Integrating with the DocuSign service
Summarize
Summary of Integrating with the DocuSign service
This integration enables ServiceNow HR agents to request electronic signatures through the DocuSign service, supporting both ad hoc documents and DocuSign templates. It leverages the DocuSign spoke in IntegrationHub and provides preconfigured HR services, flows, and case templates to streamline the signing process within ServiceNow.
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Note that starting with the Yokohama release, the older HR Document Templates feature is being deprecated in favor of the newer Document Templates and their integration with DocuSign, which offer an improved experience. Migration guidelines and deprecation details are available for customers planning upgrades.
Key Features
- DocuSign spoke setup: Requires administrative setup including OAuth registration, credential creation, and synchronization with DocuSign accounts. Synchronization must be performed each time new or updated DocuSign templates are needed.
- Two signing flows:
- Ad hoc document flow: Uses static HR PDF document templates created from managed documents in ServiceNow. Supports adding signature markers mapped to user fields. Documents are read-only for signatories, who cannot edit fields.
- DocuSign template flow: Imports dynamic DocuSign templates into ServiceNow and configures them as HR PDF document templates. Signature fields and data fields can be mapped to user and table fields. Signatories can edit certain fields, but changes only persist in the document, not in source tables.
- Configurable components: For each document type, you configure:
- HR PDF document template
- HR service to initiate signature requests
- HR case template to set default documents for signing
- Preconfigured flows and templates: Available out-of-the-box to facilitate setup for both ad hoc and DocuSign template signing processes.
Practical Application for ServiceNow Customers
To enable electronic signature requests via DocuSign, ensure the DocuSign spoke is properly configured and synchronized in IntegrationHub. Choose the appropriate signing flow based on whether you use static ad hoc documents or dynamic DocuSign templates. Configure corresponding HR PDF document templates and HR services, and utilize the preconfigured flows and case templates to streamline implementation.
This integration simplifies compliance and accelerates HR document processing by embedding digital signature capabilities directly within ServiceNow’s HR Service Delivery offering.
Request electronic signatures through the DocuSign service with the DocuSign integration.
Starting with the Yokohama release, HR Document Templates is being prepared for future deprecation. It will be hidden and no longer activated on new instances, but will continue to be supported.
Use Document Templates and Document Template integration with Docusign that provide the latest experience for this functionality. For migration guidelines, see Migrating from HR Document Templates to Document Templates.
For deprecation details, see the Deprecation Process [KB0867184] article in the Now Support knowledge base.
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. See Docusign eSignature Spoke.
- Sychronize DocuSign with
ServiceNow
Note:
- You must synchronize each time you need to get new or updated DocuSign templates. To synchronize, navigate to 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.
| Flow | Configuration requirements |
|---|---|
| Ad hoc document flow |
|
| DocuSign template flow |
|
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.