DocuSign for Microsoft Dynamics CRM

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1 Quick Start Guide DocuSign for Microsoft Dynamics CRM Published August 2014 Overview This guide provides information on installing and sending documents for signature with DocuSign for Microsoft Dynamics CRM The Release Notes for DocuSign for Microsoft Dynamics CRM 2013 provide additional details. The primary audience for this guide is Microsoft Dynamics CRM administrators. The installation and configuration tasks presented all require administrative rights. End users benefit from the topic Sending Documents for Signature with DocuSign, and the general use FAQ items. Important: You must be a Microsoft Dynamics CRM administrator to install the DocuSign application. If you have a DocuSign account, you must enable the Account-Wide Rights and Send On Behalf Of Rights (API) features for your account. Supported Versions DocuSign for Microsoft Dynamics CRM 2013 supports the following versions and browsers: Microsoft Dynamics CRM 2013 Online: Internet Explorer 8, 9, and 10; Chrome ; Firefox 26 Microsoft Dynamics CRM 2013 Plug-in for Outlook: Outlook 2013 Note: Microsoft Dynamics CRM 2013 on-premise instances are not supported. Installing DocuSign for Microsoft Dynamics CRM Configuring DocuSign for Dynamics CRM 3 Sending Documents for Signature with DocuSign 7 DocuSign Business Process Flow 9 Custom Entities 11 FAQ 14 Release Notes 17 For More Information or Assistance 18

2 2 Installing DocuSign for Microsoft Dynamics CRM 2013 The DocuSign for Microsoft Dynamics CRM 2013 application is available from Microsoft Pinpoint and through a link on the DocuSign Partner Solutions Showcase. This topic includes information on the following: Installing or upgrading the DocuSign application Uninstalling the DocuSign application You must be a Microsoft Dynamics CRM administrator to perform the tasks in this topic. Install or Upgrade DocuSign for Dynamics CRM Follow these steps to download and install the application or upgrade from an older installed version: Note: When upgrading to a new version of the solution, all DocuSign status data and the systemwide login credentials are retained in Dynamics CRM. 1. To get the application: a. Go to Microsoft Pinpoint and locate the DocuSign for Microsoft Dynamics CRM 2013 application. b. Click Download to download the add-in as a.zip file to your computer. 2. Log on to your Microsoft Dynamics CRM 2013 account. 3. (Optional) If you are upgrading, as a best practice, we recommend you export your Microsoft Dynamics CRM customizations. After you complete the upgrade, if necessary, you can reimport your customizations. 4. In the top navigation bar, hover over Settings and click Solutions. 5. On the Action toolbar, click Import: The Select Solution Package dialog box appears. 6. Click Choose File, select the DocuSign.zip file, and click Next 7. In the Solution Information dialog box, click Next.

3 3 If you are upgrading your solution, this dialog box contains a message stating that this is an update to an existing solution and lists the version numbers. 8. In the Import Options dialog box, select Overwrite Customizations (if you are upgrading the solution) and check Enable any SDK message processing steps included in the solution. 9. Click Import. DocuSign for Microsoft Dynamics CRM 2013 is installed and appears in your list of solutions. Uninstall DocuSign for Microsoft Dynamics CRM 2013 Uninstalling the DocuSign application deletes the DocuSign for Microsoft Dynamics CRM 2013 solution from your Dynamics CRM instance, as well as all DocuSign-related status data. 1. Before uninstalling the application, the administrator must remove all dependencies to DocuSign from the Microsoft Dynamics CRM instance: a. Remove any steps that reference DocuSign-related fields from any custom business process associated with the following entities: Accounts, Contacts, Leads, Opportunities. b. Remove the DocuSign user role for all users. 2. To uninstall DocuSign for Microsoft Dynamics CRM 2013, in the top navigation bar, hover over Settings and click Solutions. 3. Select the DocuSign solution and on the Action toolbar click Delete. The DocuSign solution is uninstalled from your Dynamics CRM instance, along with all DocuSignrelated status data. Configuring DocuSign for Dynamics CRM Once you install the DocuSign for Microsoft Dynamics CRM 2013 application, there are a few basic configuration tasks necessary to enable your Dynamics CRM users to send documents through their account for electronic signature. You must be a Microsoft Dynamics CRM administrator to perform the tasks in this topic. Assign the DocuSignUser Role to Users For non-administrative users of Dynamics CRM to have access to DocuSign for Microsoft Dynamics CRM 2013, as the Dynamics CRM administrator, you must assign the DocuSignUser role to their user record. 1. Navigate to the Dynamics CRM Settings > Administration view. 2. Click Users.

