Overview

This article introduces how to get signed documents from DocuSign to Kintone records using Make .

The scenario used in this article is based on the Create and Email Documents with DocuSign article. It is recommended to read that article before this current article.

General Flow

The general flow of the operation is as follows:

1. In this example, Make is scheduled to run once every 15 minutes. When Make runs after a document is signed, it triggers a flow to download the signed document from DocuSign.
2. After the document is downloaded, the next scenario in Make uploads the document to Kintone.
3. Finally, it updates the Kintone record with the signed document.

Required Environments

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

1. Kintone Users & System Administrators permission.
2. A DocuSign account to act as the document creator and email sender.
3. A Make account.

Initial Setup

Refer to the Create and Email Documents with DocuSign - Initial Setup article and follow the steps to create the sample App.

Set up the Integration

This section explains how to create a workflow using Make to get signed documents from DocuSign and upload them to Kintone records.

Create a new scenario

Create a new scenario that will trigger when a document is signed in DocuSign.

1. Sign in to Make and click Scenarios on the menu displayed on the left side.
   

   

2. Click Create a new scenario

   

3. Click the large Plus button in the middle to search for a connector

   

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

   

5. Click Watch Envelope Completed

   

6. Select your Connection and Account. Set the From Date to today. This shows when the scenario will begin operation once it is completed. Set the Limit to set how many maximum number of results to be worked with during one execution cycle, in this example, 15 minutes.

   

7. Click OK.
8. On the Make scenario, click Run once

   

9. Navigate to DocuSign and sign a document. This sample data can be used later for debugging. Ensure that the Envelope ID matches the Envelope ID passed into Kintone record's Envelope ID field.
10. Confirm that the DocuSign scenario has run successfully.

    

Download a document

Next, create a flow to download the document.

1. On the Make scenario, click Add another module

   

2. Enter "docusign" in the search bar and click DocuSign
3. Select Download a Document

   

4. Select your Connection and Account.
5. Turn on the Map button beside Envelope ID and select "1. Envelope ID" to link the respective Envelope ID retrieved from the previous scenario. Document ID is the name of the signed document, and it has to be a numerical value. For example, enter "1" to upload the signed document as "1.pdf".

   

6. Click OK

Upload a file

Create another module to upload the document to Kintone.

1. On the Make scenario, click Add another module
2. Enter "kintone" in the search bar and click Kintone

   

3. Select Upload a File

   

4. Select your Connection and select DocuSign - Download a Document

   

5. 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. The respective Envelope ID for each Kintone record is used as the update key (identifier) to map the FileKey value for the file that has been uploaded in the previous step. Set the information as follows:

   • App ID: Your App ID or your App name
   • Type: Update Key
     • Field: envelope_id
     • Value: 1. Envelope_ID

   

   • On Record, Add Attachment, select Yes
     • On Completed Agreement, Value, Item 1, File key, enter "3. File Key"

   

5. Click OK

With this, the scenario is now complete.

Test the Scenario

Now, test that when a document is signed, the above scenario will be triggered.

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

   

2. If you have signed a document in the Create a new scenario section, the scenario will run directly. If not, navigate to DocuSign and sign a document.
3. If successful, each connector name will be displayed in green and 1 will appear in the upper right corner.

   

4. In Kintone, the Completed Agreement field will be updated with the signed document.

   

5. To activate the scenario, click on the ON/OFF button on the bottom left of the scenario page. Note that in this example, Make is scheduled to run at 15-minute intervals. To change it, click the Every 15 minutes button beside the scheduling button.