Create and Edit a DocuSign Mapping

Applies to

Smartsheet
  • Enterprise

Capabilities

Who can use this capability

Owners and Admins can create and edit DocuSign mappings on that sheet after they have logged in to their DocuSign account. Editors can send documents for signature. Viewers cannot create or edit mappings or send documents for signature. 
 

In DocuSign, you must be able to Allow users to send envelopes and Create templates. Learn more about DocuSign permissions here.

 

With DocuSign integration, you can map a DocuSign template to a sheet, then use that mapping to create and send customized documents to specific recipients for their signature. You can also automatically synchronize data between DocuSign and Smartsheet and track the progress of your documents.

Map DocuSign templates to your sheet

To create a DocuSign mapping: 

  1. Right-click on the row(s) you want to work with and then select Generate Documents. The document mappings screen appears. 
  2. Select Create to open the mapping creation wizard. 
  3. Select Send out documents to sign with DocuSign and then click Next.
    Note: You may be prompted to log in to DocuSign if you’re not already. 
  4. Select a DocuSign template to use for the mapping. Learn more about DocuSign templates here.
  5. To assign roles, select the columns that contain names and email addresses for each recipient role on the template. You need a name and email address for each role assignment. You can use either two text/number fields or a contact column which contains a name and email address.
  6. Optional:  Enable status tracking on your sheet and enter a name for the tracking column. Smartsheet automatically adds the tracking column to your sheet. For more information, see Track the Status of DocuSign Signature Requests.
  7. Optional:  Enable data syncing and then select the columns you want to sync. When your e-sign recipients update the matching DocuSign fields, your Smartsheet columns will update automatically. 
  8. Review your configuration. You can return to the wizard to edit the role assignments and enable tracking, but you cannot change your template or disable tracking.
  9. Click Done. The column mapping screen appears.  
  10. To automatically fill out fields in the template with Smartsheet data, drag and drop columns from the sheet on the left to the DocuSign fields on the right. Don’t worry about the signature fields; you configured them in the Assign Roles section.

    Tip:  To view more pages, scroll to the bottom and navigate using Next and Prev buttons.

To edit a mapping: 

  1. Hover your cursor over the mapping and click the edit icon. 
  2. In the drag-and-drop mapping screen add, remove, or modify columns mapped to the DocuSign template.

To edit DocuSign role assignments: 

  1. Click the Settings button on the mapping screen. 
  2. Make any changes, and click Done to return to the mapping. 
  3. Select Save.

Smart remapping for PDF templates 

Smart remapping reuses existing document mappings.  When you make a change to an existing document template and use Document Generation feature to edit the mapping, it will recognize previously mapped fields; you only need to map new or changed fields.

Track progress via email

You can CC team members and other non-signing users on DocuSign emails so they can track a document’s progress.

You can also set custom email subject lines and body messages using mapped data from Smartsheet when sending a document out for eSign through the DocuSign integration.Use placeholders (double curly brackets) to reference the Smartsheet column name(s) in your email.

For example: {{first name}}

To set custom email subject and body messages:

  1. Login to DocuSign, select your template, and click Edit.
  2. Scroll down to Message to All Recipients
  3. Use Smartsheet column values to customize the email subject and body message. Type the Smartsheet column names inside double curly braces and then type in the rest of the message. 

To preview the custom email message and body of the email from Smartsheet:

  1. Go to Smartsheet, right click on a row, and select Generate Documents
  2. Locate your DocuSign mapping.
  3. Hover your cursor over the mapping, and click the edit icon.
  4. Click Settings and then select Custom Email Messages
  5. Preview your customized message. 

 

Troubleshooting

Fields sync when the document is complete.

Avoid mapping a sync column to multiple fields.  If you must map a sync column to multiple fields, link those fields in the DocuSign template editor. 

Sync is rejected.

Avoid syncing columns that accept specific values, for example, columns with restrict to these values enabled. If the synced value does not conform to the restrictions, the entire sync will be rejected.