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DocuSign CLM Build Workflows

This document provides an overview of the DocuSign CLM: Build Workflows virtual classroom training course. It includes instructions on activating a DocuSign demo account and administrator membership to access the training. Participants will receive two activation emails - one for the demo account and one for the administrator membership. The training will cover using the app switcher to access CLM, an overview of the CLM curriculum, and best practices for participating in the virtual classroom.

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839 views313 pages

DocuSign CLM Build Workflows

Uploaded by

Lucas Monteiro

We take content rights seriously. If you suspect this is your content, claim it here.

Available Formats

Download as PDF, TXT or read online on Scribd

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DocuSign CLM: Build Workflows

©©DocuSign
DocuSignInc.
Inc.2021.
2021.All
Allrights
rightsreserved.
reserved. 1
Acknowledgements
Lead Technical Course Developer

Kristine Mendenilla

Technical Contributors & Reviewers

Patrick D’Antonio
MaryKay Bailey
Matthew Farler
Kelly Gatling
Christie Marshall © DocuSign Inc. 2021
Rebecca Mckee 221 Main St., Suite 1550
San Francisco, CA 94105
Ciprian Pop
Siobhan Seeger This training content is provided “as is” and all express or implied conditions,
Jason Wiswell representations and warranties, including any implied warranty of
merchantability, fitness for a particular purpose or non-infringement, are
Janet Wilson
disclaimed, except to the extent that such disclaimers are held to be legally
invalid. DocuSign, Inc. shall not be liable for incidental or consequential
damages in connection with the furnishing, performance, or use of this training
content. The information contained herein is subject to change without notice.

No part of the contents of this document may be reproduced or transmitted in

any form or by any means without the written permission of DocuSign
University.

© DocuSign Inc. 2021. All rights reserved. 2

Interacting in a Zoom Virtual Classroom

Reactions
Button
Raise Hand
Yes (green check)
No (red X)

Chat To exit Fullscreen mode, either:

Button • Use the esc key on your keyboard.
Me (the host) • Click the double arrow in the top
Everyone right corner of your screen.

© DocuSign Inc. 2021. All rights reserved. 4

Activate Accounts to Log In to
DocuSign and Access CLM

© DocuSign Inc. 2021. All rights reserved. 6

Training Reminder Email
From: DocuSign University <no reply@dsu.docusign.com>
Sent: Monday, May 3, 2021 3:00AM Reminder emails for this course are sent from
To: Joe Smith Joe.Smith@test.com
Subject: Reminder: DocuSign CLM: Build Workflows (Virtual Classroom)
DocuSign University.
DocuSign CLM: Build Workflows (Virtual Classroom) is coming up soon! You can find the course by logging in to DocuSign
University and looking under “my courses.”

Please take a moment to add the session to your calendar:

DocuSign CLM: Build Workflows (Virtual Classroom)

5/5/2021 7:00am – 5/5/2021 3:00 pm

In order to join the session, click the drop-down arrow on the right side of the page, and select “Join the Workshop”.

Reminders include action items for you to activate

your DocuSign Demo account and
Administrator membership.

© DocuSign Inc. 2021. All rights reserved. 7

Learning Best Practices

Turn off Don’t Ask Expect to

email multitask questions participate

© DocuSign Inc. 2021. All rights reserved. 8

Activation Emails via DocuSign
You will receive two activation emails from DocuSign.

Email to activate DocuSign

Demo account

DocuSign via DocuSign Account Activation – Account Activation ACTIVATE Please click the ‘Activate’ button to finish your account activation

DSU Trainer via DocuSign Participant Organization Admin membership activation – Participant Organization Administrator Activation

Email to activate your DocuSign

administrator membership

© DocuSign Inc. 2021. All rights reserved. 9

Account Activation: DocuSign Demo Account
to Participant

Click on the
Activate button in
the email.

Upon activation, you are

1 Set your taken to the DocuSign
password and Demo home page.
security
question.
participant@test.com

2 3

© DocuSign Inc. 2021. All rights reserved. 10

Administrator Membership Activation
Click Activate Upon activation, you are
from the email. directed to the DocuSign
Demo Admin page.

Participant

1
Click Activate again
from within DocuSign 3
eSignature. Participant

2
To activate your Participant administrator membership, click Activate. Once activated, your membership grants administration
access to the Participant organization, providing centralized management or all linked accounts and users. Thank you for
choosing DocuSign.

© DocuSign Inc. 2021. All rights reserved. 11

Access App Switcher through eSignature

1
From the DocuSign Demo home page,
click on the Apps Switcher in the header.

3 The DocuSign CLM application loads.

Select CLM from the list.

© DocuSign Inc. 2021. All rights reserved. 12

Access CLM through Your DocuSign Account

Go to https://account-d.docusign.com/ to log
in to CLM using your DocuSign account.

© DocuSign Inc. 2021. All rights reserved. 13

Access the App Switcher to See Your Applications

Displays the apps your

company has purchased
AND that YOU have access
to.

As a CLM Administrator, you

automatically have access to
eSignature; but not all
App Switcher
eSignature Administrators
have access to CLM.

