DocuSign Quick Start Guide Installing and Sending with DocuSign for NetSuite v2.2.3 This guide provides information on installing and sending documents for signature with DocuSign for NetSuite. It also includes information on creating and working with DocuSign custom buttons. You can see a summary of the changes for v2.2 at the end of this guide. Important: DocuSign for NetSuite can only be installed by NetSuite administrators. If you have a DocuSign account, the Account-Wide Rights and Send On Behalf Of Rights (API) features must be enabled for your account.
Release Notes Version: 2.2.3 Release Date: May 22, 2015 •
Fixed an issue with editing employee records. If you try and edit an employee record to add an address, you get the error: “You cannot submit this form due to an unexpected error.” (NET596)
Installing DocuSign for NetSuite 1. Load the Bundle into NetSuite •
Log on to your NetSuite account as an administrator. Move your cursor over Setup, then Customization, and then scroll down under the Suite Bundler section and select Search & Install Bundles. (Alternately, click Setup to show the Setup Manager options and under Customization click Search & Install Bundles.)
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On the Search & Install Bundles page, find the DocuSign for NetSuite bundle. You can search for the bundle by typing “DocuSign for NetSuite” in the Keywords field and clicking Search.
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Click on DocuSign for NetSuite to show the details.
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Click Install.
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After installation, go to a saved Opportunity (alternately, you can create and save an Opportunity) and click the Configure DocuSign button.
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You will be asked if you have a DocuSign Account.
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If you have a DocuSign account, click Yes – select the DocuSign Environment you want to use, enter your DocuSign credentials and click Log in.
If you do not have a DocuSign account, click No to create a free DocuSign account. Select the DocuSign Environment you want to use, enter your Company name, First Name, Last Name and the Email address you want to use for your account. Select that you agree to the DocuSign Terms and Conditions and click Create.
Note: You can change the DocuSign Environment setting from any record with a Sign with DocuSign button, such as an Opportunity, by clicking the DocuSign tab, clicking the DocuSign Account Settings tab, clicking Open DocuSign Account Settings, selecting the appropriate environment and saving the change. See the FAQs for more information. •
After this is done, NetSuite users can be assigned to use the DocuSign for NetSuite integration. These users can attach their membership to this account the first time they send a
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document. Additionally, NetSuite users can be assigned to the “DocuSign for NetSuite Configuration Admin” Role.
Sending Documents for Signature with DocuSign 1. Select a Record With DocuSign for NetSuite you can send documents for signature from NetSuite records. The default records are Opportunity, Quote (or Estimate) and Customer. Additional record types are supported, but must be enable by your DocuSign for NetSuite administrator. See the FAQs for information on adding Send or Sign with DocuSign buttons to other record types. To start the sending process, select the record from which you want to send. New records must be saved before you can send documents for signature.
2. Set Recipients and Documents •
Use the Relationships tab/section to set the recipients for the DocuSign envelope. The Contacts listed are added as recipients for the DocuSign envelope and can be asked to sign the documents in the envelope. The default setting for DocuSign for NetSuite is to add all Contacts in a record as recipients for an envelope. However, your NetSuite administrator can change the setting so that only the Primary Contact for the record is added as a recipient. Check with your NetSuite administrator if you have questions about the setting. Note: You can add more recipients to sign or receive a copy of the documents in the envelope on the DocuSign tagging page.
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Use the Communication tab/section to add Files for the DocuSign envelope. The Files are the documents that are included in the envelope for tagging. When sending from a Quote, a PDF of the quote is generated and attached to the envelope. The other documents attached depend on the settings for your account. If your administrator has selected the “Include Attached File(s)” option, then all files attached to the Quote are also included in the envelope. Check with your NetSuite administrator if you have questions about the setting. Note: You can add and remove documents in an envelope when adding tags to documents.
3. Send with DocuSign Click the Send with DocuSign button.
A new frame with the DocuSign tagging page opens and a DocuSign envelope is created.
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4. Tag and Send Your Documents
Select the recipient and then drag and drop DocuSign Tags from the palette on the left onto your document. Note: The tag palette, on the left, is only visible if a signing recipient is available in the envelope. You can modify the envelope by: •
Clicking To to add, remove or modify recipients. Note: You can also add someone to receive a copy by adding them and selecting Receive a Copy in the Action column.
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Clicking Message to change the e-mail subject and message.
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Clicking Documents to add or remove the documents from the envelope. Refer to the Quick Start – Sending a Document or DocuSign Service User Guide on the DocuSign website for a more details about completing your envelope.
Click Send to send the document for signing or click Preview to preview how your recipient will see the tags. The DocuSign frame closes when the envelope is sent and you are returned to the detail page.
5. Done! You have successfully sent the documents in the record for signing with DocuSign. Refer to the DocuSign Service User Guide on the DocuSign website for more information about sending envelopes. You can track the status of the envelope by opening the record and looking in the DocuSign tab/section. You can click View Doc to review the documents in the envelope. The Status of the envelope is shown. The possible Status values are: Voided, Created, Deleted, Sent, Delivered,
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Signed, Completed and Declined. When the envelope is completed, the signed documents are posted back to the record as a PDF that can be found in the Communications tab Files section. Changes to envelope Status are automatically posted to the record, but if you are the owner of the envelope, you can check for changes in document status by clicking the Update button in the DocuSign Envelope Status tab.
Signing Documents with DocuSign Note: The Sign with DocuSign button might not be available for all NetSuite record types. Check with your NetSuite administrator for information on which records have the Sign with DocuSign button.
1. Select the Document •
With DocuSign for NetSuite you can sign documents directly from a record. To start the sending process, select a record with documents you want to sign. A new record must be saved and files added before you can sign the documents.
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Click Sign with DocuSign.
A new frame with the DocuSign free-form signing page opens.
2. Sign the Document Click to show the tag menu
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To add a signature, initial or other information to the document, click the + button to show the tag menu. Click on the tag (Signature, Initial, My Name, Company, Title, Date Signed, Text, or Checkbox) you want to place and then click the appropriate location in the document to place the tag. When you place a Signature or Initial tag, you are asked to adopt your signature. See the information below for adopting your signature. NOTE: Your signature name must match the username on your DocuSign account. If you want to use a different signature name you can draw your signature, rather than use a preformatted style. Leave the Full Name field unchanged, select Draw, and draw the signature as desired.
