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Hey Community - hope you’re having a good day...long weekend (In UK) nearly here ! When a Completed Document gets ingested into Workday (via API) for downstream storage and processing, is that document a copy of the ‘original’ ? In other words, would a version / copy of the completed document be stored in both DocuSign AND Workday or only a ‘master’ copy stored within Workday ? Also - does the Certificate of Completion ‘route’ with the completed document into Workday (for audit) ? Hope that makes sense ! Thanks in advance.
Question
DocuSign / Workday API Integration - document retention ?
+2- Docusign Employee
Hey Mike,
Unless Authoritative Copy (often referred to as Vaulting) is in place - and I don't believe Workday leverages it - there’s no “master” copy of a signed document. Without Authoritative Copy in use, a signed PDF from Docusign can be copied and disseminated freely, and as long as the tamper-evident digital signatures are still in place, they’re all equally “Valid.” So yes, unless you explicitly define a Document Retention policy on the Docusign side (See https://support.docusign.com/s/document-item?language=en_US&bundleId=pik1583277475390&topicId=frq1583277404325.html&_LANG=enus for document purging, if that’s desired), it can live in both, and in other downstream systems as needed.
Our Developer Center has more context on Authoritative Copy if that is something that would be relevant to your usage. It’s API-focused, but also covers a bit of context as to what it is and why: https://developers.docusign.com/docs/esign-rest-api/esign101/concepts/documents/authoritative-copies/ That said, we generally recommend looking into purchasing a vaulting service from a vendor rather than trying to roll-your-own solution due to both the legal and technical complexities involved.
As to whether or not the Cert gets routed to Workday, I believe that’s something that would be configured on the WD side. Might need to check their docs or reach out to their support team to confirm. It’s certainly possible for an integration like theirs to pull the cert, but how/when it does would be up to them.
Enjoy your long weekend!
Regards,
Drew M
Docusign Developer Support
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