Guest blog by Ajoy Krishnamoorthy, Head of Cloud Platform Division, Acumatica
At the Acumatica Summit earlier this year, we unveiled new DocuSign integration into our Cloud ERP platform, adding to the multiple business applications and services we interact with, in what we call the multi cloud world. In this multi cloud world, applications and services seamlessly interact, providing customers with increased value. These interactions are made possible largely by the APIs available for the application and services. At Acumatica we make contract-based and screen-based APIs available for partners and developers to build integrations and to interact with Acumatica Cloud ERP. And so does DocuSign with their eSignature API. That’s what Acumatica used to build the integration with DocuSign.
Without this integration, users of Acumatica managed the document signing process as a separate stream and manually uploaded documents. With this integration, which is built right into the document management system, users can work across many different documents (including SOW, contracts, invoices, purchase order and more) and route them for signing via DocuSign.
Using DocuSign’s eSignature REST APIs, the following key features were developed with this integration:
- Creating envelopes and preparing documents for signing
- Sending documents for signing and tracking the status
- Managing documents centrally
- Sending documents from CRM, Financials, Distribution, and other modules
Our developers got started with a sandbox and a developer integrator key as explained here. It was a seamless process and when needed, we were able to get assistance from the Stack Overflow forums and code samples on DocuSign Developer Center. We worked with the DocuSign team to complete the certification prior to the production release. This was prior to the automated Go-live process which was launched last week.
Before you can start sending and receiving documents with DocuSign, you need to sign-up for an account. Once you have an account number, you configure Acumatica with the account credentials in the DocuSign Accounts screen:
That’s all you need to start sending and receiving documents using DocuSign.
From any module within Acumatica, documents can be eSigned using DocuSign. For example, from within the Sales Order screen for a selected customer, the user first clicks Files, then Edit. This brings up the File Maintenance window:
As part of the new integration, there is now a DocuSign button. Clicking this button brings up the DocuSign Envelope screen, which enables the user to configure the envelope parameters that will be passed to the DocuSign eSignature API:
This screen is very flexible. It lets you not only configure the email parameters as you would expect, but also reminder and expiration options for the envelope. You can also configure multiple recipients and whether each needs to sign or is to only receive a copy of the documents.
After the envelope parameters are specified, the user is prompted to configure the tabs on the screen using the DocuSign drag and drop UI. Tabs indicate where the data fields are physically placed on the document. The fields include the signer’s name(s), dates, and more. The user also drags signature tabs onto the document to indicate where the recipient(s) must sign:
After the tabs are dragged onto the document, the Acumatica user clicks the Send button at the bottom of the screen and the envelope is automatically routed to the specified recipients using standard DocuSign functionality:
After the documents are eSigned, they are stored within the Files tab in the applicable Acumatica module. Here’s an example of a eSigned sales order:
Notice in the screenshot that there are two documents. One is the original that was sent to the signers and the other is the same file name, but has the word DocuSigned appended. This file is a copy of the PDF completed by all signers and stored within Acumatica.
We have several ways of monitoring the status of envelopes within Acumatica. The first is in a screen called Controller Dashboard. It visually shows the number of completed and pending DocuSign envelopes, along with some basic detail under each status:
The next place that shows DocuSign envelope status is in the DocuSign Central screen. It shows a more detailed listing of all DocuSign envelopes, the status, email subject, and applicable dates that were specified for each envelope. The screen also lets you filter on Completed or Pending envelopes by clicking the desired tab:
Finally, using the DocuSign Sync functionality built into Acumatica, you can manually refresh the status of one or more envelopes to see if they have completed (although the system automatically polls DocuSign every fifteen minutes and refreshes the envelope status anyway):
We are very excited about this new integration. Our customers have been asking for the ability to send documents for eSignature within the Acumatica platform and we are happy to provide it. Our excellent partnership with DocuSign has enabled us to quickly deliver this value-added feature. You can read more about it in our blog post. We’ve also made the code for this integration available to the public on GitHub.
See you in San Francisco at Momentum!
I’ll be speaking at the DocuSign Momentum conference from May 3-4 in San Francisco. Come hear me tell the Acumatica story, talk about how we used the DocuSign API and share with you what we learned, show you demos, and answer your questions. You can even use some of these techniques in the on-site hackathon. Developers can attend the conference (and my session) for free by registering here.