I am new to DocuSign and have been trusted to implement digital documents for our K3-12th grade private school. We currently have an IAM Professional License.So far I have managed to:Create separate templates for each document that we need to complete Create a Document Custom Field that is a dropdown menu for each grade. Create an Envelope Custom Field titled Student Name. Set rules for each document and grade to archive each document to the correct Google Drive folder.My intention is to:Send an envelope for each grade level so that parents only receive the documents that they need to complete for their specific child (K3 parents only need three, but 12th grade parents need about eight). The Student Name will be uploaded via bulk send with the recipient/role information. As a document is completed, the storage pathway would ideally be as follows: Google Drive > Completed Documents Folder > Grade Level Folder > Template/Document Title Folder > +Student Name (document title) I created an envelope for my third grader and sent the information to myself to test and see where the documents ended up. There were three templates in this envelope. The three documents did indeed end up in the correct folder; however duplicates were there as well. There should have only been one document in each folder, but there were three in each of them.I hope this makes sense! I am not sure how to reach my intended goal. Any troubleshooting ideas or even ideas on a different way to go about my storage pathways are welcomed and appreciated!

HELP! Completed Documents Duplicated in Google Drive

I am new to DocuSign and have been trusted to implement digital documents for our K3-12th grade private school. We currently have an IAM Professional License.

So far I have managed to:

Create separate templates for each document that we need to complete
Create a Document Custom Field that is a dropdown menu for each grade.
Create an Envelope Custom Field titled Student Name.
Set rules for each document and grade to archive each document to the correct Google Drive folder.

My intention is to:

Send an envelope for each grade level so that parents only receive the documents that they need to complete for their specific child (K3 parents only need three, but 12th grade parents need about eight). The Student Name will be uploaded via bulk send with the recipient/role information.
As a document is completed, the storage pathway would ideally be as follows:
1. Google Drive > Completed Documents Folder > Grade Level Folder > Template/Document Title Folder > +Student Name (document title)

I created an envelope for my third grader and sent the information to myself to test and see where the documents ended up. There were three templates in this envelope. The three documents did indeed end up in the correct folder; however duplicates were there as well. There should have only been one document in each folder, but there were three in each of them.

I hope this makes sense! I am not sure how to reach my intended goal. Any troubleshooting ideas or even ideas on a different way to go about my storage pathways are welcomed and appreciated!

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Hello @swilliamson_nca,

Thank you for reaching out, and welcome to the Docusign Community! I appreciate you bringing your question to this Community.

How about creating rules based on the Document Custom Field that the recipient selects for the specific grade level? Since you mentioned you have already created a dropdown custom field for each grade within your templates, you can leverage that by setting up archiving rules for the selected grade level in that custom field. This way, you may avoid duplicates because each document is archived only once to its specific grade-level folder according to the recipient's selection.

Here’s a sample condition.

I hope this helps. Feel free to follow up if anything’s unclear—we’re here to help!

Regards,

Jenny | Docusign Community Moderator
If this helped, mark it as “Best Answer” so others can find it too!

Hi there!

Thank you so much for your feedback. I have done exactly what you suggested. I set a rule for each document and grade level. The ideal storage pathway is:

My Drive > Folder: Completed Student Documents > Folder: Grade Level > Folder: Document Title > Document: Titled Student Name (Envelope Custom Field)

Duplicates are still going into three folders.

Any other feedback is so appreciated!

Hello @swilliamson_nca,

Thanks for replying. Can you send a screenshot of the rules you created so we can check? Kindly remove any PII from the screenshot.

Regards,

Jenny | Docusign Community Moderator

I have done this rule for every document, and every grade for that document.

Hello @swilliamson_nca,

Thanks for sharing the screenshot. Is it possible for you to remove the first condition, the one with the template, and just use the Document custom field, and then try to test it again to see if there will be duplicates?

Regards,

Jenny | Docusign Community Moderator

None of the documents went where they were supposed to go.

What I am trying to do is…

Create an envelope for each grade
Select separate templates for each grade envelope
Send the completed document to a separate folder for each grade level and document.

By removing the condition with the template, how would DocuSign know what template/document goes in what folder?

Hello @swilliamson_nca,

When you use the template as the rule to save documents, Docusign checks every rule involving that template. If your envelope or document matches more than one rule, it saves the same document multiple times.

If you use Document custom fields, the mapping from document/template to folder is done by the custom field values selected by your recipient, and Docusign reads these values after completion to save the document correctly.

If you are still having trouble setting up, you may consider, you may consider submitting a support case so that our support team can check further. Open a Support Case

Regards,

Jenny | Docusign Community Moderator

Hello @swilliamson_nca,

I hope you are doing well. I want to confirm if you need further assistance. Feel free to let me know, and I will gladly help you address the situation

Regards,

Jenny | Docusign Community Moderator

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