Simplifying Your Workflow: Optimizing Your HubSpot-DocuSign Integration
DocuSign is robustly integrated with other platforms and one of the most popular types of third-party integration is CRM + DocuSign. CRM combines with DocuSign to create, send and track the envelopes directly from CRM platform reduces friction, and gives you the best experience as you can directly send the envelope and track the status of it without leaving the CRM platform.
HubSpot is one of the CRM integrations integrated with DocuSign. HubSpot is a CRM platform with all the software, integrations, and resources you need to connect marketing, sales, content management, and customer service.
While HubSpot describes how to use DocuSign within HubSpot in detail, customers sometimes have a hard time understanding how they integrate two platforms as it requires knowledge of both platforms. For this reason, I’ll address the common issues you may encounter while integrating DocuSign with HubSpot.
Problem: I cannot see a HubSpot custom field
This issue is caused by the lack of the feature enabled on your DocuSign account. To enable and use the custom field, follow the below steps:
- Open a DocuSign Support case and describe that you want to enable the “Document Custom Field” feature on your account.
- Once the feature is enabled, uninstall the DocuSign integration and reinstall it. The reason is that HubSpot custom field is created when the integration is first connected.
- Go to DocuSign Portal > Settings > Document Custom Fields, and check whether the custom fields that start with HS (all HubSpot fields begin with HS) are created. If you can see the list, you are now able to use a custom field.
Problem: HubSpot custom field is not populated. I got the empty field on my envelope.
HubSpot custom field can only be updated in DocuSign template which means you can only add HubSpot custom field while you create the template on DocuSign Portal.
If custom field is not populated on your envelope even though you added the HubSpot custom field during creating the template on DocuSign Portal, then it is likely that the value of the corresponding HubSpot property might not be defined. For example, if the State/Region property is not defined on your contact record, then “HS Contact State/Region” custom field will not be populated with the value since it is not defined in the first place. Prior to using the custom field, check if the corresponding property on the HubSpot record is defined. You can check which property is corresponded with the custom field from HubSpot Portal > Settings (gear icon on the top right) > Connected Apps > Actions > Go to Settings > Mapped fields.
Problem: Is it possible to access DocuSign from HubSpot without selecting a template?
No, it is not possible. However, you can customize the selected template before you send the envelope. Click “Send from a template” > Select the template and click “Next” > “Edit in DocuSign”. You are going to see the DocuSign document edit page and you are able to add or delete the tabs on this page. You can also add or replace the document or the recipient by clicking the “Back” button on the bottom right of the DocuSign view.
Problem: I want to generate the HMAC security key but “Connect” button does not exist on DocuSign Setting page.
This issue is caused by the lack of the feature enabled on your DocuSign account. To enable and use DocuSign Connect, follow the below steps:
- Open a DocuSign Support case and describe that you want to enable the “DocuSign Connect” feature on your account.
- Once the feature is enabled, go to DocuSign Portal > Settings page, and check whether the Connect button appears.
Problem: I cannot see the signed PDF file in the HubSpot record, but only a link to the DocuSign.
By design, the signed PDFs are not stored in HubSpot. But the link is provided to let you see it in DocuSign Portal. By doing this, you can prevent these documents from viewing by an unrelated person who does not have permission to access it.