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Question

Documents showing up created by docusign user when no one is configured to use docusign

asked on November 9, 2016

Hello,

We installed the docusign add-on but did not configure any user accounts with docusign yet and no one has been trained to use it. Somehow all these documents are showing up in the repository created by the docusign user, an account called "docusign" created and configured as the user in the docusign installation. Any idea where these documents could come from if no one has been configured to use the add-on?

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Answer

SELECTED ANSWER
replied on November 17, 2016 Show version history

The documents are coming from DocuSign, and is related to how DocuSign implemented their "connect" service. You can choose to restrict which user's documents are being sent to Laserfiche, but they don't offer other restrictions, such as by template. As such, all documents from the users that are part of the integration are sent to Laserfiche.

On our side of the integration, all documents which did not originate in the repository they are being uploaded to are sent to a configurable folder, as is mentioned in a note in the help files:

You can also configure a default Laserfiche folder to store received DocuSign documents. Next to<DefaultFolder>,specify the desired Laserfiche folder. You can specify a static folder, or use tokens to specify a dynamic path. For example, <DefaultFolder>\*Signing Completed\%(UserName)</DefaultFolder> configures the integration to retrieve user name that sent the signing request and creates a subfolder in the *Signing Completed folder.

Note: The default folder only affects documents that did not originate from within Web Access (e.g., using the Send option on the DocuSign website).

 

As such, all the documents that did not originate from within Web Access can be saved to a single location.

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Replies

replied on November 10, 2016 Show version history

Web Import Services, aka the DocuSign endpoint, is not the same as the add-on to Web Access.

They can be used together, but they are separate pieces of software that can also be used independently.

  1. Web Import Service allows you to receive documents from DocuSign. It requires configuration:
    1. within the DocuSign UI, to point DocuSign to your machine
    2. withing the Laserfiche DocuSign endpoint to point to a specific repository + a user with credentials and rights to that repository
  2. The Web Access add-on allows user to send to DocuSign.
    1. It requires configuration of Web Access and for each user that wishes to request signatures.
    2. It includes information about the documents sent to DocuSign that can be used by Web Import Services to add the signed documents as new versions of the existing documents.

 

If you configured Web Import Services and DocuSign, you might see documents being imported to your repository regardless of whether anyone sent out documents from within Laserfiche.

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replied on November 16, 2016

Hi Brianna

I installed something just called "Docusign Integration" from the additional components in the Rio Package. Is this the "Web Import Service"? It sounds like it is, I had to specify an API key, and Docusign Login.

Is the Web Access add-on an installer you download somewhere? Or is it just the switch you enable int he Web Access Configuration Page?

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replied on November 16, 2016

It is included in the regular Web Access installation, and will appear when enabled.

The help files cover the configuration. You must configure both the Web Access server (to point to the DocuSign account) and the individual user accounts (with the credentials of a specific DocuSign user).

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replied on November 17, 2016

Ok, I have configured both of these in that case. Just was not expecting to see any documents coming in without a user making some sort of request.

Is it normal for documents that are not part of your process to show up and is this just something workflow needs to route where most documents are trashed as they come in unless you are expecting them?

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SELECTED ANSWER
replied on November 17, 2016 Show version history

The documents are coming from DocuSign, and is related to how DocuSign implemented their "connect" service. You can choose to restrict which user's documents are being sent to Laserfiche, but they don't offer other restrictions, such as by template. As such, all documents from the users that are part of the integration are sent to Laserfiche.

On our side of the integration, all documents which did not originate in the repository they are being uploaded to are sent to a configurable folder, as is mentioned in a note in the help files:

You can also configure a default Laserfiche folder to store received DocuSign documents. Next to<DefaultFolder>,specify the desired Laserfiche folder. You can specify a static folder, or use tokens to specify a dynamic path. For example, <DefaultFolder>\*Signing Completed\%(UserName)</DefaultFolder> configures the integration to retrieve user name that sent the signing request and creates a subfolder in the *Signing Completed folder.

Note: The default folder only affects documents that did not originate from within Web Access (e.g., using the Send option on the DocuSign website).

 

As such, all the documents that did not originate from within Web Access can be saved to a single location.

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replied on March 22, 2017

Thanks for the explanation. We will need to have workflow delete them as they come in to the default folder in this case.

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replied on March 23, 2017

Note that if you have users who only use DocuSign through Web Access, you could narrow the number of documents returned by limited the Connect settings to those users within the DocuSign UI.

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replied on March 23, 2017

We have not setup any users through web access yet and the documents are already coming in. It seems they come in through the account ID we use to link the 2 products together which is always going to be a single ID, there is no option to enter multiple IDs.

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replied on March 24, 2017

As I mentioned, this is a setting within the DocuSign UI; it has nothing to do with the account ID in the config file. It's part of the Connect configuration, as described in our help files. It means that if, for example, a user would only ever sends documents from outside Web Access, there's no need to include them in the list of users that are monitered.

However, if it's the same set of users that would be DocuSign directly vs. requesting signature through Web Access, this won't help. It just depends on the setup.

New DocuSign UI

Old DocuSign UI:

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