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Choose if you want to select a preformatted signature style or if you will draw your signature. Note: Drawing a signature and initials can only be done if you browser is HTML5 capable.
If you choose to use a preformatted style, you can click Change Style to view and select a signature style.
If you choose to draw your signature, Click Draw to show the blocks for adding their signature or initials. In the Draw your signature or Draw your Initials block, draw your signature/initials using a mouse or, for a touch-screens, your finger or a stylus. If you make a mistake, click Clear to reset the block.
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Click Adopt and Sign to save the save your name, initial, and signature style and return to the document.
The My Name, Company and Title tags might contain pre-filled information, but you can modify the information by clicking in the tag and typing the correct information. The Date Signed tag uses the current date. In cases where you need to place text into the document, click and place a Text box to the document. After placing the Text box, type information directly into it. You might need to resize the Text box. The Checkbox places a checked box on the document. •
After you have placed all the tags in the document, click Finish to Complete Signing. The DocuSign frame closes when the envelope is sent and you are returned to NetSuite.
3. Done! You have successfully signed the document with DocuSign. You can view the status of the envelope by opening the record and looking in the DocuSign tab/section. You can click View Doc to review the documents in the envelope. When the envelope is completed, the signed documents are posted back to the record as a PDF that can be found in the Communications tab Files section.
Creating Custom DocuSign Buttons in NetSuite With DocuSign for NetSuite you can create custom DocuSign buttons to help manage your common tasks and then add the buttons to different NetSuite record types. This procedure describes how to create a custom DocuSign button and add it to a NetSuite record type. Only Administrators can make these changes.
1. Create a Script for NetSuite The first step is creating a script file for use in NetSuite. You can use any text editor to create and edit the code. When you are ready to save the script, you must save it with the file extension .js. Instead of writing a script from scratch, you can use one of the DocuSign script samples from the DocuSign Script Samples Appendix. You can also modify any of the DocuSign script sample as needed to achieve your goals. Note: You do not need to configure any NetSuite settings for the automation scripts (you do not need to include any additional files or set the NetSuite script type for the script file). In the example below, we created a file named “myFirstScript.js” that will populate a DocuSign envelope with contacts and files associated with a record and display it to the user. The script returns an object containing the view URL that is embedded in an iframe.
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2. Save the Script File in NetSuite Go to the NetSuite File Cabinet Folders by placing your cursor over Documents, then Files and then selecting File Cabinet. In the SuiteBundles folder, find the appropriate Bundle folder, then expand the DocuSign folder and select the DocuSign Automation folder. Click the Add File button.
Find the script you want to add and add it to the folder. In the example below, we added the ‘myFirstScript.js’ file to the folder.
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3. Configure and Place the DocuSign Custom Button Go to the DocuSign Account page in NetSuite (from a saved record, such as an Opportunity or Quote, click the DocuSign tab, select the DocuSign Account Settings tab, and then click the Open DocuSign Account Settings button). Select the Record Type you want to add the button to and click Add New Custom Button.
This opens the Create New DocuSign Custom Button dialog box. In Custom Button Name enter the text shown in the button. Select the Automation Script Folder where you saved the script file. Finally, select the script file from the Automation Script File list. Only files with extension .js are shows in the file list.
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Click Save, the new DocuSign custom button is added to the record type. When a system user goes to a record type where a custom button was added, they will see the button in the header and footer. Users can click the button to access the functionality. In the example below the custom button My First Script was added to the Opportunity record type. Clicking the button executes the script in the file.
Editing Custom DocuSign Buttons in NetSuite After DocuSign custom buttons are added, you can select to hide the button, edit the button script or remove the button from the record type. The process for doing each of these actions is given below. •
Go to the DocuSign Account page in NetSuite (from a saved record, such as an Opportunity or Quote, click the DocuSign tab, select the DocuSign Account Settings tab, and then click the Open DocuSign Account Settings button). Select the Record Type that has the custom button you want to edit.
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In the DocuSign Custom Buttons section:
To not show a custom button in a record: Clear the checkbox associated with the custom button. The custom button is no longer shown when users view that record type. To edit the custom button: Click Edit, the custom button dialog box for the button is opened.
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Make the appropriate changes to the Custom Button Name, Automation Script Folder or Automation Script File. Click Save after making any changes. Optionally, you can click Edit to open the script file and directly make changes to the script file. Click Save to save any changes.
To remove the custom button from the record type: Click Remove. You are asked to confirm the removal. Click OK and the custom button information is removed from the record type and is no longer shown when users view that record type. Note: The script file associated with the custom button is not removed from the folder. •
Click Save to save the record type changes.
The DocuSign for NetSuite Sweeper/Scheduler Normally updates to the status of envelopes sent through DocuSign for NetSuite are posted back to NetSuite when a change occurs. But there might be times when an update is missed or fails due to connection issues or other problems. As a back-up to the normal post-back function, DocuSign has implemented a Sweeper that periodically checks the DocuSign system and updates the envelope status as needed. The timing for Sweeper checks is controlled by a Scheduler in NetSuite and has a default setting of 8 hours. Note: In cases where the post-back function fails the envelope status remains the same until the Sweeper runs. Users can still click the Update button to manually update envelope status. When the Sweeper is triggered it finds all the DocuSign Envelope Status records that are not at an end-state status (Completed, Declined or Voided). It then checks on the status of those records with
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the DocuSign system and updates the envelope status in NetSuite. If the envelope status changed to Completed, in addition to changing the status, the completed envelope documents are posted back to the record.
Changing the Sweeper Schedule By default the Sweeper checks for updates every 8 hours, but this setting can be changed in NetSuite by a NetSuite Administrator. Follow the steps below to change the schedule. 1. Log on to your NetSuite account as an administrator. Move your cursor over Setup, then Customization, and then scroll down under the Scripting section and select Script Deployments. (Alternately, click Setup to show the Setup Manager options and under Customization click Script Deployments.) 2. In the Script Deployments list, find customdeploy_docusign_scheduler and click Edit.