© DocuSign Inc. 2021. All rights reserved. 14

Course Overview

© DocuSign Inc. 2021. All rights reserved. 15

DocuSign CLM Curriculum
2 Days 3 Days 1 Day 4 Days
DocuSign CLM: DocuSign CLM: Build DocuSign CLM: Integrate DocuSign CLM: Implement
Administration Workflows Workflows with Salesforce Advanced Workflows with
Salesforce
Learn the functionality Build workflows to Configure CLM Document Develop robust workflows
needed to manage a automate CLM processes Generation and Workflows using advanced CLM
CLM account for Salesforce development concepts

Exam Exam

© DocuSign Inc. 2021. All rights reserved. 16

DocuSign CLM Curriculum
2 Days 3 Days 1 Day 4 Days
DocuSign CLM: DocuSign CLM: Build DocuSign CLM: Integrate DocuSign CLM:
Administration Workflows Workflows with Salesforce Implement Advanced
Workflows with Salesforce
Learn the functionality Build automation in CLM Configure CLM Document Develop robust workflows
and steps needed to processes through Generation and Workflows using advanced CLM
administer a CLM workflows. for Salesforce. development concepts.
account and the tools
to automate manual
tasks. − You may be technically oriented but new
to CLM workflow development concepts.
− You may have a technical role such as an
administrator, business analyst or
You Are developer/engineer, or have more of a
Here! functional role such as a business user or
IT/process manager.
− You may be a DocuSign CLM
© DocuSign Inc. 2021. All rights reserved. implementation partner. 17
Course Goal and Learning Objectives
During this course, you will learn how to build a Contract Lifecycle Management (CLM)
solution by analyzing a customer use case, identifying process improvements, and
introducing process automation through document generation and workflow development.

By the end of this course, you will be able to:

− Apply business process modelling techniques.

− Implement DocuSign CLM administration and workflow development concepts.
− Apply best practices to building a workflow.
− Use the Workflow Designer.
− Build and test a workflow.

© DocuSign Inc. 2021. All rights reserved. 18

Presentation Approach
LESSON OVERVIEW
Key concepts, processes, and steps

DEMONSTRATIONS
Show you what to do

ACTIVITIES
You practice independently or alongside an instructor

REVIEW, KNOWLEDGE CHECK, DISCUSSION

What have you learned

© DocuSign Inc. 2021. All rights reserved. 19

Access Course Materials Used in Class
Access the link to the course materials from the course email notification. Download the PDF format of the
slides and the workbook.

DocuSign CLM Build Workflows Activity

Workbook
File Download

DocuSign CLM Build Workflows Activity Workbook.pdf

© DocuSign Inc. 2021. All rights reserved. 20

How to Use Course Materials

Open the workbook and click on bookmark icon to open and close navigation pane.

Click on expand/collapse icon to see Table of Contents and then navigate to activities and exercises

© DocuSign Inc. 2021. All rights reserved. 21

Agenda
Build Configurations to Support Automation Generate Contract and Route for Internal Review Route Contract for Internal/External Review
Through Workflows and Signature
• Intro and Course Overview • Review • Review

• Business Process Guiding Principles and Practices • Use the Workflow Designer • Creating Workflow Reports

• Apply Flow Control Using Engine and Human

• Analyze the Use Case • Start a Workflow
Steps
• Review Installed Files • Using DocuSign CLM and XML • Build Logical Paths and Exception Handling

• Create Attribute Groups • Variables Commonly Used in Workflows • Send a Document for DocuSign eSignature

• Create the Destination Folder for Saved Contracts • Add Steps to the Workflow • Map “Send for Signature” Exception Paths

• Create Term Document • Apply Attributes to the Contract • Update a Signed Date Attribute

• Create Document Generation Form • Using Workflow Task Assignments • Export a Workflow

• Update Document Template • Configure Account Settings for Workflow & Tasks

• Create the Document Generation Configuration • Adding Human Steps to a Workflow

• Create Configuration eForm

© DocuSign Inc. 2021. All rights reserved. 22

What Is CLM and What Does It Mean
to You

© DocuSign Inc. 2021. All rights reserved. 23

The Contract Lifecycle Management Concept
Contract Lifecycle Management (CLM) automates manual processes so
that you can get work done faster.

Create Deliver Implement Archive

© DocuSign Inc. 2021. All rights reserved. 24

What is DocuSign CLM?
DocuSign uses its own techniques and tools to automate.

apply Smart Rules,

Identify manual,
Workflows, and other that automate them to reduce work effort.
repetitive processes and
functionality

Work Effort
© DocuSign Inc. 2021. All rights reserved. 25
DocuSign CLM is the DocuSign Agreement Cloud

Every organization has a system of

agreement for preparing, signing, acting on,
and managing agreements. The problem is
that most are manual and disconnected.
The DocuSign Agreement Cloud helps to
modernize, connect, and automate the entire
agreement process. Most organizations start
with DocuSign eSignature and then extend
the benefits by connecting other parts of the
agreement process. The result is the ability
to do business faster, simpler, greener, and
more cost-effectively.
We call this being more agree-able.

© DocuSign Inc. 2021. All rights reserved. 26

How DocuSign CLM is Used In Industries
Forms SW Architecture
Insurance Claims Capacity Plans
Financial
Invoices Technology Vendor SLAs
Services
Purchase Orders System Blueprints
Requests Test Plans
Agreements
Permits/registrations
Corporate Policies
Taxes
ISO Documentation
Legal Government Social Services Eligibility
M and A Documents
Case Management
Attestations
Memorandums
Physician Engagement Applications
Patient Engagement Resumes
Human
Healthcare Clinical Trials Corporate Policies
Resources
Billing and Collections Employee Handbook
HR Records
Admissions/Enrollment
Higher Student Services Knowledge Market: White Papers / Fact Sheets
Education Alumni Engagement
Research/Grant Management
© DocuSign Inc. 2021. All rights reserved. 27
Business Process Guiding
Principles and Practices

© DocuSign Inc. 2021. All rights reserved. 28

What is a Business Process?

Business process is a sequence of connected tasks where the output of a

given task can serve as input for the next task until the end goal is reached.

Start with a Series of End with business

Business Goal Tasks goal achieved

1 2 3

© DocuSign Inc. 2021. All rights reserved. 29

What is a Business Process?

Business process is a sequence of connected tasks where the output of a

given task can serve as input for the next task until the end goal is reached.