4 4 3. Locate the user record for the person you wish to grant access to, and click the record to highlight it. 4. Click Manage Roles and select the DocuSignUser role. 5. Click OK. The user is assigned the role and has access to DocuSign for Microsoft Dynamics CRM Register DocuSign Credentials To complete the basic configuration of DocuSign for Microsoft Dynamics CRM 2013, you must register your DocuSign account credentials. You can use an existing DocuSign account or create a new, free account. 1. Navigate to a record for one of the default supported entities (Account, Contact, Opportunity, Lead, and Quote). 2. From the Action toolbar, on the More Commands menu, select Send with DocuSign.

5 5 A dialog appears for you to Enter your DocuSign Credentials or Create a new DocuSign Account. 3. Follow the on-screen instructions to enter your credentials or create a free account. When the Send Envelope window appears, you have successfully registered your DocuSign credentials. 4. Click Discard Changes to cancel the envelope. For more information on sending documents from your Microsoft Dynamics CRM account, see Sending Documents for Signature with DocuSign. Setting the DocuSign Environment Installing DocuSign for Microsoft Dynamics CRM 2013 directs your Dynamics CRM account to the DocuSign Production environment, but you can change the environment. For example, if you want to test the solution with a non-production version of DocuSign, you can change the environment setting to use your demo account. Note: This configuration step is optional and required only if you want to change the DocuSign environment to use with DocuSign for Microsoft Dynamics CRM After installing the DocuSign for Microsoft Dynamics CRM 2013, in the top navigation bar, hover over Settings and click DocuSign: Configuration and Settings (you must be logged into an account with Administrative rights).

6 6 Note: When installed, DocuSign for Microsoft Dynamics CRM 2013 is directed by default to your Production environment. 2. Click DocuSign Environment Settings. 3. Toggle the Set DocuSign API Environment to the desired value: Demo- connects your Microsoft Dynamics CRM with your DocuSign Demo account Production - connects your Microsoft Dynamics CRM with your DocuSign Production account Note: Changing the API environment removes the DocuSign system-wide login and all DocuSign status records. 4. Click Save Changes.

7 7 Sending Documents for Signature with DocuSign With DocuSign for Microsoft Dynamics CRM 2013, you can send documents for signature directly from records in Dynamics CRM. The default entities supported are Account, Contact, Opportunity, Lead, and Quote. Additional custom entity types are supported, but must be enabled by your Microsoft Dynamics administrator. See Custom Entities for information on adding the DocuSign send functionality to custom entities. The Send with DocuSign button is added to the More Commands menu for all of the entities that have been enabled with DocuSign by your Microsoft Dynamics administrator. 1. Select an Entity a. Select an entity and open the record from which you want to send documents. b. In the Action toolbar, under More Commands, select Send with DocuSign. A modal window opens with a DocuSign envelope. 2. Set Recipients and Documents a. Documents included in the entity s Notes and Attachments section are automatically included in the envelope. Recipients are added to the envelope based on the entity type as follows:

8 8 Opportunity - the Contact is added as the envelope recipient Account - the Primary Contact is added as the envelope recipient Contact - the Contact is added as the envelope recipient Lead - the Lead is added as the envelope recipient Quote - the Primary Contact on the Potential Customer account is added as the envelope recipient b. You can modify the envelope by clicking the following: To - to add, remove or modify recipients Message - to change the subject and message Documents - to add or remove the documents from the envelope 3. Tag and Send Your Documents a. Drag and drop DocuSign tags from the left-hand palette onto your document. Refer to the Quick Start Sending a Document or DocuSign Service User Guide on the DocuSign website for more details about completing your envelope b. Click Preview to preview how your recipient will see the tags. c. Click Send to send the document for signing. 4. Done! The DocuSign overlay closes and the envelope is sent. You have successfully sent documents attached to an object out for signature using DocuSign.

9 9 You can track the status of the envelope by clicking DocuSign Statuses under the name of the record in the top navigation bar from which the envelope was sent. When the envelope is completed, the signed documents are stored as a PDF attachment in the Notes section. DocuSign Business Process Flow Included in DocuSign for Microsoft Dynamics CRM 2013 is the DocuSign Business Process Flow (BPF), which allows you to leverage the power of DocuSign within your Dynamics CRM business process workflow. Out of the box, the DocuSign for Microsoft Dynamics CRM 2013 includes the Opportunity sample BPF. This sample is an example of how to leverage DocuSign in a business process flow. The BPF includes the following DocuSign-related steps: DocuSign: Send Contract - this step links to an Opportunity field called DocuSign: Send Contract. This field is a single option Yes/No field that is set to Yes when an envelope is sent successfully using DocuSign in Dynamics CRM.