3. In the Schedule tab, make the changes to the schedule as needed. DocuSign recommends that you schedule the Sweeper to run at least once per day, but not more than 4 times per day.
4. Click Save to save the schedule changes.
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FAQs Your procedure talks about “envelopes.” What is an envelope? • 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? • If you installed DocuSign for NetSuite without already having a DocuSign account and chose to create a new account through the DocuSign for NetSuite connector, you are provisioned with a Trial account that has 50 envelopes in it. This is a more generous trial than you usually get if going directly to the DocuSign website and is designed to provide you the opportunity to evaluate DocuSign for NetSuite without risk. 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.
When I Send with DocuSign, which documents are sent? • When sending from most records, all of the documents attached to the record, listed in the Communications tab Files section are added to the envelope. When sending from a Quote, a PDF of the quote is generated and attached to the envelope. The other documents attached depend on the settings for your account. If your administrator has selected the “Include Attached File(s)” option, then all files attached to the Quote are also included in the envelope. Note: You can add and remove documents in an envelope when adding tags to documents. I have three documents in a record, but I only want to send two of them. How do I remove the other document? • Click Send with DocuSign. In the new browser window, click Documents, and then click the click the remove icon ( ) for the document(s) you don’t want to send. What is the difference between "Send with DocuSign" and "Sign with DocuSign"? • Send with DocuSign is used when you want to send a document, or documents, to one or more people to gather signatures or information FROM those people. You, as the sender, can also be a signer on documents, but you do not have to be. Sign with DocuSign is used when you just want to sign something yourself that can be delivered to someone else. Using the Sign with DocuSign option only takes you to the signing page in DocuSign, while the Send with DocuSign lets you address the envelope and tag the document for sending. I’m not the administrator for my NetSuite account, can I still install DocuSign for NetSuite? •
No, the current DocuSign for NetSuite file can only be installed by administrators.
Do I have to give the other NetSuite 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
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Rights and Send On Behalf Of Rights (API) features for your account. This allows the other users in your account to send with DocuSign. Not all of my NetSuite users have DocuSign Accounts. Can they still use DocuSign for NetSuite? • Yes, as long as you still have seats available for your DocuSign account. When a NetSuite user clicks Send with DocuSign or Sign with DocuSign, we check to see if that user exists in DocuSign (in this case a user is defined as unique username/email combination). There are three possible results: 1. If the user does not exist as a member of any DocuSign account, DocuSign creates a new user with the user’s username and email combination and adds them as a member of the current DocuSign account. The user does not add a password and does not need to know the password for the account. 2. If the user exists in the DocuSign system and exists as a member of the current DocuSign account, DocuSign uses that user information to send or sign the envelope. 3. If the user exists in the DocuSign system, but is not a member of the current DocuSign account, the DocuSign provisioning dialog box is shown. The user must enter a unique username and email address combination that is DIFFERENT from the one they already have in the DocuSign system. Note: In this case, an activation email is sent to the email address entered by the user. Once the user activates the new username/email combination, they must return to NetSuite and repeat the send/sign action. When I try to sign documents I get the error message “User Lacks Sufficient Permissions”. How do I fix this? • This issue is caused by having a different username and signature name. To fix the conflict, first delete the saved signature in your DocuSign account preferences. Then adopt a new signature. You can either accept the username provided, or, if you want a different name in your signature, select to Draw your signature instead of using a preformatted style. For example, your user name could be DocuSign Customer Support, but you could draw any name as your signature, such as Joe Smith. I installed DocuSign for NetSuite, but I don’t have time to manage it. Can I assign another user to manage DocuSign for NetSuite? •
Yes, DocuSign for NetSuite has a Role called “DocuSign for NetSuite Configuration Admin” which can be assigned to NetSuite users, allowing them to manage some of the DocuSign for NetSuite settings. The DocuSign for NetSuite Configuration Admin role access includes:
The ability to see the Open DocuSign Account Settings button and go to the DocuSign Account Settings page.
The ability to change DocuSign Account Settings. This includes ability to select the "Attached the Certificate of Completion (CoC) in the signed document" checkbox, to select the "Show thank you page after sending/signing a document" checkbox, and the ability to select the "Select PDF File Name" option.
The ability to change DocuSign Account Record Settings.
The ability to add scripts to the DocuSign folder in the File Cabinet.
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The DocuSign for NetSuite Configuration Admin role DOES NOT have the following access:
The ability to see and click the Configure DocuSign button if DocuSign is not configured with NetSuite.
The ability to see and click the Switch DocuSign Account button.
That ability to see and click the Remove all DocuSign Account Info button.
I am a NetSuite administrator, what are the administrative tools and settings are available to me? • As a NetSuite administrator, you have access to DocuSign Account Settings, with additional options and actions for the NetSuite integration, and the DocuSign Admin Console, which has settings for your DocuSign account. You can access the Open DocuSign Account Settings and Open DocuSign Admin Console buttons from a saved record, such as an Opportunity or Quote, by clicking the DocuSign tab.
Open DocuSign Admin Console button – This button opens the DocuSign web console in a new browser window. From the administrator console, you can work with custom tags (including anchor tags), branding, and other DocuSign options. Refer to the Account Administration Reference Guide and DocuSign Service User Guide on the DocuSign website for more information about working with the web console. Open DocuSign Account Settings button – This button takes you to the DocuSign Account page in NetSuite. The DocuSign Account page shows your current NetSuite – DocuSign configuration and has additional options, which are: The following options and actions are available on the DocuSign Account Page: Note: If you have been assigned to the DocuSign for NetSuite Configuration Admin role, the Switch DocuSign Account and Remove all DocuSign Account info buttons are not available.
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Attached the Certificate of Completion (CoC) in the signed document option – When selected, this attaches a Certificate of Completion (CoC) to completed envelopes. The CoC is a document associated with every DocuSign envelope that provides proof of the signing process to all parties in the transaction. The certificate establishes who, what, when, and how documents were signed.