Start with a Series of End with business

Business Goal Tasks goal achieved

Receive Generate/
Internal
Contract Edit
Approval
Request Document

Customer/ Contract Legal Sales

Vendor Team Manager

© DocuSign Inc. 2021. All rights reserved. 30

Business Process Modeling Notation (BPMN)
BPMN is the industry standard notation developed by the BPMN Initiative for
graphical representation of business processes in a business process model.

© DocuSign Inc. 2021. All rights reserved. 31

BPMN vs DocuSign CLM Notation
DocuSign CLM has a custom modelling notation derived from BPMN.

BPMN DocuSign CLM

Flow Events, activities and gateways DocuSign CLM has Start and Finish steps that
Objects represent Events.
Activities Activity or task performed by an actor DocuSign CLM has a number of different Activity
types that focus on system, human, scheduler,
integration, etc.

Gateway A logical decision based on DocuSign CLM’s workflow includes Sequence Flow
conditions or events that control the indicators that connect different steps to each other.
path flow Further, DocuSign CLM can label various sequence
flow arrows to be more specific.

Swim/Pool Business processes span cross DocuSign CLM has Pools and Lanes which function in
Lanes functional boundaries to achieve a similar capacity.
business goal
© DocuSign Inc. 2021. All rights reserved. 32
DocuSign CLM Workflow Derived from BPMN
A workflow model provides a visual
representation of the flow of work and the
automation of tasks in a business area.

© DocuSign Inc. 2021. All rights reserved. 33

Discussion

1. If you were assigned the task to process a contract request, what steps would be
included?

2. What elements and decisions should be included? Should there be multiple end
points?

© DocuSign Inc. 2021. All rights reserved. 34

Discussion
Start
Send for External Review

Receive contract Choose the Choose the Send for

request next step next step Signature
Send for
Signature
No

Generate External Review

Document
Signed?
Yes

Approval No Edit Document Yes

Approved? Edit Document
(Internal)

Finish

© DocuSign Inc. 2021. All rights reserved. 35

Process Modeling Challenges
Examine Existing Process Identify Future State Improve Performance

Examine how a process can be Identify the desired future state Improve business performance
improved without any specific and processes. outcomes and operational agility.
technology. Eliminate any
outdated procedures, logic, and
steps.

© DocuSign Inc. 2021. All rights reserved. 36

What We Are Building in This Course
Business Process Guiding Principles and Practices

Build Configurations to Support Develop a Workflow

Automation

Folders Create a Contract Management Workflow

Configure Document Generation to Kick-off the

Attribute Groups
Workflow

Terms Move Generated Contract to a Customer Folder

Document Templates Apply Attributes to the Contract

Document Generation Load eForm, CSV Data into the Workflow

eForms Route Contract for Review, Approval, and Signature

Build Exception Handling

© DocuSign Inc. 2021. All rights reserved. 37

Knowledge Check

What is a Business Process Model? A Business Process Model is a visual

representation of your processes.

What is BPMN? Business Process Modeling Notation

© DocuSign Inc. 2021. All rights reserved. 38

Analyze the Use Case

© DocuSign Inc. 2021. All rights reserved. 39

Overview of our Use Case
High Tech Company wants to standardize its process of creating contracts and automating approvals.

1 2 3 4 6
Generate Contract and Apply Attributes Route Contract to a High Contract is
store in customer folder Tech Department Approver Signed
Contract
Editor 5
Exception
Send for handling when
External steps fail
Review

Send for
Signature

Update the Contract

© DocuSign Inc. 2021. All rights reserved. 40
Use Case Steps Relate to Workflow Building and Workbook Activities
Create Attribute Groups Create Contract and Move to
Customer Folder

Create the Contracts Folder Apply Attributes to the

Contract

Department Approver
Create Term Document
Reviews and Rejects
Contract

Create the Document

Generation Form Contract Approved by
Department Approver

Update the Document

Template Approver Edits the Contract
or Sends for External Review
Create the Document
Generation Configuration

Send Contract for Legal

Create Configuration eForm Review after External Review

© DocuSign Inc. 2021. All rights reserved. 41

ACTIVITY
Activity Introduction: Analyze the Use Case

In your workbook, read the use case for general understanding.

10
Minutes

© DocuSign Inc. 2020. All rights reserved. 42

Review Installed Files

© DocuSign Inc. 2021. All rights reserved. 43

Review what was Installed

Root Top Level

Admin folder stores configuration files such

merge templates and workflow-specific files.

Training folder contains files specific to

training such as sample contract.

© DocuSign Inc. 2020. All rights reserved. 44

Review Installed Files

Deployment is the process of configuring and installing project components

from one environment to another.

Project components created are put into a package and deployed to a

in one environment different environment.

© DocuSign Inc. 2021. All rights reserved. 45

Demo: Review Installed Files
Activity Preparation

© DocuSign Inc. 2021. All rights reserved. 46

Review Installed Files ACTIVITY

Activity Preparation
1

1. Select the Documents tab.

2. Navigate through the Admin folder and review the
15 subfolders and files.
Minutes
3. Go to the Training folders to view relevant course
2 materials.

© DocuSign Inc. 2020. All rights reserved. 47

Create an Attribute Group

© DocuSign Inc. 2021. All rights reserved. 48

Lesson Overview
During this lesson, you will:
• Analyze the use of Attribute Groups.
• Create an attribute group.
• Try different attribute field types.

© DocuSign Inc. 2021. All rights reserved. 49

CLM Default Attributes for Folders and Files

All folders and documents that exist in CLM automatically get

this metadata by default.

