Add Recipient Tags and DocuSign Custom Fields

When using a DocuSign delivery option it is possible to add custom fields set up in your DocuSign instance to a recipient for use when the document is generated. These custom fields are located in the Recipient Tag list and can be selected from the field tagger while editing a recipient when using a DocuSign delivery option.

This topic contains information around:

• Recipient tagging

• Adding Document Custom Fields

• Adding Envelope Custom Fields

Recipient Tags

Recipient Tags are available to add for recipients when adding a new recipient to a DocuSign package. There are several things to note when using Recipient Tags:

• Tags that appear as "dl.fieldname" are fields related to the Legacy version of DocuSign and cannot be edited within the Lightning UI.

• Tags that appear as "ds.fieldname" are fields related to the Lightning version of DocuSign and cannot be edited within the Classic UI.

Document Custom Fields and Envelope Custom Fields are also available for use when set up in DocuSign.

Recipient signing experience when using DocuSign

Looking for information to share with your signers on how to sign a document from DocuSign? Check out the following article from DocuSign, How do I sign a document?

Document Custom Fields

Fields created by administrators in your DocuSign instance can be used in a NintexDocGen Package document template. By using the autoplace text created for that specific document custom field, you can insert that field into any document when sending out a document for signing using the DocuSign delivery method.

Custom fields are also assigned per recipient for input when signing the document. Each recipient on the Document Package can be assigned different fields that are only relevant to their signing experience.

Document Custom Fields appear at the bottom of the field list in the Field Tagger.

Create DocuSign Document Custom Fields

Before Document Custom Fields can be used in Nintex DocGen , they need to be created and set up in your DocuSigninstance. For information on creating Document Custom Fields, refer to Create custom fields for documents.

Note: Only Document Custom Fields with the AutoPlace Text field filled in appear in the Field Tagger list.  If you do not see a custom field in the Field Tagger list, check if the AutoPlace Text field is filled out.

Add Document Custom Fields to a recipient

After a Document Custom Field is created and autoplace text is set, that field can now be added to a recipient.

1. Set up your Document Package and add as many recipients as needed.

2. Click the edit icon next to a recipient that needs to have a custom field set, and click the Edit button.

3. After the Field Tagger list refreshes, scroll the Field Tagger list down until you see the custom fields.

4. Locate the custom field in the Field Tagger list and select each field as necessary.

   Note: Document Custom Fields appear as the text filled in the AutoPlace Text field inside of DocuSign.

5. After the desired fields have been selected, click Done .

6. Click Save on the Document Package to confirm the addition of these fields.

Write-back to Salesforce

Changes a recipient makes to the Text and Dropdown field values in a document can be written back to Salesforce when signing is complete. The change written back to Salesforce updates the record and field associated with the custom field. This change can be an update to a value that was populated into the Document Custom Field, such as the user updating their phone number or other new information. In order for a custom field to write-back data, ensure the following options are selected under the Document Custom Field:

• Relate to Salesforce

• Write-back

If information does not write-back to Salesforce, ensure that Salesforce has been added in your connections inside of your DocuSign instance. To confirm, select Connect inside of DocuSign and ensure that Salesforce appears in the list of connected applications. For more information on using DocuSign Connect refer to DocuSign Connect.

Envelope Custom Fields

DocuSign Envelope Custom Fields are fields that are used to classify, record, or track information about envelopes sent using the DocuSign delivery option in Nintex DocGen. For example, lets say you have a custom object set in Salesforce around Case tracking or incidents. Using Envelope Custom Fields you can track your document based on the field such as Case ID or Incident Number, and update the Envelope Report as the generated document is interacted with and changed by the recipient. It is also possible to update this custom object in Salesforce based on the Case ID associated with the delivery option and document generated. For example, if a recipient updates information in a document related to a field on the custom object, that information will write-back to the Salesforce object, and update the necessary fields.

Envelope Custom Fields only appear for users creating and sending the document package, and do not show up for the signer or recipient receiving the generated document. Envelope Custom Fields are created and set up by an administrator within your DocuSign instance. If you are a user who can create and edit Envelope Custom Fields, the Envelope Custom Field option will appear in your left hand navigation while in your DocuSign instance.

• For more information on how to create an Envelope Custom Field, refer to the following DocuSign help article: Custom Fields for Envelopes.

• For more information on how to write-back data to Salesforce using Envelope Custom Fields, refer to DocuSign Connect topic.

Add Custom Envelope Fields to delivery option

After DocuSign Envelope Custom Fields have been created in your DocuSign instance, they can be added to a DocuSign delivery option within Nintex DocGen. The values for each Envelope Custom Field can be added to a text field located in the Advanced section of the delivery option.

1. Open an existing Document Package using the DocuSign delivery option, or create a new Document Package using DocuSign as the delivery option.

2. After setting the delivery option, expand the Advanced section.

3. In the Envelope Custom Field textbox, add the desired custom fields.

   1. When adding Envelope Custom Fields, each field is separated by a semicolon, and the values for those fields are separated by commas. Tags can be used to make values dynamic or use static values.

      1. For example, for two fields named CustomFld1Name (with a value of CustomFld1Val), and CustomFld2Name (with a value of <<Account_Id>>), you would type this string into the text field:

   • CustomFld1Name, CustomFld1Val;CustomFld2,<<Account_Id>>

   2. This is going to add these fields to the envelope:

      • CustomFld1Name

      • CustomFld2Name

   3. With the following corresponding values:

      • CustomFld1Val

      • The Account Id associated with the record tag

After the document is generated, and the document is sent out, the status of that envelope will updated in DocuSign based on the fields you have selected. Once sent to DocuSign, data can be verified by viewing the envelope in an Envelope Report in the linked account. For Envelope Reports in DocuSign, the custom fields used may not show up by default, and may need to be added to the Envelope Report using the Edit Columns option while in your DocuSign instance. For more information on how to view and edit your Envelope Reports, refer to the following DocuSign help article: Envelope Report.