Docusign Administrators connect Vault CRM to a Docusign account, test the connection, and review and export a log of outbound and inbound Docusign transactions. Once connected, they can monitor the integration through a dedicated admin page. See Configuring Docusign Integration for complete information.

To configure this feature:

1. Ensure the following are configured:
   • Events Management
   • Generating Speaker Contracts
   • Creating Speaker Agreements
2. Navigate to Admin > Users & Groups > Permission Sets.
3. Select the appropriate Permission Set.
4. Select Objects.
5. Grant the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   contract__v	CRED	em_speaker_contract__v series_contract__v	docusign_brand_id__v docusign_template_id__v docusign_envelope_id__v	Read
   			contract_status__v set_signing_order__v void_reason__v send_on_behalf_of_user__v	Edit
   contract_partner__v	CRED	em_speaker_contract__v series_contract__v	cp_signature_status__v signature_request_datetime__v recipient_decline_reason__v docusign_recipient_id__v	Read
   			signer_role__v recipient_crm_user__v recipient_name__v recipient_email__v recipient_type__v recipient_title__v recipient_institution__v recipient_user__v contract_partner_status__v recipient_routing_order__v	Edit
   user__sys	R	user	docusign_user_id__v	Read
   docusign_connection__v	R	events_management__v	All Fields	Read

6. Grant View object action permission for the Manage Recipients (manage_recipients__v) action for the em_speaker__v and em_event_speaker__v objects.

To configure this feature:

1. Navigate to Admin > Users & Groups > Permission Sets.
2. Select the appropriate Permission Set.
3. Select Objects.
4. Grant the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   contract__v	CRED	em_speaker_contract__v series_contract__v	docusign_envelope_id__v	Read
   			contract_status__v set_signing_order__v void_reason__v send_on_behalf_of_user__v docusign_brand_id__v docusign_template_id__v	Edit
   contract_partner__v	CRED	em_speaker_contract__v series_contract__v	cp_signature_status__v signature_request_datetime__v recipient_decline_reason__v	Read
   			signer_role__v recipient_crm_user__v recipient_name__v recipient_email__v recipient_type__v recipient_title__v recipient_institution__v recipient_user__v contract_partner_status__v recipient_routing_order__v docusign_recipient_id__v	Edit
   user__sys	CRE	user	docusign_user_id__v	Edit
   em_docusign_integration_history__v	R	speaker__v	All fields	Read
   docusign_connection__v	CRED	events_management__v	All fields	Edit

Contract Template Administrators add Docusign tabs to a contract template so that Docusign places interactive fields for signers and, where supported, writes the data signers enter back to Vault CRM. See Adding Docusign Tabs to a Contract Template.

Contract coordinators can perform the following:

• Add recipients to a generated contract
• Define the order in which recipients sign
• Send the contract to Docusign for signature
• Monitor signature progress
• Resend or void outstanding requests
• Duplicate a voided contract into a new draft

Viewing a Contract and Its Recipients

To view a contract and its recipients:

1. Navigate to the Speaker or Event Speaker record.
2. Select Manage Contracts.
3. Review the Contract Status column for the contract record.
4. Select Manage Recipients from the All Actions menu for the contract.
   

Adding Recipients to a Contract

Contract coordinators add the people to a draft contract who must sign or receive a copy of the contract. The Speaker or Event Speaker is added automatically as a recipient and cannot be deleted. A contract supports a maximum of 5 signers, including the Speaker, in addition to 5 carbon copy recipients.

To add a recipient:

1. Select Create.
   
2. Select the recipient Type:
   • Signer
   • Carbon Copy
   • All Carbon copy recipients’ status changes to activated immediately after sending for signature
   • If a carbon copy is last in the recipient order, the recipient only receives the contract completed email
   • If Set signing order is enabled, carbon copy recipients receive an email at the same time as the signer preceding them in the signing order
3. Select the Signer Role. Required for a signer and read-only for a carbon copy recipient.
4. Select CRM User:
   • Yes - Select the User. Name, Title, Institution, and Email populate from the user record.
   • No - Enter the Name, Title, Institution, and Email
5. Select Save, or select Save + Create to continue adding recipients.

The signer role can be assigned to only one recipient on a contract. An error message displays if a user selects a signer role already in use, or attempts to save recipient changes beyond the 5 signer or 5 carbon copy recipient limit.

Defining the Recipient Signing Order

After adding recipients, contract coordinators can define the order in which they receive the contract for signature. If no signing order is defined, all recipients receive the signature request at the same time.