− Filename or folder name − Updated by user − Words on the page

− Type information − Views
− Size − Unique ID − Versions
− Created date − Source − Workflows
− Created by user information − Folder location − Changes
− Updated date

© DocuSign Inc. 2021. All rights reserved. 50

What Attributes (Metadata) are and How They are Used

Attributes are the metadata (data about data) that are attached to folders and files.

Customer Name
Address
Contact
Contract Amount
Start Date
End Date
Sales Contract Contract ID

© DocuSign Inc. 2021. All rights reserved. 51

Use Attributes to Search for Information and Create Reports

Attributes are a powerful way to control information,

organize documents, and speed up work.

Conduct Precise Searches Create Reports for Enhance Data Quality and Drive Automation
Insights to Business Accuracy
Processes

Conduct searches (and save) Values on attribute fields Configure attribute fields to Use attributes as an input or
for files based on attribute such as date ranges and enhance quality and output source in a workflow.
values such as date ranges amounts provide insight on accuracy of data by
or type. user productivity, process restricting exactly how
efficiency, usage volume, information is entered and
and task lists. whether it is required or
optional.

© DocuSign Inc. 2021. All rights reserved. 52

Before Creating Attributes, Plan How You Will Use Them

What attributes are What will be important What information will Will attribute values be
relevant to the type of to find when you want to report? used in workflows?
document? conducting a search?

A sales contract may have A search for documents You may need to report on Think about the attributes
an effective date attribute to based on customer name sales contracts within a you would like to
easily identify when it was may be important to view all specific range of contract automatically apply to a
activated. relevant documents for a amount, within a defined document through a
customer. time period. workflow.

© DocuSign Inc. 2021. All rights reserved. 53

Steps to Create and Use Attributes

Create Attribute Apply Attributes to a View Attributes

Group and Define its Attributes Document

Create a group – container – Attach the attribute group to View attributes to verify
where similar individual a document so that and to complete.
attributes are together. attributes can be added to it.

© DocuSign Inc. 2021. All rights reserved. 54

Create Attribute Groups and Attributes
1

Create Attribute Apply Attributes to a View Attributes

Group and Define its Attributes Document

3 Menu
2

© DocuSign Inc. 2021. All rights reserved. 55

Create Attribute Groups and Attributes

Create Attribute Apply Attributes to a View Attributes

Group and Define its Attributes Document

Valid values for a Dynamic Drop Down

field type are:
• Presented in a drop down
• Dynamically generated from a specific
object

Attribute Value Source Syntax Example

String Value Text or CSV file stored in file|/parentfolder/folder/filename file|/Admin/Workflow/Contract
DocuSign CLM Management/Configs/Department.txt

© DocuSign Inc. 2021. All rights reserved. 56

Demo: Create the Attribute Groups

© DocuSign Inc. 2021. All rights reserved. 57

ACTIVITY
Create the Attribute Groups
Activity 1
Create the Contracts attribute group. This will be used in Document Generation and workflow
processing.

15
Minutes

Contracts
Attribute
Group

© DocuSign Inc. 2020. All rights reserved. 58

Activity Review
You should now be able to:
• Analyze when and which attributes to use.
• Create an attribute group.
• Try different attribute field types.

© DocuSign Inc. 2020. All rights reserved. 59

Working with Folders

© DocuSign Inc. 2021. All rights reserved. 60

Lesson Overview
During this lesson, you will:
• Navigate through a folder structure in CLM.
• Create a new folder.

© DocuSign Inc. 2021. All rights reserved. 61

Finding What You Need on the Folder and Document Grid

Menu View

Settings

Selection Context Menu shows

different options depending
on if folder or document
© DocuSign Inc. 2020. All rights reserved. 62
Follow Best Practices When Creating Folders
Simple Structure Controllable Security Ability to Scale Easy Archiving
Consider how many Align folders to Consider what will Consider if current and
levels you really need. departments and teams happen if you add more archival files will be
for a silo approach that departments or housed together or
makes setting up security processes. separately.
easier.

Legal

Sales

Small Business

Med Business

© DocuSign Inc. 2021. All rights reserved. 63

Demo: Create Destination Folder for Saved
Contracts

© DocuSign Inc. 2021. All rights reserved. 64

ACTIVITY
Create the Destination Folder for Saved Contracts
Activity 2
Create the Sales/Contracts/ folder structure in DocuSign CLM. Generated contracts from CLM are
stored in this folder.

5
Minutes

© DocuSign Inc. 2020. All rights reserved. 65

Activity Review
You should now be able to:
• Navigate through a folder structure in CLM.

• Create a new folder.

© DocuSign Inc. 2020. All rights reserved. 66

Configure Document Generation

© DocuSign Inc. 2021. All rights reserved. 67

Lesson Overview
During this lesson, you will:
• Discover the DocuSign CLM Document Generation process.
• Identify the Document Generation process steps.

© DocuSign Inc. 2021. All rights reserved. 68

What is Document Generation?
Document Generation is a feature that merges bits of information from various sources
into one final unique document.

Date signed and the receiver’s Level of service, the date signed, Customer name and address,
name and signature merged into and the approver’s signature contact information, and contract
standard document. merged into standard document. effective date merged into a
standard document

Non-Disclosure Agreements Master Service Agreement Sales Contracts

© DocuSign Inc. 2020. All rights reserved. 69

Document Generation Process

1 2 3 4 5 6
Create Document Create Term Create Document Alter Document Document Generation Launch
Template Document Generation Form Template Configuration Configuration

Create a Word document Create a form with fields (tags) Create a “configuration”
to serve as a template that pull in information such as that uploads the
that contains stable customer name, address, and document or merges the
standard content and contact. document template with
has reserved places the form.
where information will be
pulled in from other
sources.
Create term documents Add tags to the Word Run configuration and
with common language document that automatically identify where configured
that is merged into the pull in designated terms and unique documents will be
Word document. fields. stored.
Represented with the
extension .sxterm.

