Smartsheet Regions or Smartsheet Gov.

Before you start

Permissions

Your permission level determines what you can do with the DocuSign integration:

  • Owners and Admins can create and edit DocuSign mappings on a sheet after signing in to their DocuSign account.
  • Editors can send documents for signature.

Requirements

Before you set up a mapping, confirm you have all of the following:

  • Access to a DocuSign account.
  • DocuSign permissions to send envelopes and create templates. Learn more about DocuSign permissions.
  • A fillable PDF template.
  • A DocuSign template built from that PDF, with roles assigned to your signers.
  • Set the PDF form field data to Assign to: Placeholder in your DocuSign template. Without this setting, you can't drag Smartsheet fields to the DocuSign template fields in Document Builder.

Map a DocuSign template to your sheet

Follow these steps to create a mapping between your sheet and a DocuSign template:

  1. In your sheet, right-click the row or rows you want to work with.
  2. Select Generate documents. Sign in to Document Builder if prompted.
  3. On the Mappings page, select Create a document mapping.
  4. In the dialog, select E-sign, then select Next.
  5. If you haven't signed in to DocuSign, select Log in to DocuSign and complete the sign-in prompts.
  6. Select the DocuSign template to use for the mapping. Learn more about DocuSign templates.
  7. Map your sheet columns to the DocuSign roles. Each signer needs a name and an email address. Use either two text/number columns or a contact column that contains both. 
Docusign roles for Smartsheet
  1. Optional: Enable status tracking. Enter a name for the tracking column. Smartsheet adds the column to your sheet and keeps it updated with document status. Learn more about status tracking.
  2. Optional: Enable data syncing. Select the columns you want to sync. When recipients update matching DocuSign fields, the selected Smartsheet columns update automatically.
  3. Review your configuration. To edit role assignments or toggle tracking, hover over any step and select Edit.
    After you complete this step, you can't change the template or deactivate tracking. 
  4. Drag the sheet column names to the DocuSign fields. Don't worry about the signature fields; you configured them in the Assign Roles section.

  5. Drag your sheet column names to the corresponding DocuSign fields. Skip the signature fields, as you already configured those when you assigned roles.

    If dragging isn't working, check that Manage PDF form field data is set to Assign to: Placeholder in your DocuSign template. That setting controls whether the Document Builder fields are draggable.

  6. At the top of the screen, select Save.

Access this mapping any time you want to generate this document.

Generate and send a document

To send a document using a saved mapping:

  1. Go to the mapping you want to use.
  2. To the right of the mapping name, select Generate.
  3. Choose one of the following:
    • Send with DocuSign: Sends the document using the rows you selected before opening the mapping.
    • Save as Draft in DocuSign: Stores the document as a draft in your DocuSign account.

Check document status

If you enabled status tracking when you created the mapping, your sheet has a tracking column. Each row shows the current document status with a link to the DocuSign status page for that item.

When a document is complete, Smartsheet attaches it to the corresponding row.

Edit a mapping

To update the column assignments in a mapping:

  1. Hover your cursor over the mapping.
  2. Select Edit. 
  3. Add, remove, or update the columns mapped to the DocuSign template.

Edit DocuSign role assignments

To change who signs the document:

  1. In the mapping screen, select Settings.
  2. Update the role assignments as needed.
  3. Select Done to return to the mapping.
  4. Select Save.

Track progress via email

You can CC team members and non-signing users on DocuSign emails so they can follow a document's progress. You can also set a custom email subject line and body message using column data from your sheet. Reference column names with double curly braces:

{{first name}} {{last name}}

This feature works only with Send via DocuSign. It doesn't work with Save as Draft in DocuSign.