Show thank you page after sending/signing a document option – When selected, after a user sends an envelope a dialog box is displayed that informs the user that the envelope was successfully sent and asks them to review DocuSign. User can disable this message by selecting the “Don’t show this message in the future” option on the dialog box.
Completed PDF File Name option – This option sets the naming convention for PDFs that are returned to NetSuite from DocuSign. There are two options: Document Name – If selected the naming convention is (File Name) – (Timestamp) – DOCUSIGNED.pdf Envelope Subject – If selected the naming convention for returned PDFs is (Envelope Subject) – (Timestamp) – DOCUSIGNED.pdf
Switch DocuSign Account button – This is used to select the DocuSign environment the NetSuite integration is pointing at or to log in as a different administrator. The steps for changing the DocuSign environment are shown in the FAQ on how to change environments.
Remove all DocuSign Envelope Status button – This button removes the DocuSign envelope status records from the NetSuite integration for all envelopes currently in the integration. These records can no longer be retrieved in the NetSuite integration. This can be used to erase some information you used as a trial or proof of concept when testing or setting up DocuSign for NetSuite before going live or when want to remove DocuSign completely from NetSuite.
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Remove all DocuSign Account Info button – This button removes the DocuSign account information for the integration. This requires you to re-enter DocuSign credentials to use the integration.
Remove all DocuSign Custom Buttons button – This is used to remove all custom buttons from all record types.
Record Settings section – This section is used to change the settings for different NetSuite records, such as an Opportunity, Estimate (Quote) and Customer, and to add setting options for other NetSuite record types. The default DocuSign for NetSuite installation is set up to work with Opportunity, Estimate/Quote, and Customer record types. Other record and object types can be set up to use the Send with DocuSign and Sign with DocuSign buttons, and they should work in a manner similar to the default records. However, the other record and object types must be tested by your organization to ensure full usability. Information about the Record Settings is shown in the FAQ on making changes to records settings.
How do I make changes to the default record settings or add DocuSign buttons to other record types? • From a saved record, such as an Opportunity or Estimate/Quote, click the DocuSign tab and then click Open DocuSign Account Settings. •
In the Record Settings section (the lower part of the page), select the Record Type you want to modify. The default DocuSign for NetSuite installation is set up to work with Opportunity, Estimate/Quote, and Customer record types. Other record and object types can be set up to use the Send with DocuSign and Sign with DocuSign buttons, and they should work in a manner similar to the default records. However, the other record and object types must be tested by your organization to ensure full usability. The different Record Settings and their options are: Opportunity, Customer, Estimate or other Record Type Settings – This section allows you to set the DocuSign for NetSuite options for selected record type. The options are applied to all of these record types for the account (For example, if you select the Customer Record Type and select the Send With DocuSign option, the Send With DocuSign button is available for all Customer records). After making any changes to the options, click Save to save the changes. The options in this section are:
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Name field – Type the name of the record type. Record Internal ID field – Type the NetSuite Internal ID for the record type. You can find the NetSuite Internal ID by clicking the list link adjacent to Record Types heading. Send With DocuSign checkbox – Select this option to show and enable the Send with DocuSign button for all records of this type. Sign With DocuSign checkbox – Select this option to show and enable the Sign with DocuSign button for all records of this type. DocuSign Custom Buttons section – This section is used to add and edit DocuSign Custom Buttons for the record type. See Creating Custom DocuSign Buttons in NetSuite or Editing Custom DocuSign Buttons in NetSuite for more information. Only Add Primary Contact to the DocuSign Envelope checkbox – Select this option to make the record’s Primary Contact the only recipient automatically added to an envelope when the Send with DocuSign button is clicked. Users can still manually add recipients from the DocuSign tagging page. This option has no effect on the Sign with DocuSign button. Include Attached File(s) checkbox – This option only appears for the Estimate record type. Select this option to include all the files attached to the Estimate/Quote, in addition to the PDF of the quote, in the envelope.
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Default Email Subject field – Type the default email subject used in the DocuSign envelope for all envelopes sent from this record type. The subject can be a maximum of 100 characters. If you do not enter a Default Email Subject, DocuSign will automatically generate an email subject when the envelope is created. Default Email Message field – Type the default email message used in the DocuSign envelope for all envelopes sent from this record type. The message can be a maximum of 2000 characters. The email message is seen by all envelope recipients and is in addition to the standard information in the DocuSign email notification.
+ (Add New Record Type) button – The + button allows administrators to add a new Record Type to the Record Settings list. Clicking the + button opens a blank Settings section, which allows you to create and set the options for the new Record Type. Refer to the Opportunity, Customer, Estimate or other Record Type Settings information above for descriptions of the options. Note that other record and object types set up this way should work in a manner similar to those in the default installation. However, the other record and object types must be tested by your organization to ensure full usability and "sensibility." For example, while it is technically possible to add a Sign with DocuSign button to a Unit of Measure object, it might not make any business sense to do so.
– (Remove Record Type) button – The – button removes the selected Record Type from the Record Settings list. IMPORTANT: Clicking the – button immediately removes the Record Type (the operation cannot be cancelled), but the Record Type can always be added again to the list.
How do I change the environment (Production, Preview, or Demo.) that my DocuSign for NetSuite integration is pointing at? Note: You must be a NetSuite administrator to change the environment. •
From a saved record, such as an Opportunity or Estimate/Quote, click the DocuSign tab and click Open DocuSign Account Settings.
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On the DocuSign Account page, click Switch DocuSign Account.
The Login to DocuSign dialog box appears. Select the DocuSign Environment from the list, enter your DocuSign credentials and click Login.
