Overview
Leverage Tropic’s integration with DocuSign to efficiently manage document signing workflows. With the Send Document(s) for Signature task, you can streamline sending, tracking, and receiving signed documents, ensuring clear steps for both your team and suppliers.
When a document requires signatures, Tropic assigns relevant tasks, like Sign Documents, to guide users through each stage of the process. For example, this task can be used to send NDAs or other agreements to suppliers while maintaining a clear record of progress.
Before You Start
To use DocuSign tasks in Tropic, you must first Set Up The DocuSign Integration.
Send Documents For Signature
An assigned user can follow these steps to complete the Send document(s) for signature task:
- Access the assigned task from:
- Action Center
- The Purchasing Portal
- The link in your email or Slack notification
- In Documents, check one or more documents to send. You can only select documents that’ve been previously uploaded to the request.
- Click Add Recipient and enter the following details for each recipient:
- First name and Last name
- Email address
- Recipient role (needs to sign, view, or receive the document)
- Note: Only Tropic users marked as signers are assigned the Sign Documents task.
- Your organization’s default signatories are included automatically. To remove a recipient, click the Trash icon.
- Check Set signing order to specify the order in which documents are signed.
- Assign an integer to each recipient to define the sequence (e.g., your organization’s signatories first, followed by suppliers).
- Tasks are unlocked sequentially to maintain signing order.
Example:
If three signers are listed as follows:
- Molly Moe
- John Doe
- Jane Smith
The process proceeds sequentially:
- Molly receives and signs first.
- John receives and signs next, followed by Jane.
This ensures an orderly process, avoiding overlapping tasks.
- Add an optional Email Subject and Message for recipients.
- Click Send Documents to open the files in DocuSign.
- Drag Signature fields to the required areas and add any additional fields as needed.
- Click Send.
Important: Once sent, recipients and signatories cannot be edited. To make changes, you must void and resend the documents.
Track Document Signatures and Views
The View Signature Statuses task allows you to monitor the signing progress:
- Access the task from Action Center, The Purchasing Portal, or notifications.
- View the status of required signatures and document views.
Once all required signatures and views are complete, Tropic automatically closes the task.
Void and Resend Documents
- If changes are needed and not all signatures are complete, you can void the document envelope.
- Recipients can also void envelopes by declining to sign.
How to Void
- Navigate to the relevant request in Tropic.
- Open Workflow Tasks and expand Complete & Skipped Tasks.
- Locate the DocuSign: Send Document(s) for Signature task and click Re-open Task.
- Provide a reason for voiding (included in the notification to recipients).
Once reopened, you can edit the task and resend documents as needed.
Resend After Signature
If all signatures are complete and further updates are required:
- Add a new Send Document(s) for Signature task in the workflow.
- Assign the task, configure triggers, and provide updated instructions.
- Complete the task to send a new envelope with the updated documents or signatories.
Upload Signed Documents from a Supplier
If a supplier requires sending documents instead, you can upload the signed documents directly into Tropic.
- Ask the supplier to add you as a recipient of the signed envelope.
- In the request's Activity Feed, note that signed documents will come from the supplier.
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Upload the Documents:
- When the Send Document(s) for Signature task opens, click Upload Contract and then Continue.
- This replaces the task with an Upload Signed Contract task assigned to you.
- Once you receive the signed contract, upload it to complete the task and proceed with the workflow.