© DocuSign Inc. 2021. All rights reserved. 70

Document Generation Process Steps

1 2 3 4 5 6
Create Document Create Term Create Document Alter Document Document Generation Launch
Template Document Generation Form Template Configuration Configuration

© DocuSign Inc. 2021. All rights reserved. 71

Lesson Review
You should now be able to:
• Understand the DocuSign CLM Document Generation process.

• Identify the Document Generation process steps.

© DocuSign Inc. 2020. All rights reserved. 72

Create Term Document

© DocuSign Inc. 2021. All rights reserved. 73

Lesson Overview
During this lesson, you will:
• Apply best practices on creating and managing the Admin folder.
• Create a clause library in DocuSign CLM.
• Add term documents.

© DocuSign Inc. 2021. All rights reserved. 74

Create a Word Document to Serve as a Template
1

1 2 3 4 5 6
Create Document Create Term Create Document Alter Document Document Generation Launch
Template Document Generation Form Template Configuration Configuration

Best practice is to store

Word document
template in a folder
with other templates
2 used in Doc Gen.

© DocuSign Inc. 2021. All rights reserved. 75

Create Terms and Store in a Folder
1

1 2 3 4 5 6
Create Document Create Term Create Document Alter Document Document Generation Launch
Template Document Generation Form Template Configuration Configuration

2 4
5

Best practice is to store a term

document in a folder that
contains other term documents.
In this example, the term
documents are stored in the
Clauses folder.
© DocuSign Inc. 2021. All rights reserved. 76
Demo: Create Term Document

© DocuSign Inc. 2021. All rights reserved. 77

ACTIVITY
Create Term Document
Activity 3
Create a Clauses subfolder under the Admin folder. Add a term document in the Clauses subfolder.

15
Minutes

Term
Document

© DocuSign Inc. 2020. All rights reserved. 78

Activity Review
You should now be able to:
• Apply best practices on creating and managing the Admin folder.

• Create a clause library in DocuSign CLM.

• Add term documents.

© DocuSign Inc. 2020. All rights reserved. 79

Create the Document Generation
Form

© DocuSign Inc. 2021. All rights reserved. 80

Lesson Overview
During this lesson, you will:
• Create a Document Generation Form.
• Use different field types in the form.
• Add field conditions to determine if field value is merged into the document
template.
• Edit merge tags.

© DocuSign Inc. 2021. All rights reserved. 81

Create the Document Generation Form
1

1 2 3 4 5 6
Create Document Create Term Create Document Alter Document Document Generation Launch
Template Document Generation Form Template Configuration Configuration

3 5 6

© DocuSign Inc. 2021. All rights reserved. 82

Allow Merge Tag Editing
1

1 2 3 4 5 6
Create Document Create Term Create Document Alter Document Document Generation Launch
Template Document Generation Form Template Configuration Configuration

2
In complicated forms,
merge tags can get very 4
long if they have if-then
statements. You can
shorten tags to make them
user friendly by Enabling
Merge Tag Editing.

© DocuSign Inc. 2021. All rights reserved. 83

What are Merge Tags
Merge Tags are automatically created for Document Generation form fields. These
tags are used to merge the form with the document template.

© DocuSign Inc. 2021. All rights reserved. 84

What is the Purpose of Editing Merge Tags

Edit merge tags to:

• Shorten or reformat tags for easy reference in the XML.
• Make the merge tag concise while being descriptive.
• Allow fields with the same field names but with different
merge tags.

Example:
Field Name: Send for External Review
Updated Merge Tag: External_Review

© DocuSign Inc. 2021. All rights reserved. 85

Demo: Create the Document Generation
Form

© DocuSign Inc. 2021. All rights reserved. 86

ACTIVITY
Create the Document Generation Form
Activity 4
Start the Document Generation process by creating the Contract Document Generation form.
Capture customer and customer information by adding relevant fields. Edit merge tags, as
necessary.
40
Minutes

© DocuSign Inc. 2020. All rights reserved. 87

Activity Review
You should now be able to:
• Create a Document Generation Form.

• Use different field types in the form.

• Add field conditions to determine if field value is merged into the document
template.

• Edit merge tags.

© DocuSign Inc. 2020. All rights reserved. 88

Update the Document Template

© DocuSign Inc. 2021. All rights reserved. 89

Lesson Overview
During this lesson, you will:
• Copy the merge tags from the Contract Document Generation form.
• Paste the copied merge tags into the document template.
• Check-in the updated document template into DocuSign CLM.

© DocuSign Inc. 2021. All rights reserved. 90

Add Tags to Word Document Template
1

1 2 3 4 5 6
Create Document Create Term Create Document Alter Document Document Generation Launch
Template Document Generation Form Template Configuration Configuration

© DocuSign Inc. 2021. All rights reserved. 91

Demo: Update the Document Template

© DocuSign Inc. 2021. All rights reserved. 92

ACTIVITY
Update the Document Template
Activity 5
Copy and paste the merge tags from the Contract Document Generation form into Contract
Template.docx. Check in the updated document template into DocuSign CLM.

30
Minutes

© DocuSign Inc. 2020. All rights reserved. 93

Activity Review
You should now be able to:
• Copy the merge tags from the Contract Document Generation form.

• Paste the copied merge tags into the document template.

• Check-in the updated document template into DocuSign CLM.

© DocuSign Inc. 2020. All rights reserved. 94

Create the Document Generation
Configuration

© DocuSign Inc. 2021. All rights reserved. 95

Lesson Overview
During this lesson, you will:
• Create a Document Generation configuration to create a new document.
• Create a Document Generation configuration to upload a document.
• Configure an action menu that opens document generation.
• Test Document Generation.