DocuSign for NetSuite v2.0 had the ability to include a “Dummy” signer, what happened to that? • In DocuSign for NetSuite v2.0 (only) there was an option called "Add Dummy Signer". That option was designed for customers who wanted to always add a particular user at the beginning or end of the workflow of an envelope for certain record types. This worked well, but is no longer needed now that the functionality to support this option, and many others, has been extended using scripts and custom buttons. If you were using the Dummy Signer feature before, you can use a script and custom button to accomplish the task as shown below: Follow the Creating Custom DocuSign Buttons in NetSuite procedure. In Step 1, use the dummyRecipients.js sample script as the basis for your script file. The dummyRecipients.js script sets the contacts associated with the NetSuite record to routing order 2 and provides a placeholder to add dummy signers before (using the id :1, order: 1 recipient) and after (using the id: 10, order: 3 recipient) the contacts. Modify the script to set the name and email information for the dummy signer. If you do not need a dummy signer in the first or last
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position, remove that dummy signer information from the script. Complete creating the custom button normally. Note: If this custom button should replace the standard Send with DocuSign button, don’t forget to clear the checkbox for this record type.
For More Information or Assistance For more information or assistance, visit DocuSign Support, the DocuSign Community, docusign.com, or contact DocuSign Support
DocuSign Script Samples Appendix This appendix provides a list of DocuSign functions available for NetSuite Automation Scripts and some sample scripts that use the functions. Some of the more complex functions include examples of use.
DocuSign Functions docusignGetRecipients(docusignContext, orderNumber, idBegin) This function retrieves all the contacts that are associated with the current NetSuite record. Parameters: Name
Reqd?
Type
Description
docusignContext
Yes
Object
An opaque object that contains information about the current context. This object is passed into the automation script as “docusignContext”. Do not assume the structure of its contents.
orderNumber
No
Integer
A positive number to use as the routing number. Each recipient will be assigned the same routing number.
idBegin
No
Integer
A positive number that starts the sequence of id numbers assigned to each recipient. Example; if 3 recipients are associated with the NetSuite records and the number “3” is passed in as the idBegin parameter, then the first recipient is assigned id number 3, the second recipient is assigned id number 4, and the third recipient is assigned id number 5.
docusignGetFiles(docusignContext) This function retrieves all the documents that are associated with the current NetSuite record. Parameters:
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Name
Reqd?
Type
Description
docusignContext
Yes
Object
An opaque object that contains information about the current context. This object is passed into the automation script as “docusignContext”. Do not assume the structure of its contents.
docusignGetFiles(docusignContext, searches) This function retrieves all the documents that are associated with the current NetSuite record. If searches are passed in, only the files where the file name matches the searches are included in the DocuSign envelope. An example of using a search is provided after the parameters. Parameters: Name
Reqd?
Type
Description
docusignContext
Yes
Object
An opaque object that contains information about the current context. This object is passed into the automation script as “docusignContext”. Do not assume the structure of its contents.
searches
No
Array
An array of Search objects. The structure of the Search object is: • keyword {string} The keyword for the search. • type {string} The type of search. This can be: broad = The file name(s) matched contains all the keywords, the keywords can be in any order and the file name can include other words. phrase = The file name(s) matched contains all the keywords, the keywords must be in the order shown in the search and there can be other words before or after the phrase. exact = The file name(s) matched only contains the keywords in the order shown in the search and there are no other words in the file name.
Examples: The following examples show different uses of the search ability. For the examples we have a NetSuite record with five attached document files; Contact Part 1.pdf, Contact Part 2.pdf, Partnership Agreement.doc, NDA.docx and Sales_Internal_info.xlsx. Each example shows the search criteria needed to add one or more files to an envelope. Note: The code examples in this section are also included as .js files in the DocuSign for NetSuite Script Samples. Example #1: Exact Match – In this example we only want include the Partnership Agreement.doc in the DocuSign envelope. For the search we use an ‘exact’ type search with the file name as the keyword. function customSendMain() { var searches = [ { keyword: 'Partnership Agreement.doc'
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, type: 'exact' } ]; var recipients = docusignGetRecipients(docusignContext); var files = docusignGetFiles(docusignContext, searches); return docusignPopulateEnvelope(docusignContext, recipients, files); }
Example #2: Phrase Match – In this example we want to include Contact Part 1.pdf and Contact Part 2.pdf in the DocuSign envelope. For the search we use a ‘phrase’ type search with ‘Contract Part’ as the keyword. function customSendMain () { var searches = [ { keyword: 'Contact Part' , type: 'phrase' } ]; var recipients = docusignGetRecipients(docusignContext); var files = docusignGetFiles(docusignContext, searches); return docusignPopulateEnvelope(docusignContext, recipients, files); }
Example #3: Broad Match – in this example we want to include NDA.docx and Sales_Internal_info.xlsx in the DocuSign envelope. For the search we use a ‘broad’ type search with ‘.docx’ and ‘.xlsx’ in the keyword. function customSendMain () { var searches = [ { keyword: '.docx .xlsx' , type: 'broad' } ]; var recipients = docusignGetRecipients(docusignContext); var files = docusignGetFiles(docusignContext, searches); return docusignPopulateEnvelope(docusignContext, recipients, files); }
Example #4: Using Multiple Match Types – In this example we want to include Contact Part 1.pdf, Contact Part 2.pdf, Partnership Agreement.doc and NDA.docx in the DocuSign envelope. In this case we need to use multiple matches to meet the goal. By using a combination of exact, phrase and broad type searches the search can add all of the needed documents to the envelope. function customSendMain () { var searches = [ { keyword: 'Partnership Agreement.doc' , type: 'exact' }, { keyword: 'Contact Part' , type: 'phrase' }, { keyword: '.docx' , type: 'broad' } ]; var recipients = docusignGetRecipients(docusignContext); var files = docusignGetFiles(docusignContext, searches); return docusignPopulateEnvelope(docusignContext, recipients, files); }
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Example #5: No documents (empty envelope) – In this example we want to ignore all the documents attached to the record and create an empty DocuSign envelope. In this case we use an exact search with a keyword of ‘NO_DOCUMENT’ so that we do not get a match on any document file name. Note: If there was a file named ‘NO_DOCUMENT’ attached to the record, that file would be added to the envelope. function customSendMain () { var searches = [ { keyword: 'NO_DOCUMENT' , type: 'exact' } ]; var recipients = docusignGetRecipients(docusignContext); var files = docusignGetFiles(docusignContext, searches); return docusignPopulateEnvelope(docusignContext, recipients, files); }
docusignGetEmail(docusignContext) This function retrieves the email object associated with the current NetSuite record type. The email object includes the default email subject and message. Parameters: Name
Reqd?