10 10 DocuSign: Contract Signed - this step links to an Opportunity field called DocuSign: Contract Signed. This field is a single option Yes/No field that is set to Yes when all parties successfully complete signing the document, and the signed PDF is returned to DocuSign. These steps are included in the Close stage of the BPF, the point when a user would typically send a contract out for signature and the deal is almost done. Incorporating DocuSign into custom business process flows The two fields included on an Opportunity in the sample BPF (DocuSign: Send Contract and DocuSign: Contract Signed) are also on the Account, Contact, and Lead entities. You can relate any step in a BPF for one of those entities to one of these fields. Example: I want to setup a BPF to send an NDA agreement in a "Lead Qualifying" stage related to a Lead entity. I create a step called "Send NDA with DocuSign" and relate it to the DocuSign: Send Contract field that automatically updates to Yes once a document is sent successfully with DocuSign. I add another step called NDA completed and relate it to the DocuSign: Contract Signed field that is automatically updated to Yes once a document is signed and returned.

11 11 Custom Entities In addition to the default entities, you can add Send with DocuSign functionality to custom entities. This topic describes how to add, delete, and disable the Send with DocuSign button to custom entities. You must be a Microsoft Dynamics CRM administrator to perform the tasks in this topic. Add DocuSign send functionality to custom entities After installing DocuSign for Microsoft Dynamics CRM 2013, a system administrator can add the Send with DocuSign button to a custom entity by enabling DocuSign support for that custom entity. 1. To enable support for a custom entity, in the top navigation bar, hover over Settings and click DocuSign: Configuration and Settings. 2. Click Entity Settings. 3. Click Add. A dialog box appears with all of the custom entities in your instance of Microsoft Dynamics CRM.

12 12 Note: A custom entity must be Published to show on this screen. 4. Select one or more entities and click Add. The selected custom entities appear in the list of enabled entities. By default, the Enable [custom entity name] checkbox is selected. 5. Click Save Changes. The Send with DocuSign button appears in the More Commands menu for the custom entity. Remove the DocuSign send functionality from custom entities A system administrator can remove DocuSign support from custom entities. Important: This action deletes DocuSign statuses associated with the custom entity. 1. To remove support from a custom entity, hover over Settings and click DocuSign: Configuration and Settings. 2. Click Entity Settings. 3. Select the entity you would like to remove DocuSign support for on the list. 4. Click Remove.

13 13 Disable the DocuSign send functionality from custom entities A system administrator can remove the Send with DocuSign button from an entity without deleting the associated DocuSign statuses by disabling DocuSign support from the custom entity. 1. To disable support for a custom entity, hover over Settings and click DocuSign: Configuration and Settings. 2. Click Entity Settings. 3. Clear the Enable [custom entity name] checkbox to disable DocuSign functionality for the associated custom entity. This action does not delete DocuSign statuses associated with the entity, but just removes the Send with DocuSign button from the More Commands menu. Note: To re-enable DocuSign send functionality, repeat this procedure and select the Enable [custom entity name] checkbox.

14 14 FAQ What are envelopes? An envelope is an electronic container used to send one or more documents for signature with the DocuSign system. Envelopes can contain any number of pages or documents, and can be sent to multiple recipients. How many envelopes can I send from a free account? A new DocuSign account can send 50 envelopes for all users in the account. How will I know when my free account is running low on envelopes? The DocuSign system provides a warning when your free account is running low on envelopes. How do I give feedback on DocuSign for Microsoft Dynamics CRM 2013? We are always happy to get comments. To add a review, go to our Microsoft Pinpoint Marketplace listing. Click the Reviews tab and then click Submit a Review. Add your review information and click Submit My Review. When I send with DocuSign, which documents are sent from the Notes and Attachments? All of the documents from the Notes and Attachments of the selected entity are added to the envelope. What documents are pulled into a DocuSign envelope when I send from a Quote entity? All of the documents from the Notes and Attachments of the selected Quote are added to the envelope. If you would like to use the mail merge or reporting capabilities of CRM to create a Quote, download the PDF and upload it back to the Quote entity as an Attachment; then, click Send with DocuSign from the Quote menu. How do I use DocuSign with the Microsoft Dynamics CRM 2013 Outlook Plugin? If you have the Microsoft Dynamics CRM plugin installed in your instance of Outlook, you can see the Send with DocuSign menu option on all entities that have been enabled to use DocuSign by your system administrator. When you click Send with DocuSign, a DocuSign envelope is created in the same way as it is in DocuSign for Microsoft Dynamics CRM Note: DocuSign for Microsoft Dynamics 2013 is only supported for the Outlook 2013 Dynamics plugin. I have three documents in Notes and Attachments, but only want to send two of them. How do I remove the document? Click Send with DocuSign. In the new browser window, click Documents Edit, and then click the Remove icon for the document you do not want to send.