© DocuSign Inc. 2021. All rights reserved. 96

Use Document Generation Configuration to Merge Data
1

1 2 3 4 5 6
Create Document Create Term Create Document Alter Document Document Generation Launch
Template Document Generation Form Template Configuration Configuration

This is a Document Generation

template that allows the user to 5
create a new document or upload
6
one.
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Create or Upload a Document to Initialize Workflow
Document Generation can be configured to create a new document or upload a third-party
contract.

Create a New Document Upload a Document

Example: Example:
New Third-party
document contract
with B2 from the
Company customer, A1

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Customize Navigation & Actions
Customize views for users based on user personas.
Global Navigation Actions/Help
Add, restrict, or hide tabs in the Global Navigation Alter Actions and Help drop downs to suit user needs and make
header. often-used items quickly accessible.

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Customize Global Navigation Actions Menu
1

3
5
2 6
4

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Activity 6 Preview: Contract Document Generation
Configuration

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Demo: Create the Document Generation
Configuration

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ACTIVITY
Create the Document Generation Configuration
Activity 6
Create the Contract Document Generation Configuration to merge data from the Contract form with
the document template, and to use the Contract form to upload document.

30
Minutes

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Activity Review
You should now be able to:
• Create a Document Generation configuration to create a new document.

• Create a Document Generation configuration to upload a document.

• Configure an action menu that opens document generation.

• Test Document Generation.

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Create eForm

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Lesson Overview
During this lesson, you will:
• Create an eForm.
• Configure the eForm for submission.
• Fill out and submit an eForm.

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How an eForm is Used in a Workflow

An eForm is a web-based form used to store information.

Submit Information Store Configuration Customize a Workflow Step

Submit basic customer Store configuration needed in a Configure a workflow step by
information that will be used workflow that may not always obtaining its setting from an
in automatically generating a be part of the generated eForm.
contract through a workflow. document. Use a configuration Example: Use an eForm to
eForm to store information and
store email template settings.
load into a workflow.
Example: Use an eForm to store
threshold amount, approvers,
instructions.
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Activity 7 Preview: Create Configuration eForm

Create this eForm to store email

template settings.

Data entered in the Subject, Body,

and Approver Instructions fields will
be used in the Contract Management
workflow.

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Demo: Create Configuration eForm
Activity 7

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ACTIVITY
Create Configuration eForm
Activity 7
Create an eForm to store data such a Body, Subject and Approver Instructions. These will be used
in the email notification sent to the Department Approver to review a document.

20
Minutes

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Activity Review
You should now be able to:
• Create an eForm.

• Configure the eForm for submission.

• Fill out and submit an eForm.

© DocuSign Inc. 2020. All rights reserved. 111

• Business Process Guiding Principles and Practices • Use the Workflow Designer • Creating Workflow Reports

• Apply Flow Control Using Engine and Human

• Analyze the Use Case • Start a Workflow
Steps
• Review Installed Files • Using DocuSign CLM and XML • Build Logical Paths and Exception Handling

• Create Attribute Groups • Variables Commonly Used in Workflows • Send a Document for DocuSign eSignature

• Create the Destination Folder for Saved Contracts • Add Steps to the Workflow • Map “Send for Signature” Exception Paths

• Create Term Document • Apply Attributes to the Contract • Update a Signed Date Attribute

• Create Document Generation Form • Using Workflow Task Assignments • Export a Workflow

• Update Document Template • Configure Account Settings for Workflow & Tasks

• Create the Document Generation Configuration • Adding Human Steps to a Workflow

• Create Configuration eForm

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Thank You

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Product Trainer, DocuSign University

©©DocuSign
DocuSignInc.
Inc.2020.
2021.All
Allrights
rightsreserved.
reserved. 115
Review

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Review

Build Configurations to Support Generate Contract and Route for Route Contract for External
Automation through Workflows Internal Review Review and Signature

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• Business Process Guiding Principles and Practices • Use the Workflow Designer • Creating Workflow Reports

• Apply Flow Control Using Engine and Human

• Analyze the Use Case • Start a Workflow
Steps
• Review Installed Files • Using DocuSign CLM and XML • Build Logical Paths and Exception Handling

• Create Attribute Groups • Variables Commonly Used in Workflows • Send a Document for DocuSign eSignature

• Create the Destination Folder for Saved Contracts • Add Steps to the Workflow • Map “Send for Signature” Exception Paths

• Create Term Document • Apply Attributes to the Contract • Update a Signed Date Attribute

• Create Document Generation Form • Using Workflow Task Assignments • Export a Workflow

• Update Document Template • Configure Account Settings for Workflow & Tasks

• Create the Document Generation Configuration • Adding Human Steps to a Workflow

• Create Configuration eForm

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How to use the Workflow Designer

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Lesson Overview
During this lesson, you will:

• Navigate the Workflow Designer.

• Create and publish a workflow.
• Use document XML in a workflow.
• Automatically move generated document to a customer folder.

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Using Workflow Tools
1

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What is the Workflow Designer?
Use the CLM Workflow Designer to build workflows.

Add and connect

steps to complete
your business
Canvas process in the
middle of the
canvas.

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Workflow Information

When opening an existing

workflow, Workflow
Information is displayed –
even if no step is selected
on the canvas.

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Step Properties

When a step is
selected from the
canvas, the right
panel shows Step
Properties.

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Connectors

Use connectors to connect steps from one to the next

to indicate the output of one as the input to the next.

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Save Changes

Save changes

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Create a New Version or Publish

Action to create a new version and/or publish

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Swim Lanes

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Using a Workflow Template
1

2
3

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Using a Workflow Template

Workflow templates are standardized templates to quickly build new contract

workflows. Connect templates to automate your contract lifecycle.