Type
Description
docusignContext
Yes
Object
An opaque object that contains information about the current context. This object is passed into the automation script as “docusignContext”. Do not assume the structure of its contents.
docusignPopulateEnvelope(docusignContext , recipients, files, email) This function populates a DocuSign envelope with the given arguments and presents it to the user. It returns an object containing the view URL that is embedded in an iframe. Parameters: Name
Reqd?
Type
Description
docusignContext
Yes
Object
An opaque object that contains information about the current context. This object is passed into the automation script as “docusignContext”. Do not assume the structure of its contents.
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Name
Reqd?
Type
Description
recipients
No
Array
An array of Recipient objects. The return value of docusignGetRecipients() can be passed into this parameter. The structure of a Recipient object is: • id {integer} The unique ID number for the recipient. It is used by the tab element to show which recipient should sign the document. • order {integer} The routing priority number for the recipient. Routing proceeds from the lowest to highest numbers. • name {string} The full name of the recipient. • email {string} The email address of the recipient. • role {string} The DocuSign role of the recipient. It can be used to map the recipient to a role in a DocuSign template. • fileNum {integer} This indicates that the recipient should be added to the file with that number.
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Name
Reqd?
Type
Description
files
No
Array
An array of File objects. The return value of docusignGetFiles() can be passed into this parameter. There are 3 types of file objects: document, template and attachment. The structure of the File object for each type is: Document {default, use when type is not passed} name {string} The name of the file, including the file extension. content {string} The file content encoded in base64. The file size should be less than 5 megabytes (the NetSuite file size limit). Template {type: template} id {string} The DocuSign Template ID. signer’s {array} an optional array of Signer object. It can be used to add signer(s) to the template. The structure of a signer object is: o id {integer] The unique ID number of the recipient. It is used by the tab element to show which recipient should sign the document. o order {integer} The routing priority number for the recipient. Routing proceeds from the lowest to highest numbers. o name {string} The full name of the recipient. o email {string} The email address of the recipient. o role {string} The template role for the recipient. Attachment {type: attachment} Searches {array} an optional array of Search objects. See the docusignGetFiles(docusignContext, searches) parameters for an explanation of the searches. o keyword {string} The keyword for the search. o type {string} The type of search: broad, phase, exact.
email
No
Object
An object that contains the default email subject and message. The structure of the Email object is: • subject {string} The default email subject for the current record type. • blurb {string} The default email message for the current record type.
docusignSignEnvelope(docusignContext , files, email) This function creates a DocuSign envelope with the given arguments and presents it to the user for signing. It will return an object containing the view URL that is embedded in an iframe.
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Parameters: Name
Reqd?
Type
Description
docusignContext
Yes
Object
An opaque object that contains information about the current context. This object is passed into the automation script as “docusignContext”. Do not assume the structure of its contents.
files
No
Array
An array of File objects. The return value of docusignGetFiles() can be passed into this parameter. There are 3 types of file objects: document, template and attachment. The structure of the File object for each type is: Document {default, use when type is not passed} name {string} The name of the file, including the file extension. content {string} The file content encoded in base64. The file size should be less than 5 megabytes (the NetSuite file size limit). Template {type: template} id {string} The DocuSign Template ID. role {string} The template role for the signer. Attachment {type: attachment} Searches {array} an optional array of Search objects. See the docusignGetFiles(docusignContext, searches) parameters for an explanation of the searches. o keyword {string} The keyword for the search. o type {string} The type of search: broad, phase, exact.
email
No
Object
An object that contains the default email subject and message. The structure of the Email object is: • subject {string} The default email subject for the current record type. • blurb {string} The default email message for the current record type.
Sample Scripts The following sample scripts show common DocuSign functions that can be turned into custom buttons. Note: The samples in this section have hard returns (\n) added so the text is easier to read. If you copy and paste the examples, you might need to remove the returns in order for the sample to function correctly.
minimalSend.js
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function minimalSendMain() { var recipients = docusignGetRecipients(docusignContext); var files = docusignGetFiles(docusignContext); return docusignPopulateEnvelope(docusignContext, recipients, files); }
minimalSign.js function minimalSignMain() { var files = docusignGetFiles(docusignContext); return docusignSignEnvelope(docusignContext, files); }
