Initial Setup:

For new practices wishing to use the Xplan -> DocuSign integration, for initial activation send through an email to the Compass/CWT Support team, to request the DocuSign integration to be activated against your practice group.

After this has been setup, you will need to log out then back into Compass/CWT for this to take affect.

Side note: The authorisation link between DocuSign and Xplan will occur when you send your first document (further below).

 

Sending to DocuSign:

A. Upload the document to be signed as an attachment to a file note

B. Select 'Send to DocuSign' from the Actions Menu against the file note

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Side note: If this is your first time sending a document across for your login, your xplan screen will display 'Please connect to your DocuSign account' and a pop up window will appear to allow you to log into your DocuSign Account, then to Allow Access to XI Integration to allow the documents to pass through:

 

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C. You can then review the documents by pressing the drop down arrow beside the file note name to select which attachment(s) are sent to DocuSign. There is also a checkbox to include the Partner entity details when passing through to DocuSign, as it will default to just sending the Clients details. Once selected, press 'Send to DocuSign'

Site note: If any additional Entities are included on the 'Related' tab against the file note, they will need to be manually added in DocuSign as these details do not pass through from Xplan

If the document is for the Partner Only, you will need to select the checkbox to include the Partner, then in DocuSign, remove the Client as a signatory

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D. Your screen will then display a 'DocuSign Sending Documents' notification, that will update after approx. 1 - 2 minutes:

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E. Once complete, you will then see 'Successfully sent' notification, you can press the link to be taken to the DocuSign portal to then action the sending process, or you can press 'Back to Xplan' to go back to your current xplan session:

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F. When you're in the DocuSign portal, you can then add or remove signatories depending on who needs to sign the document. Noting per previous point, only the Client (and if selected Partner) will pass through to DocuSign

 

G. To assist in being able to see the status of how the DocuSign is progressing, navigate back to the file note section against your client, then press the cog wheel on the far right.

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H. You will then see a pop up for the File Note columns, tick the box beside 'Categories' then also click and drag it up the list to your preference:

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I. Your file notes document list will then update to show the Category label listed against your file note that was sent to DocuSign

You could also navigate into the individual file note, navigate to the 'Related' tab and then see the 'Category' listed down the bottom

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J. After the document has been signed in DocuSign, a copy of the signed document and summary file will be uploaded back to the same file note. The Category will also update to 'Signed in Docusign'

 

Managing Documents:

The status of the document sent to DocuSign can be seen by reviewing the Category list in the file note section, or on the 'Related' tab after opening the file note.

To review document sent from a practice level, not just per client, you can navigate to the Document Library, then expand the 'Docusign' folder and review the notes stored in the 'Sent to Docusign' folder for files sent but not completed, or 'Signed in Docusign' for documents that have been sent and finalised.

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Published by Joshua Heath