Workflow Templates
1. Approval – Route a document for approval
2. Generate Document – Route a request to generate a document
3. Negotiation – Review and send a document for negotiation
4. Routing – Route a document from a single point of contact
5. Signature – Review and send documents for eSignature

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Approval Workflow Template

1
1. Select the workflow 2
template by clicking on
Use Template.

2. Enter a name for the

workflow. Select if
Document Generation will
start the workflow. 3

3. Select the task group *

that will approve the
document.

A *Task Group is a work group used to automatically assign workflow tasks.

4. Add a custom 4
message to
approvers.

4. End the workflow or 5

launch another
workflow.

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Best Practice

Workflow Naming Conventions

• Define and consistently use a naming convention for workflows, especially if multiple workflows
will be deployed to the same account.

• Create new versions of workflows in Production when deploying updates to a workflow process.

• Sometimes, using workflow versions in a sandbox account can be helpful when experimenting or
when significant changes are being made if potentially you will need to rollback.

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Demo: Guided Practice Using Workflow
Tools and Workflow Designer Canvas

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Start a Workflow

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Ways to Start a Workflow
Smart Rules eForms Custom Menus/ Actions

Configure a Smart Rule to have an The submission of an eForm may Workflows may be launched from a
action to Start Workflow when event start a workflow. Data from the custom menu item or action.
and conditions are completed. eForm are passed to the workflow.

.
Document
Web Services Agreement Actions
Generation

A workflow may be launched after A workflow may also be started Start a workflow when conditions are
generating a document. through a programmatic call as in satisfied in an agreement rule configured
APIs. in DocuSign eSignature Agreement
Actions.
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Smart Rule Types
Document Rule Folder Rule Scheduled Rule

When something – an attribute or other When folders are created or moved, perform When a date occurs, perform an action
characteristic – changes on a document, an action such as set security on a folder or such as send a report, empty the trash,
perform an action such as move it, delete it, automatically create a set of template folders or start a workflow.
or send it. for Salesforce objects.

Three parts Three parts Two parts

Event to trigger the smart rule to execute Event to trigger the smart rule to execute Schedule on when to trigger the rule
Filters that specify what conditions must Filters that specify what conditions must Action to take when the trigger occurs
exist for the Action to occur exist for the Action to occur
Actions that tell what needs to be done Actions that tell what needs to be done

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Start a Workflow Using eForms
1

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Start a Workflow from Salesforce Using Custom Menus/Actions

Start a workflow from

Actions/Custom Menu
or DocuSign CLM Files
widget in Salesforce

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Start a Workflow Using Actions
1

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Start a Workflow Through Document Generation
1

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Activity Preview: Create a Workflow using a Document
Generation Configuration as Incoming Content

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Activity Preview: Update the Document Generation
Configuration to Launch a Workflow

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Activity Preview: Create and Publish the Contract
Management Workflow
The Params variable
reflects fields and
data from the
Contract document
generation form.

Each node from

TemplateFieldData
automatically and
accurately captures
the data structure and
values.

© DocuSign Inc. 2021. All rights reserved. 144

Demo: Start a Workflow Using Document
Generation
Activity 8: Exercise 8-1 through Exercise 8-2

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ACTIVITY
Start a Workflow Using Document Generation
Activity 8: Exercise 8-1 to Exercise 8-2
Create the new Contract Management workflow, save, then publish. Update the Contract Document
Generation configuration to launch the workflow.

15
Minutes

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Using DocuSign CLM and XML

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What is a Markup Language?
Markup languages define processing instructions for tag structures and tag definitions
that result in formatted text.

• Descriptive tags describe the data in plain English

• Captures the structure of the data
• Sub-tags can have multiple occurrences
• Only one root element can exist

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How DocuSign CLM Uses XML
Documents and folders are represented as XML in DocuSign CLM.

Underlying XML shows attributes (such as Name, ID, Created Date and other) allowing
data from the XML file in workflows to be used and manipulated. This XML starts
workflows and smart rules.

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How DocuSign CLM Uses XML in Documents
Documents contain core information and when metadata or attribute group is applied, a
node for that information is included.

Core
Information

Metadata

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How DocuSign CLM Uses XML in Folders
XML captures folder information such as Id, Name, Description.

Core
Information

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Using XML
1

An XML file is produced when the

contract is generated.

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Using XML
View the XML file to understand how the data structure of the
generated document is captured.

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Using XML
1 Verify how the generated XML file compares with the Params XML incoming content.

2 XML File

Params

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Demo: Use XML in a Workflow
Activity 8: Exercise 8-3

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ACTIVITY
Use XML in a Workflow
Activity 8: Exercise 8-3
Generate a contract through an action in CLM, then observe the generated XML.

15
Minutes

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Knowledge Check

What type of content can start a workflow? A document generation configuration, A

document, Custom XML, A folder, Workflow will
start without content

What is the difference between saving and Saving the workflow saves any changes made.
publishing. Publishing activates the workflow and makes
changes available to other configurations and
users.

What are the different ways to start a workflow? Smart Rules, eForms, Menu/
Actions, Document Generation, Web Services

How does DocuSign CLM use XML? Each document and folder in DocuSign CLM
has an underlying XML. XML data can then be
used in workflows.

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Variables Commonly Used in
Workflows

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What are Variables?

A variable is a value that represents information that can change depending on

conditions or on information passed to the workflow.

• Variables store information and are

accessible within any workflow step: capture
user input and workflow output.

• Variable names should be a minimum of

three characters (for example, firstName,
CustomerName). Do not use single
characters such as “X” or “Y”.

• Variable names should be descriptive.

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Types of Variables

Incoming Content XML Text Iterator Actor

Represents an item Documents and Store simple Repeats the same Typically represents
(eForm, uploaded/ Folders are information such as task within a a human.
generated document) represented by strings, numbers, workflow.
that triggers the XML. etc. used to
workflow. Has the maintain state in a
default name of workflow.
Params.