To define a signing order:

1. Navigate to the Speaker or Event Speaker record.
2. Select Manage Recipients.
3. Turn on the Set Signing Order toggle.
   
4. Drag and drop recipient cards into the preferred order. The sorting number updates automatically as cards move.
5. Select Send for Signatures to save the signing order and send the contract in the same action.

Editing a Recipient

Contract coordinators can edit a recipient to correct their information before or during the signature process. The fields available depend on the recipient's status.

To edit a recipient:

1. Select Edit from the All Actions menu for the recipient.
   
2. Update the available fields. Available fields differ by Contract Partner status:

   Contract Partner Status	Available Fields
   Saved	All fields
   Sent Pending Signature Viewed	Name (for non-system users only) Email
   Signed Declined Activated Voided Processing	None read-only
   Delivery Failure Error	All fields

3. Select Save. If the Speaker or Event Speaker recipient is missing a required field, Name, Email, Type, or Signer Role, the Edit Recipient pop-up for that recipient displays automatically each time Manage Recipients opens, and the Send for Signatures button remains disabled until all required fields are complete.

Removing a Recipient

Contract coordinators can remove recipients who were added inadvertently or who are no longer required. The speaker or event speaker recipient cannot be removed.

To remove a recipient:

1. Select Delete for the recipient. This action is available only for non-speaker recipients with a Saved status.
2. Confirm the deletion.

If a signing order is defined, the order for the remaining recipients renumbers automatically to remain sequential starting at 1.

Sending the Contract for Signature

After recipients are added and, if needed, a signing order is set, send the contract for signature.

To send the contract for signature:

1. Select Send for Signatures.
   
2. Select Continue. Refresh the browser to see the updated status.

After sending a contract, contract coordinators can monitor its progress using the Contract Status column on the Manage Contracts screen, and the Signature Status column in Manage Recipients. Docusign updates these statuses as recipients view and sign the document.

Docusign Envelope Event	Contract Status
Sent	Sent Pending Signature
Delivered	Viewed by all Recipients
Signed Completed	Activated
Declined	Declined by a Recipient
Voided	Voided
Error	Error or Delivery Failure

The Unlock action is unavailable when the docusign_envelope_id__v field is populated

When all recipients complete signing, Vault CRM retrieves the final signed document from Docusign and saves it as an attachment on the speaker or event speaker record, without the Certificate of Completion.

Resending a Signature Request

Contract coordinators can resend a signature request to a recipient who has not yet signed. This action is not available for carbon copy recipients.

To resend a signature request:

1. Select Resend for the recipient.
   
2. Confirm the resend. Refresh the browser to see the updated Last Sent date and time.

Voiding a Signature Request

Contract coordinators can void a sent contract if a mistake was made or a signer requests changes. This action is available only when the contract status is Sent Pending Signature, or Viewed by all Recipients.

To void a signature request:

1. Select Void.
   
2. Select a Void Reason.
3. Select Void to confirm the action.
   

Voiding cancels all pending signature requests and sets the contract and all contract partner statuses to Processing until Docusign confirms the void. Recipients who already signed keep their Signed status so the record of who signed before the void remains intact. If the void fails, the contract and contract partner statuses revert to their previous values. Once voided, the only action available on the contract is Manage Recipients.

Creating a New Contract for a Previously Voided or Declined Contract

Contract coordinators can generate a new contract for a speaker or event speaker after a prior contract for the same template was voided or declined. When a contract is voided or declined, its template becomes available again in the New Contract template list for that speaker or event speaker, alongside any templates that have not yet been used.

To create a new contract from the template list:

1. Navigate to the speaker or event speaker record.
2. Select New Contract.
3. Review the list of available contract templates. A template with a voided or declined contract on this record displays alongside templates that have no existing contract.
4. Select the template to use.
5. Enter the required contract line data.
6. Generate the contract.

The new contract is created in draft status, independent of the voided or declined contract.

Voiding and Duplicating a Contract

Contract coordinators can void and duplicate a sent contract in a single action to quickly generate a revised version, without voiding the contract first as a separate step. This action is available under the same conditions as Void. See Voiding a Signature Request for more information.

To void and duplicate a contract:

1. Select Void + Duplicate.
2. Select a Void Reason.
3. Select Void + Duplicate to confirm the action.

Vault CRM creates a new Contract, Contract Line, and Contract Partner record using the values from the voided records. Only the speaker's Contract Partner record carries over; other recipients are not created on the duplicate. The new contract is created in Draft status with the speaker's Contract Partner record in Saved status. If the void step fails, the duplicate is not created and the original statuses revert to their previous values.