Digital Signatures using DocuSign

You can use DocuSign with FYI to send PDF documents for digital signing and return signed documents to FYI.

Before sending documents for signature, you must set up the DocuSign integration.

Send documents for signature

You can only send PDF documents for signing.

When sending multiple documents, all selected documents must be for the same client in FYI. FYI sends the documents to DocuSign in the order you select them.

The combined size of documents in a DocuSign signature request must not exceed 35.65 MB. FYI displays a message if this limit is exceeded.

1. In FYI, select one or more PDF documents for the same client.
    
2. Click Signature in the toolbar. For a single PDF, you can also right-click the document and select Signature from the toolbar pop-up menu. Learn more about using the toolbar actions.
   
3. The Send for Signature drawer displays the selected document names and the filing details for the FYI Web Link that will record the signature request.
   
   If more than one digital signature service is connected to FYI, select DocuSign from Service.
   
4. The Client name is selected automatically. If the client has a contact with the same email address, FYI uses the contact's name. If there is no matching contact, FYI uses the client's name.
    
5. In Workflow, Status is automatically set to "Pending Client Signature".
    
6. Set Include Reference to "On". Every document in FYI has a unique reference number, which FYI includes in the file name uploaded to DocuSign. FYI uses this reference number to match the signed document when it is returned.
    
7. Set Service Status to "Draft" or "Send":
   • Send sends the signature request to DocuSign immediately.
   • Draft creates a draft request in DocuSign. Open DocuSign to complete and send the request. This option can be useful when you need to change the email or send the request to more than one person for signing.
      

8. Review the Subject:

   • For a single document, Subject defaults to the document name.
   • For multiple documents, Subject defaults to the name of the first document selected. Change it to a unique name that identifies the pack, for example, "2021 document pack". This makes it easier to distinguish the individual document from the returned document pack in FYI.

   Changing Subject in FYI also changes the name of the Web Link and the signed documents when they are returned from DocuSign. To retain the original document name in FYI, don't change Subject in FYI. Update the subject directly in DocuSign instead.
    

9. Click Create. FYI automatically marks the underlying documents as sent.

FYI creates a Web Link document as a record of the documents sent for signature.

For a single document sent with Service Status set to "Send", FYI displays the original document as a thread under the Web Link. Open the Web Link Drawer to view the relevant documents in Threads. Document threads work in the same way as email threads.

For multiple documents, FYI displays the original documents stapled together and also staples them to the Web Link. Open the Drawer for any of the documents or the Web Link to view the documents in Stapled. Learn more about stapled documents.

Open a DocuSign Web Link

When you open the Web Link, you're prompted to log in to DocuSign. 

The Manage screen displays the documents sent for signing in either Draft or Sent, depending on the Service Status selected in FYI.

Edit a draft PDF in FYI

When a document is sent with Service Status set to "Draft", FYI creates a Web Link and the document is no longer displayed as a PDF in FYI.

To change Workflow Status from "Pending Client Signature" to a previous Status, you need an Approval Level of "Approval". Learn more about Workflow Approval Levels and editing users.

To edit the PDF:

1. Delete the initial pack from DocuSign.
    
2. In FYI, open the Web Link and, in Thread, click Unlink next to the PDF. Learn more about unlinking a document from a thread.
    
3. Delete the Web Link document.
    
4. Open the PDF and, in Workflow in the Drawer, change Status to "Not Started".
    
5. Edit and save the PDF.
    
6. Resend the PDF for signing.

Edit a document in DocuSign

To edit a document in DocuSign after sending it from FYI, log in to DocuSign using the account that was used to set up the DocuSign integration. You can't edit the document when signed in as another DocuSign user.

When a document is signed in DocuSign

You can configure DocuSign to return signed documents through your practice's OneDrive. 

When the client signs the document:

1. FYI imports the signed document back into FYI.
2. Using the document's unique reference number, FYI updates the underlying document with the signed document as a higher version.
3. FYI automatically changes the Workflow Status to "Client Signed".

FYI doesn't import the DocuSign Certificate of Completion. If required, download the Certificate of Completion from DocuSign and manually import it into FYI.

Documents will be threaded as follows:

• For a single document, FYI adds the signed PDF to the top of the thread, followed by the Web Link that records the signature request and then the original document. Learn more about managing threads.
• For multiple documents, FYI automatically staples the documents together with the Web Link. Learn more about stapled documents.

Configure DocuSign to upload signed documents

To return signed documents to FYI automatically, configure DocuSign to save them to FYI - My Imports in your practice's OneDrive. Follow the instructions to configure DocuSign to upload signed documents.