WFM UK: HR UK: Configuring DocuSign Credentials in the HR Module

Overview

This article shows how to apply DocuSign credentials to the HR module to begin the integration with DocuSign, as well as the prerequisites required to ensure a smooth process.

Contents

• Prerequisites
  • DocuSign Account Available to Integrate with
  • Activating the Integration with DocuSign
  • DocuSign Account Configuration
  • DocuSign Template Available
  • Enabling the E-Sign Functionality
• Adding DocuSign Credentials to the HR Module

Prerequisites

DocuSign Account Available to Integrate with

The first step is to ensure that a DocuSign account is available to integrate with - either a customer-owned DocuSign account, or a sub-account to the Fourth DocuSign account. If the latter, the process shown in this user guide may be completed by Fourth. Please get in touch with your Fourth contact for further details.

If the DocuSign is the customer-owned account, then please follow these steps:

Activating the Integration with DocuSign

For customer-owned DocuSign accounts, an activation link is used to permit integration with Fourth. This link can be requested via the Fourth Support Team or your Fourth contact.

• Once the link is provided and used, the customer administrator user must log into DocuSign with the credentials of the account they wish to integrate with Fourth

Fig.1 - DocuSign integration login (email and password)

The device may need to be verified when logging in for the first time. This is not part of the integration process, but rather DocuSign’s security protocols.

• If prompted, enter the emailed code and select Verify
• Select Allow Access when prompted

Fig.2 - DocuSign device verification and access permission

The user will then be redirected to the Fourth website homepage (which can be closed).

DocuSign Account Configuration

As part of the integration to work with Fourth's s HR module and Onboarding application, two settings require configuration within the DocuSign account. 

• Log in to DocuSign and go to Settings

Fig.3 - DocuSign 'Settings'

• Then, on the left side menu, select Sending Settings under 'Signing and Sending'

Fig.4 - 'Sending Settings'

• Tick the box against When an envelope is sent, write the initial value of the field for all recipients and then Save

Fig.5 - Mandatory Sending Setting to be Enabled

The second setting is to configure custom envelope settings. DocuSign Envelope custom fields are used to classify, record, and track information about 'envelopes' comprising of documents being sent for signature.

For the integration with Fourth to work, custom fields need to be enabled - but can be left blank.

• Again, go to Settings when logged into DocuSign
• On the left side menu under 'Signing and Sending', select Envelope Custom Fields 

Fig.6 - Envelope Custom Fields Location

• Create a new envelope custom field by selecting Add Field

Fig.7 - Add new Envelope Custom Field

• Enter a Field Name, a Type, and select Add

Fig.8 - Add new Envelope Custom Field

This will add the new Envelope Custom Field.

Fig.9 - New Envelope Custom Field added

Create an Available DocuSign Template

Adding DocuSign credentials to the HR module validates the integration by requesting a DocuSign Template from within the DocuSign account. At least one template must be created in the DocuSign account.

• Please refer to this article for guidance on creating templates

Enabling the E-Sign Functionality

The next step before being able to add DocuSign credentials is to enable the E-Sign functionality.

• Please follow the steps in this article

Adding DocuSign Credentials to the HR Module

Certain pieces of account information then need to be copied and pasted out of DocuSign and into Fourth's HR module.

• In your Fourth Workforce Management solution, to HR > Administration > E-Sign Account Management
• Select Create E-Sign Account and enter an E-Sign Account Name
• Leave the page open

Fig.10 - Creating an E-Sign Account in HR

• Then, go to DocuSign to retreive the User ID and Account ID
• Go to Settings > Integrations > App and Keys > select Copy under 'UserID'
  • • Then return to HR and paste into the User ID field
• Go to Settings > Integrations > App and Keys > select Copy under 'API Account ID'
  • • Then return to HR and paste into the Account ID field

Fig.11 - Copy UserID in DocuSign settings

Fig.12 - Pasting in to the 'User ID' and 'Account ID' fields

• For the Connect Key, return to DocuSign and go to Settings > Integrations > Connect
• Then select Connect Keys

Fig.13 - 'Connect Keys' tab in Docusign

• Select Add Secret Key, and immediately Copy it

There will not be a second chance to copy this secret key.

Fig.14 - Creating and Copying the Secret Key

• Go back to HR and paste the Secret Key into the Connect Key field and select Save

Fig.15 - Pasting the Secret Key into E-Sign Account Management

If successful, the page will save and the E-Sign Account created will appear as a record in the left side menu.

Fig.23 - Successful addition of DocuSign Account to HR Module

If not successful, the following error will be displayed.

Create E-Sign Account Process Failed, Due To Invalid Account/Duplicate Account.

Fig.24 - Error for Unsuccessful addition of DocuSign account

If the above error is returned, consider the following reasons:

• The E-Sign Account attempting to be added already exists, meaning the User ID, Account ID and Connect Key already exist within the portal
• Any of the IDs or keys being added were not correct. Be sure to use the copy buttons in DocuSign next to each ID/Key
• The E-Sign Documents Global Setting has not been enabled
• There is not at least one template in DocuSign account attempting to be added
• The integration link did not work during this step, or for any other reason:
  • Raise a case with support to investigate why this did not work.