Create and Email Documents with DocuSign



This article introduces how to create and email documents from Kintone records using Make (External link) and DocuSign (External link) .

What is DocuSign

DocuSign is an electronic signature technology and digital transaction management service for facilitating electronic exchanges of signed documents.

General Flow

The general flow of the operation is as follows:

  1. When the status of a record is updated, it triggers Make to call DocuSign to create a document from a template.
  2. After the document is created, DocuSign sends the document to the customer through email.
  3. Finally, it updates the Kintone record by adding the envelope ID.

Required Environments

In addition to a Kintone environment, the following will also need to be prepared:

  1. Kintone Users & System Administrators (External link) permission.
  2. A DocuSign account to act as the document creator and email sender. Create a template in DocuSign as it will be needed to create the document. For more details, refer to the official DocuSign Working with Templates (External link) page.
  3. A Make account. For more details on the subscription cost, refer to Make's pricing structure (External link) .

Initial Setup

This section describes building a Kintone App and the required settings before integrating with Adobe Acrobat Sign.

Create a sample App

First, create a new Kintone App.

Set the fields in the sample App as follows.

Field Type Field Name Field Code Notes
Text Customer Name customer_name
Attachment Completed Agreement completed
Text Person in Charge person_in_charge
Number Contact Number contact_number
Text Title title
Link Email Address email_address Select E-mail address as the type
Border A line to separate the fields. This is optional.
Field group Info info
Text Envelope ID envelope_id Drag and drop the field inside the field group "Info". This value is used as unique identifier for each record so that the signed documents can be uploaded into the Kintone App

Set up process management

  1. Navigate to the App Settings and click Process Management

  2. Check the Enable Process Management checkbox

  3. The Status can be changed to any status. In this example, change the setting as follows:

    • Change the Status name:
      • In progress to Review
      • Completed to Agreement Sent
    • Change the Action name:
      • Start to Please Review!
      • Completed to Send Agreement!

  4. Click Save

For more details, refer to the Setting Process Management (External link) article on the Kintone help site.

Set up the Integration

This section explains how to create a workflow using Make to create and email a document with DocuSign from Kintone records.

Set up a webhook

Follow the steps in the Set up a Webhook on Make article. On Set up a Webhook on Kintone - step 3, check the Status is changed and Activate the webhook checkbox.

Create sample data

Create sample data to debug and test the scenario.

  1. On the Make scenario, click Run once

  2. Navigate to the Kintone app and add a new record.

  3. Change the process management to the next status by clicking Please review! and then Confirm.

  4. Confirm that the webhooks' scenario has run successfully.

    If you click at the 1 on the upper right corner, the data received will be displayed.

Send a document from template to sign

After connecting the webhooks, create another module to call DocuSign to create and send the document.

  1. On the Make scenario, click Add another module

  2. Enter "docusign" in the search bar and click DocuSign

  3. Select Send a Document from Template to Sign

  4. Click on the DocuSign connector and click Create a Connection

  5. Enter any connection name and click Save

  6. Set the information as follows:

    • Account: your DocuSign Account
    • Template: any template you want to use
    • Subject: enter the subject of the email
    • Message: enter the body of the email

    Select a field in Kintone received by Webhooks when needed. When clicking the box, the panel will display fields from the Kintone records to select from. For example, select person_in_charge for the contact person's name. Make sure to select the value of the field.

  7. Click Add item to set the recipients. Add the information as follows:

    • Email: select record: email_address: value
    • Name: select record: person_in_charge: value
    • Role Name: Person in charge

  8. Click OK

  9. With this setting, the Kintone process will be linked to DocuSign no matter what the status of the process. Hence, we need to add a filter to connect from Webhooks to DocuSign only when the status of the process matches Agreement Sent. Click the wrench icon and select Set up a filter.

  10. Set the information as follows:

    • Label: Only proceed if the status is "Agreement Sent"
    • Condition: select record: Status: value
    • Text operators: Equal to: Agreement Sent

  11. Click OK

Update records

Finally, create another module to update Kintone records.

  1. On the Make scenario, click Add another module

  2. Enter "kintone" in the search bar and click Kintone

  3. Select Update a Record

  4. Set the information as follows:

    • App ID: Your App ID
    • Type: Record ID
    • Record ID: record: Record_number: value
    • Envelope ID Value: 3. Envelope ID

  5. Click OK

With this, the scenario is now complete.

Test the Scenario

Test that when a record's Status is changed to Agreement Sent, the above scenario will be triggered.

  1. Click Run Once to put the Webhook on standby.

  2. Navigate to the Kintone App. Use the same record created in Create sample data and proceed the status to Agreement Sent by clicking Send Agreement! and then the Confirm button.

  3. If successful, each connector name will be displayed in green and 1 will appear in the upper right corner.

  4. In Kintone, the Envelope ID field will be updated automatically.

  5. To activate the scenario, click on the ON/OFF button on the bottom left of the scenario page.