15 15 Are DocuSign statuses automatically updated in Microsoft Dynamics CRM? No records are updated until a user refreshes the entity record or the DocuSign Status record directly. The completed document(s) appears in the Notes section as a PDF when the selected entity record is refreshed. What DocuSign-related updates are posted to my entity's Yammer feed? There are two different DocuSign envelope status changes that are captured on an entity's Yammer feed. The feed is updated when: A DocuSign envelope is successfully sent When all parties complete signing a DocuSign envelope What should I do if I see several login prompts when trying to access CRM records in the Microsoft Dynamics 2013 Outlook Connector? Ensure that you add the following sites to your Internet Explorer "Trusted Site" list: Do I have to give the other Microsoft Dynamics CRM account users my DocuSign credential information so they can send with DocuSign? No. If you created a new account, it is automatically set up to allow other users in your account to send with DocuSign. If you have a DocuSign account, enable the Account-Wide Rights and Send On Behalf Of Rights (API) features for your account. This allows the other users in your account to send with DocuSign. If you have an existing DocuSign account and your account uses the Password Strength setting Custom, you must set the Password Questions Required option to 0. To check your Password Strength setting, go to Preferences, click Features and, under the Manage Account heading, click Password Strength. Not all of my Microsoft Dynamics CRM users have DocuSign accounts. Can they still use DocuSign for Microsoft Dynamics CRM? Yes, as long as you have seats available in your DocuSign account. When a Dynamics CRM user clicks Send with DocuSign, the system checks to see if that user exists in DocuSign (in this case a user is defined as a unique username/ combination). There are three possible results: If the user does not exist as a member of the DocuSign account the system administrator associated with the Dynamics CRM instance, and does not have an existing DocuSign account, DocuSign creates a new user with that user's username and combination and adds that user as a member of the DocuSign account. If the user does not exist as a member of the DocuSign account the system administrator associated with the Dynamics CRM instance, but does have an existing DocuSign account, the

16 16 user is asked to enter a new username to go along with the new account. DocuSign then creates a new user with that user's username and combination and adds that user as a member of the DocuSign account. If the user exists in the DocuSign system and exists as a member of the account associated with the Dynamics CRM instance, DocuSign uses that information to send the envelope. Will this solution package work in DocuSign for Microsoft Dynamics 2011? DocuSign for Microsoft Dynamics CRM 2013 is designed and supported for Microsoft Dynamics 2013 only. If you are using Microsoft Dynamics 2011, find DocuSign for Microsoft Dynamics 2011 here.

17 17 Release Notes The following functionality is included in DocuSign for Microsoft Dynamics CRM 2013: Version DYN-314 and DYN-338: corrected issues related to Send on Behalf of functionality. DYN-353: Refactored the site map functionality to not overwrite CRM customizations. DYN-345: Fixed Business Process Flow error on an Opportunity object. Version Fixed CRM site map related issues Version Fixed API-related issues Version 1.0 Support for Microsoft Dynamics CRM 2013 Online Send with DocuSign functionality for the Account, Contact, Lead, and Quote entities Envelope status is tracked as a DocuSign Status associated with the entity Upon completion of the envelope, the signed document(s) and Certificate of Completion are attached as a PDF file to the entity Send with DocuSign functionality for custom entities Adds documents from the Notes section into a draft envelope The DocuSign tagger allows the user to specify a recipient, tag, and send the envelope Envelope status is tracked as a DocuSign Status associated with the entity Upon completion of the envelope, the signed document(s) and Certificate of Completion are attached as a PDF file to the entity Support for the Microsoft Dynamics CRM Outlook 2013 plugin Pre-packaged Business Process Flow Out-of-the-box Business Process Flow for Opportunity entities that include DocuSignrelated steps

18 18 Ability to add DocuSign steps for a custom business process flow For the Account, Contact, Lead, and Opportunity entities When a document is sent for signature with DocuSign and returned as a PDF Real-time DocuSign status updates in an entity's Yammer feed UI optimization and enhancements For More Information or Assistance For more information or assistance, visit DocuSign Support, the DocuSign Community, docusign.com, or contact DocuSign Support.

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