DocuSign - Workday integration

@JohnSantos 

On how many can we add

Thanks,

Nikita

Workday supports seven DocuSign tag types: 'signHere', 'initialHere', 'fullName', 'dateSigned', 'title', 'signHere-Optional', and 'initialHere-Optional.

Hi Docusign Team,

We have configured a PDF form on the Review Documents step and we need to add some validation to the percentage box in that form that user should not enter more than 100% in it, is there anyway to add validations to the boxes in the form? Tried adding it on the PDF but when configured the PDF on Review docs, the validations are lost. Thanks

Hi @JohnSantos , by any chance do you have documentation as to how to point our Workday Sandbox to the Docusign Sandbox environment?

Thanks,
Colin

@carsenault 

I don’t.  But if you go to your Edit Ten Set in Workday under Authenticate with DocuSign you should be able to see a Radio button for the two options: DocuSign Production and DocuSign Sandbox.  Authenticate using the Sandbox option.

seems like in the prerequisites - you need to disable 2FA/SSO
Is that onetime requirement for setup or does that need to remain off?

We have Docusign integrated with our Workday but are having issues on requiring one signature to be submitted twice and duplicating the same date or signature on top of each other. Has anyone else experienced this and how were you able to resolve it? 

​@glybberty 

Check if your template uses anchor tags in multiple places. If the anchor tag inadvertently appears more than once (even slightly hidden in text), DocuSign will drop in a signature field each time that anchor is detected.

Hi ​@JohnSantos ,

I am hoping that you can help me after reading your sage advice in this thread!

We recently enabled the integration between Workday and DocuSign, and everything is working as designed with the exception that DocuSign is not connecting the user who has generated the document in Workday with the Activity in DocuSign. So generated documents are being sent out to all signing parties and are returned to Workday with no issues, but the user cannot manage the process in DocuSign, if the document needs to be corrected for example.

My knowledge of DocuSign is minimal, so I have a feeling that I have missed something out from the DocuSign end when putting the configuration together.

Is this a problem that you might have come across?

Paul.

​@Profesto_Paul 

Yes, this is actually a fairly common scenario. The issue usually occurs because the integration uses a "system user" to send envelopes on behalf of Workday, instead of associating each envelope with the actual Workday user who initiated the process. As a result, DocuSign recognizes the system or integration user as the sender, which means the real Workday user has no direct access or visibility into the envelope within the DocuSign console.

If envelope corrections are needed, an Admin in DocuSign can be assigned to handle those updates. Admins have visibility into all envelopes, including those that may contain sensitive information, allowing them to make the necessary changes.

Thanks, ​@JohnSantos ,

Typically I found this article within Workday Community that confirms this just this morning: Multiple Accounts Set Up that states “Workday only supports a single DocuSign account per Workday tenant”.

I’ll post some further clarification from Workday here as it may help others: “Workday's integration is designed to manage documents within Workday. Workday expects to have the completed, signed documents returned and stored inside of the Workday system, not distributed to individual DocuSign user accounts.

Workday does not have a built-in mechanism to directly route documents to specific, individual DocuSign accounts. The integration primarily facilitates sending documents from Workday to DocuSign for signature and receiving the signed documents back into Workday. The integration, when configured, typically uses an administrative DocuSign account as the central point for sending and receiving documents.”

Many thanks for your assistance.

Hi,

I need to add a Anchor text/custom text in one of my Agreement which New Hires complete via Docusign. Currently everything is working fine but I need to be able to add a text box where New Hires can type in their inventions in this PDF doc while completing their signature in Docusign. 

I have seen multiple posts in both Workday community and here but am unable to figure out where/how to add this custom text so when employees can type in the text boxwhile signing their documents via Docusign.

Any input here is appreciated.

@JohnSantos thank you for your detailed guide, very helpful! I have a question about the service account you suggest. Do you know if DocuSign has any documentation on how the service account needs to be setup? 

