How can a team be copied in only if optional fields/ documents are completed?

Question

We have agreement templates for clients to sign, one document within the whole template is a Direct Debit authorisation form. This DD Authorisation document is optional, as clients don’t have to pay by direct debit. However, if they do want to pay by DD and fill out this form then our accounts team needs to be copied into the final form.

If they do not fill out that form, our accounts team do not need to be sent the final signed agreements.

Is there a way our accounts team can only receive a finalised pack from a client if the DD authorisation is completed? Otherwise they will get a lot of client agreement emails from docusign that are not relevant to them.

Ma.Cubio · Answer

Hello ​@HW1990Thank you for reaching out, and welcome to the Docusign Community!Yes, this can be achievedusing Conditional Recipients or Advanced Recipient Routing, provided the feature is available on your account.The recommended setup is:Add a required payment-method field, such as Direct Debit or Other payment method.Configure the Direct Debit authorization fields to appear and become required only when Direct Debit is selected.Add your Accounts team as a conditional recipient or routing group set to Receives a Copy.Configure the routing so the Accounts team receives the completed envelope only when Direct Debit is selected. If another payment method is selected, that recipient is skipped.This approach prevents your Accounts team from receiving agreement-completion emails that are not relevant to them. It is best to use an explicit payment-method choice rather than relying only on whether the optional form contains information, because Docusign needs a defined field value to determine the routing path.You can find more information in thesearticles:Conditional RecipientsConditional FieldsIf Conditional Recipients are not available in your account, an alternative is to use two separate templates: one that includes the Accounts team and one that does not.Note: Some advanced features and options are supported only in specific Docusign plans. Your account plan might not support some options discussed in this help topic. Contact your account administrator for more information about which options are available for your account. Or, visit our Plans and Pricing web page for more details on the features included with your plan. Compare eSignature plans & pricing. Sincerely,Ma. Cassandra | Docusign Community ModeratorIf this helped, feel free to Like👍and click "Best Answer"

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