Integrating with the DocuSign service

  • Release version: Washingtondc
  • Updated November 14, 2024
  • 3 minutes to read
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    Summary of Integrating with the DocuSign service

    The integration with DocuSign allows ServiceNow users to request electronic signatures for HR documents through the DocuSign service. This functionality relies on the DocuSign spoke in IntegrationHub, which must be set up and synchronized with your ServiceNow instance to function effectively.

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    Key Features

    • Ad Hoc Document Flow: Enables signing of static HR PDF documents. Users can add signers and map signature fields to user fields in the ServiceNow tables.
    • DocuSign Template Flow: Facilitates the signing of dynamic DocuSign templates, allowing for editable fields like addresses or W-4 information.
    • Preconfigured Templates: Access to preconfigured HR services, flows, and HR case templates for both document flows is provided for ease of use.

    Key Outcomes

    After completing the integration setup, HR agents can efficiently request electronic signatures for HR documents, streamlining the signing process. This leads to quicker processing times and improved document management within your organization.

    Request electronic signatures through the DocuSign service with the DocuSign integration.

    This integration depends on the DocuSign spoke in IntegrationHub, and is enabled for the signing of ad hoc documents (HR PDF document templates) and DocuSign templates. A preconfigured HR service, flow, and HR case template for both the ad hoc document flow and DocuSign template flow are available to use.

    DocuSign spoke

    The DocuSign integration depends on the DocuSign spoke in IntegrationHub. Before you begin, an admin must have set up the DocuSign spoke, including registering as an OAuth provider and creating credential and connection records. You must also synchronize DocuSign with your ServiceNow instance.

    • Set up DocuSign spoke
    • Sychronize DocuSign with ServiceNow
      Note:
      • You must synchronize each time you need to get new or updated DocuSign templates. To synchronize, navigate to DocuSign > Accounts and click the Get Accounts related link.
      • If your organization has more than one DocuSign account, the ad hoc document flow uses the first available account.

    DocuSign integration setup

    Once the DocuSign spoke is set up and synchronized, you can configure the integration for HR. Depending on whether the user is signing an ad hoc document (HR PDF document template) or a DocuSign template, the integration has two flows that you can use. For each document that you want to make available for signing through the DocuSign service, configure as follows.

    Table 1. DocuSign integration configurations
    Flow Configuration requirements
    Ad hoc document flow
    1. Create a managed document that you want to make available for signing. See Managed Documents for more information.
    2. Configure an HR PDF document template for an ad hoc document
    3. Configure an HR service for the DocuSign integration
    DocuSign template flow
    1. Create a DocuSign template that you want to make available for signing. See the DocuSign eSignature User Guide for more information.
    2. Configure an HR PDF document template for a DocuSign template
    3. Configure an HR service for the DocuSign integration

    The ad hoc document flow is for the signing of static documents that originate from a managed document in the ServiceNow system. Each ad hoc document is configured as a standard HR PDF document template. You can add signers to the document with Mark Signatures, and then map each signature field to an appropriate user field in a table. (The positioning of the markings are not used, and the DocuSign integration allows the signer to sign anywhere in the document.) You can also parse the PDF to map document fields to corresponding table fields to auto-populate the document when it is generated for signing. The generated document is static, which means that it is read-only and the signatory cannot update any of the fields.

    The DocuSign template flow is for the signing of dynamic documents that originate from the DocuSign system. Each DocuSign template is brought into the ServiceNow system, and then configured into an HR PDF document template to enable mappings. You must map each signature field from the DocuSign template to an appropriate user field in a table. You can also map fields from the DocuSign template to corresponding table fields to auto-populate the document for signing. The generated document is dynamic, which means that the signatory can write in editable fields, such as to update an address or provide W-4 information. However, any updates made are saved to the document only. They are not mapped back to the source table.

    Requesting electronic signatures through the DocuSign service

    Once the integration setup is complete, HR agents from your organization can request electronic signatures through the DocuSign service.

    For more information, see Request an electronic signature through the Docusign service.