My org uses office 365, would it be as simple as creating a general account, and then going into DocuSign and adding that account as an admin? I’m a little confused on the setup. 

Thank you in advance for the guidance. 

​@JonRiv 

Based on my implementation experience, while DocuSign may not have detailed documentation specific to this topic, here’s what I recommend for setting up a service account:

• Use a "no-reply" email address when creating the service account. This helps clarify that the account is not intended for interactive use.

• Perform a silent activation of the account. This avoids sending activation emails or requiring manual steps.

• Do not assign a password, as the service account is typically used for API integrations and won’t be accessed via standard login.

• Assign Administrator access to the service account to ensure it has the necessary permissions for integration tasks.

JohnSantos are there any additionally cost by using service account..?

There should not be, but you can confirm with your DocuSign account manager.

Hi  ​@JohnSantos  & guys,
Thanks for your Knowledge Sharing. 
May I ask a question regarding to Step 2 please?

Two of our employees need to sign the same document. Therefore, I maintained both "Signhere1" and "Signhere2" in the Workday contract template. However, when signing, I found that both people are shown to sign in the same position. What is causing this issue?

Step1-Worker sighed here:

Step-2 Worker also shows here:

Many thanks.

___________________________________________________________________________

Step 1: Configure DocuSign in Workday

1. Access Tenant Setup:

   • Navigate to the 'Edit Tenant Setup - Business Processes' task in your Workday tenant.

2. Enter DocuSign Credentials:

   • Enter your DocuSign Enterprise License information.
   • Provide the login email (preferably a service account not tied to any individual).
   • Enter the password for the DocuSign account.

3. Authenticate with DocuSign:

   • Scroll to the bottom of the page and click on 'Authenticate with DocuSign'.
   • Sign in to DocuSign using your credentials.
   • After successful login, you will be redirected back to Workday. The connection will complete in the background. Click 'Done'.

4. Confirm DocuSign Account ID:

   • Navigate back to the 'Edit Tenant Setup - Business Processes' task.
   • Click on 'Confirm DocuSign Account ID' at the bottom of the page.
   • Select the appropriate Account ID for DocuSign use and click 'OK' to save.

Step 2: Configure DocuSign Anchor Text

1. Set Up Anchor Text:

   • Still in the 'Edit Tenant Setup - Business Processes' task, scroll to the section titled 'Configure DocuSign Anchor Text'.
   • Enter custom anchor texts like 'signHere', 'initialHere', and 'dateSigned'. This text will map to specific elements in the document where actions are required (e.g., 'signAnchor1' for the first signing group role).

2. Select Tag Types:

   • Workday supports seven DocuSign tag types: 'signHere', 'initialHere', 'fullName', 'dateSigned', 'title', 'signHere-Optional', and 'initialHere-Optional'.
   • Choose the necessary tag types from the 'DocuSign Tag Type' column for your document needs.

Step 3: Configure Business Processes

1. Review Document Steps:

   • Configure the 'Review Document' step for various processes such as 'Change Business Title', 'New Hire', and 'Offer Letter'.

2. Initiate Business Process:

   • Begin the business process for actions like changing a user’s business title.

Step 4: Document Signing

1. User Signatures:
   • Documents are sent to designated users who will sign using DocuSign, configured as either 'Sequential Signer' or 'Single Signer'.

Step 5: Finalization

1. Complete Setup:
   • After all configurations and processes are completed, review the setup to ensure all steps are correctly implemented and operational.

​@Bella Sun 

Can you show how you are using for Anchor text in your document in Workday?

​@JohnSantos Good moring! Thanks for your quick reply!

The document settings as below:

And the Configure Ducysign Anchor Text page for your reference:

Business Process settings for test:

Best，

Bella

​@Bella Sun 

I think you need to format it like this:

/signHere1/

/signHere2/

Hi ​@JohnSantos 

After changing the settings, it also shows same test result..

May I have your help to check this please? Many thanks.

Hi ​@JohnSantos ,

The issue has been fixed. Thanks for your help!