tax.js function taxMain() { var res = nlapiRequestURL('http://www.irs.gov/pub/irs-pdf/fw4.pdf'); var recipients = docusignGetRecipients(docusignContext); var files = [{ name: 'w4.pdf', content: res.getBody() }]; return docusignPopulateEnvelope(docusignContext, recipients, files); }
atom.js var minimalPdf = 'JVBERi0xLjENCiXCpcKxw6sNCg0KMSAwIG9iag0KICA8PCAvVHlwZSAvQ2F0YWxvZw0KICAgICAvUGFnZXMgMiAw IFINCiAgPj4NCmVuZG9iag0KDQoyIDAgb2JqDQogIDw8IC9UeXBlIC9QYWdlcw0KICAgICAvS2lkcyBbMyAwIFJdD QogICAgIC9Db3VudCAxDQogICAgIC9NZWRpYUJveCBbMCAwIDMwMCAxNDRdDQogID4+DQplbmRvYmoNCg0KMyAwIG 9iag0KICA8PCAgL1R5cGUgL1BhZ2UNCiAgICAgIC9QYXJlbnQgMiAwIFINCiAgICAgIC9SZXNvdXJjZXMNCiAgICA gICA8PCAvRm9udA0KICAgICAgICAgICA8PCAvRjENCiAgICAgICAgICAgICAgIDw8IC9UeXBlIC9Gb250DQogICAg ICAgICAgICAgICAgICAvU3VidHlwZSAvVHlwZTENCiAgICAgICAgICAgICAgICAgIC9CYXNlRm9udCAvVGltZXMtU m9tYW4NCiAgICAgICAgICAgICAgID4+DQogICAgICAgICAgID4+DQogICAgICAgPj4NCiAgICAgIC9Db250ZW50cy A0IDAgUg0KICA+Pg0KZW5kb2JqDQoNCjQgMCBvYmoNCiAgPDwgL0xlbmd0aCA1NSA+Pg0Kc3RyZWFtDQogIEJUDQo gICAgL0YxIDE4IFRmDQogICAgMCAwIFRkDQogICAgKEhlbGxvIFdvcmxkKSBUag0KICBFVA0KZW5kc3RyZWFtDQpl bmRvYmoNCg0KeHJlZg0KMCA1DQowMDAwMDAwMDAwIDY1NTM1IGYgDQowMDAwMDAwMDE4IDAwMDAwIG4gDQowMDAwM DAwMDc3IDAwMDAwIG4gDQowMDAwMDAwMTc4IDAwMDAwIG4gDQowMDAwMDAwNDU3IDAwMDAwIG4gDQp0cmFpbGVyDQ ogIDw8ICAvUm9vdCAxIDAgUg0KICAgICAgL1NpemUgNQ0KICA+Pg0Kc3RhcnR4cmVmDQo1NjUNCiUlRU9G'; function atomMain() { var recipients = [ { id: 1 , order: 1 , name: 'A Person' , email: '
[email protected]' }, { id: 2 , order: 2 , name: 'Another Person' , email: '
[email protected]' }]; var files = [ { name: 'myDocument.pdf' , content: minimalPdf }]; return docusignPopulateEnvelope(docusignContext, recipients, files); }
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dummyRecipients.js function dummyRecipientsMain() { var dummyRecipients = [ { id: 1 , order: 1 , name: 'An Approver' , email: '
[email protected]' }, { id: 10 , order: 3 , name: 'International Person' , email: '
[email protected]' }]; var nsRecipients = docusignGetRecipients(docusignContext, 2, 2); var recipients = dummyRecipients.concat(nsRecipients); var files = docusignGetFiles(docusignContext); return docusignPopulateEnvelope(docusignContext, recipients, files); }
Advanced Scripts for Sending and Signing This section has some advanced sample scripts for sending and signing functions that can be turned into custom buttons. Note: The samples in this section have hard returns (\n) added so the text is easier to read. If you copy and paste the examples, you might need to remove the returns in order for the sample to function correctly. Sending with Template Examples sendWithTemplate.js This sample script will create an envelope for sending using DocuSign template. function customSendMain() { var recipients = docusignGetRecipients(docusignContext); var files = [ { type: 'template' , id: 'ENTER_YOUR_TEMPLATE_ID_HERE' , signers: [ { id:1 , order: 1 , name: 'ENTER_SIGNER_NAME_HERE' , email: 'ENTER_SIGNER_EMAIL_HERE' , role: 'ENTER_ROLE_ID_HERE'} ] } ]; return docusignPopulateEnvelope(docusignContext, recipients, files); }
sendWithTemplateAndDocument.js This sample script will create an envelope with the following documents: DocuSign Template with 2 Signers, The minimalPdf.pdf, an attached document 'Partnership Agreement.doc' (if exists), and DocuSign Template.
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var minimalPdf = 'JVBERi0xLjENCiXCpcKxw6sNCg0KMSAwIG9iag0KICA8PCAvVHlwZSAvQ2F0YWxvZw0KICAgICAvUGFnZXMgMiAw IFINCiAgPj4NCmVuZG9iag0KDQoyIDAgb2JqDQogIDw8IC9UeXBlIC9QYWdlcw0KICAgICAvS2lkcyBbMyAwIFJdD QogICAgIC9Db3VudCAxDQogICAgIC9NZWRpYUJveCBbMCAwIDMwMCAxNDRdDQogID4+DQplbmRvYmoNCg0KMyAwIG 9iag0KICA8PCAgL1R5cGUgL1BhZ2UNCiAgICAgIC9QYXJlbnQgMiAwIFINCiAgICAgIC9SZXNvdXJjZXMNCiAgICA gICA8PCAvRm9udA0KICAgICAgICAgICA8PCAvRjENCiAgICAgICAgICAgICAgIDw8IC9UeXBlIC9Gb250DQogICAg ICAgICAgICAgICAgICAvU3VidHlwZSAvVHlwZTENCiAgICAgICAgICAgICAgICAgIC9CYXNlRm9udCAvVGltZXMtU m9tYW4NCiAgICAgICAgICAgICAgID4+DQogICAgICAgICAgID4+DQogICAgICAgPj4NCiAgICAgIC9Db250ZW50cy A0IDAgUg0KICA+Pg0KZW5kb2JqDQoNCjQgMCBvYmoNCiAgPDwgL0xlbmd0aCA1NSA+Pg0Kc3RyZWFtDQogIEJUDQo gICAgL0YxIDE4IFRmDQogICAgMCAwIFRkDQogICAgKEhlbGxvIFdvcmxkKSBUag0KICBFVA0KZW5kc3RyZWFtDQpl bmRvYmoNCg0KeHJlZg0KMCA1DQowMDAwMDAwMDAwIDY1NTM1IGYgDQowMDAwMDAwMDE4IDAwMDAwIG4gDQowMDAwM DAwMDc3IDAwMDAwIG4gDQowMDAwMDAwMTc4IDAwMDAwIG4gDQowMDAwMDAwNDU3IDAwMDAwIG4gDQp0cmFpbGVyDQ ogIDw8ICAvUm9vdCAxIDAgUg0KICAgICAgL1NpemUgNQ0KICA+Pg0Kc3RhcnR4cmVmDQo1NjUNCiUlRU9G'; function customSendMain() { var recipients = docusignGetRecipients(docusignContext); var files = [ { type: 'template' , id: 'ENTER_YOUR_TEMPLATE_1_ID_HERE' , signers: [ { id: 1 , order: 1 , name: 'ENTER_SIGNER_1_NAME_HERE' , email: 'ENTER_SIGNER_1_EMAIL_HERE' , role: 'ENTER_SIGNER_1_ROLE_ID_HERE'}, { id: 2 , order: 1 , name: 'ENTER_SIGNER_2_NAME_HERE' , email: 'ENTER_SIGNER_2_EMAIL_HERE' , role: 'ENTER_SIGNER_2_ROLE_ID_HERE'} ] }, { name: ' minimalPdf.pdf' , content: minimalPdf }, { type: 'attachment' , searches: [{ keyword: 'Partnership Agreement.doc', type: 'exact'}] }, { type: 'template' , id: 'ENTER_YOUR_TEMPLATE_2_ID_HERE' } ]; return docusignPopulateEnvelope(docusignContext, recipients, files); }
Signing with Template Examples signWithTemplate.js This sample script will create an envelope for signing using a DocuSign template. function customSignMain() { var files = [ { type: 'template' , id: 'ENTER_YOUR_TEMPLATE_ID_HERE' , role: 'ENTER_ROLE_ID_HERE'} ]; return docusignSignEnvelope(docusignContext, files); }
signWithTemplateAndDocument.js This sample script will create a signing envelope using DocuSign Template. The envelope will also include the an attached document 'Partnership Agreement.doc' (if exists). function customSignMain() {
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var files = [ { type: 'template' , id: 'ENTER_YOUR_TEMPLATE_ID_HERE' , role: 'ENTER_ROLE_ID_HERE'}, { type: 'attachment' , searches: [ { type: 'exact', keyword: 'Partnership Agreement.doc'} ]} ]; return docusignSignEnvelope(docusignContext, files); }
DocuSign for NetSuite Open Source Project Usage The DocuSign for NetSuite bundle uses the following open source projects: JQuery (http://jquery.com/) 1. Name: jQuery Functionality: jQuery is a fast, small, and feature-rich JavaScript library. It makes things like HTML document traversal and manipulation, event handling, animation, and Ajax much simpler with an easy-to-use API that works across a multitude of browsers. 2. https://jquery.org/license/ 3. Only used on client side (browser). Used to do HTML document traversal and manipulation, event handling and animation. How the code is linked: The source file (jquery-1.8.2.min.js) is included in the Bundle. The file is loaded to the browser using the NetSuite UI script (docusign_ui.js). Then, it is used by the NetSuite Client script (docusign_client.js) in the user’s browser. 4. No modification. Bundle Scripts using this open source project: •
docusign_landingpage_client.html
•
docusign_client.js
•
jquery-1.8.2.min.js
jQuery UI (http://jqueryui.com/) 1. Name: jQuery BlockUI Plugin Functionality: jQuery UI is a curated set of user interface interactions, effects, widgets, and themes built on top of the jQuery JavaScript Library. Whether you're building highly interactive web applications or you just need to add a date picker to a form control, jQuery UI is the perfect choice. 2. jQuery Foundation and other contributors; Licensed MIT https://jquery.org/ http://www.opensource.org/licenses/mit-license.php
3. Only use it on client side(browser). Use it to do animation( loading bar etc.. )
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How the code is linked: The source file is loaded to the browser using jQuery. Then, it is used by the user’s browser. 4. No modification. Bundle Script using this open source project: •
accountpage_recordsettings.ejs
jQuery BlockUI Plugin (http://www.malsup.com/jquery/block/) 1.
Name: jQuery BlockUI Plugin Functionality: The jQuery BlockUI Plugin lets you simulate synchronous behavior when using AJAX, without locking the browser. When activated, it will prevent user activity with the page (or part of the page) until it is deactivated. BlockUI adds elements to the DOM to give it both the appearance and behavior of blocking user interaction.
2.
Dual licensed under the MIT and GPL license: http://www.opensource.org/licenses/mit-license.php http://www.gnu.org/licenses/gpl.htm
3.
Only use it on client side (browser). Use it to do animation (loading bar etc..) How the code is linked: The source file (jquery.blockUI.js) is included in the Bundle. The file is loaded to the browser using the NetSuite UI script (docusign_ui.js). Then, it is used by the NetSuite Client Script (docusign_client.js) in the user’s browser.
4.
No modification.
Bundle Scripts using this open source project: •
docusign_client.js
•
jquery.blockUI.js
EJS (http://embeddedjs.com/) 1.
Name: EJS Functionality: EJS cleans the HTML out of your JavaScript with client side templates. EJS is essentially a port of Masatoshi Seki's erb.rb in the Ruby Core. It operates in the same way that PHP, ERB, or any of the other embedded language interpreters work, except where all existing preprocessing engines execute on the server-side, EJS is intended to run within the web browser. This allows client-side code to process JavaScript-based web templates for insertion into the current page without consulting the server.
2.
Licensed under the MIT license: https://code.google.com/p/embeddedjavascript/ http://www.opensource.org/licenses/mit-license.php
3.
Only use it on client side (browser). Use it to render all the pop-up windows (Login to DocuSign, Create New DocuSign Account etc.). How the code is linked: The source file is loaded to the browser using jQuery. Then, it is used by the NetSuite Client Script (docusign_client.js) in the user’s browser.
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33
No modification.
Bundle Scripts using this open source project: •
docusign_landingpage_client.html
•
docusign_client.js
DocuSign for NetSuite v2.2 Changes This section has a list of the changes for DocuSign for NetSuite version 2.2. •
Moved the ‘Attach CoC’ and ‘Show thank you page’ options to the DocuSign Account Settings page.
•
Added the ability for signed PDF's to automatically return to the associated NetSuite record using Envelope callbacks.
•
Added the ability to control the naming format for returned signed PDF files.
•
Added a new “DocuSign for NetSuite Configuration Admin” role, which can be assigned to NetSuite users and allows them to manage some of the DocuSign for NetSuite settings.
•
Added the ability to search record files and add them to an envelope from custom buttons using scripting.
•
Added the ability to send with DocuSign templates from custom buttons using scripting.
Updated: January 28, 2014 •
Added note to Signing Documents with DocuSign about requirement for username and signature name to match.
•
Added FAQ When I try to sign documents I get the error message “User Lacks Sufficient Permissions”. How do I fix this?
•
Updated links in For More Information or Assistance.
Updated: May 27, 2015 •
Added the Release Notes section.
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