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Workflow Designer Canvas
Steps Variables
Tabs

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What is the Params Variable?

• Params variable is present

in all workflows that start
with content.

• If a document starts a
workflow, the default
document schema is
present.

• Edit the default schema to

include document
elements and attributes or
template field data.

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Built-In Variables Save Information
1

System or built-in variables are string

values that save information about your
workflow environment in your system.
Examples are Current Date, Current Time,
Submitted By, Current Step Link

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What are Caret Variables?
1

• Viewable in the Workflow Activity page.

• Generated on-demand, during workflow
execution, so only referenceable after the
step where variable would be created has
executed.
• Caret Variables named dynamically based on
Workflow Step Name.
2
• Not defined in Start step.
• Not available in any variable
pickers/dropdowns so will always need to be
typed in.

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Creating Variables
1

3 Create variables for the first part of

the Contract Management workflow.
© DocuSign Inc. 2020. All rights reserved. 165
Demo: Create Variables
Activity 8: Exercise 8-4

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ACTIVITY
Create Variables
Activity 8: Exercise 8-4
Create variables to store data passed to the workflow. These variables will be used in the first part
of the workflow.

10
Minutes

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Activity Preview: Review the Schema of Params
• The Contract Management
workflow was launched
when Contract was
generated.

• The Contract document

generation is the incoming
content that kicked-off the
workflow.

• Review the Params data

structure and values of a
completed workflow.

© DocuSign Inc. 2021. All rights reserved. 168

Activity Preview: Review the Schema of Params
• The data structure and
values entered in the
Contract form were passed to
the Params variable.

• Each node from

TemplateFieldData
automatically and accurately
captures the data structure
and values.

© DocuSign Inc. 2021. All rights reserved. 169

Demo: Review the Schema of Params
Activity 8: Exercise 8-5

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ACTIVITY
Review the Schema of Params
Activity 8: Exercise 8-5
Review the Params and verify that data is passed from the Contract form.

10
Minutes

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Knowledge Check

What is the purpose of a variable? A variable is used to store data that can then be
used in a workflow.

What are examples of different variable types Actor, Custom XML, Date, Document, Folder,
supported in DocuSign CLM? Iterator, Number, Text

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Adding Steps to the Workflow

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Types of Workflow Steps

Workflow steps allow you to pick from pre-defined user or system workflow activities and
put them in any order needed.

Automated Document Human Activities Engine Activities Scheduling and

Management Activities Communications

Include actions related to Requires human Allows logical flow and Control timing and
document handling that intervention and appears decision tree of a communication
are normally done by a as workflow tasks in the workflow using variable surrounding workflow
user to create, manage, DocuSign CLM user’s manipulation, loops, such as reminders, alerts,
and work with documents workflow Tasks page. decision rules, and the notifications.
and folders in DocuSign ability to initiate additional
CLM. workflows.

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Using Automated Document Management Steps
Folder Manipulation: Create a new folder or use an existing folder.

• Provide a new folder name and indicate the parent folder

• Use an existing folder or not
• Option to add Attribute Groups to the folder
• Option to store folder in a variable

Document Manipulation: Copy or move an existing document to an existing location.

• Move or make a copy of the document

• Choose the destination folder

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Use Design Patterns in Workflow Development
A workflow design consists of a repeatable pattern of business activities into processes
that provide services or process information.

Sequential Hub and Spoke Dynamic

Single sequential flow of steps Workflow handled by a central Is a combination of hub and spoke
where each step must be completed "router" hub step and several and provides flexibility to handle
before the next step can start. single "spoke" steps. Central hub expected or unexpected deviations
determines which step the within the workflow. Actors can
workflow should be routed to. change and collaborative decisions
are allowed.

© DocuSign Inc. 2021. All rights reserved. 176

Activity Preview: Create Contract and Move to Customer Folder

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Activity Preview: Create Contract and Move to Customer Folder

The Contract created Show Customer Name Move the generated

from DocuSign CLM in the Info column from contract from the
(from the Actions menu), Admin > Workflows > Sales/Contracts/ folder
starts the Contract Activity. to the customer folder.
Management Workflow.

Assign values to variables that Create a new folder

will be used in the next steps. using the customer
Example: Use the Customer name. This will be
Name value to name the
created under
customer folder.
Sales/Contracts/.
© DocuSign Inc. 2021. All rights reserved. 178
Best Practice

Troubleshooting
Always populate the Info column with data that can be used to find a specific workflow in the
Workflow Activity page. Typically, this would include information such as DocId, SFObjectId, UserId,
or Status.

© DocuSign Inc. 2021. All rights reserved. 179

Demo: Add Steps to the Workflow
Activity 8: Exercise 8-6 through 8-9

© DocuSign Inc. 2021. All rights reserved. 180

ACTIVITY
Add Steps to the Workflow
Activity 8: Exercise 8-6 through 8-9
Build the first part of the Contract Management Workflow by adding the steps that will take values
from the Contract form and use them to create the customer folder that will store the contract.

30
Minutes

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Test and Review a Workflow
Successfully completed steps are Click on a step to see
displayed in green. A step may be details of the
red when it encounters an error. completed step.

Displays
values
assigned to
declared
variables.

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Test and Review a Workflow

Enter a step in the Find steps

search bar to search for the step in
the workflow.

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What You Will See If a Test is Successful
1

Customer folder is created Contract is generated and

moved to customer folder
© DocuSign Inc. 2020. All rights reserved. 184
Demo: Test and Review Workflow
Activity 8: Exercise 8-10

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ACTIVITY
Test and Review Workflow
Activity 8: Exercise 8-10
Verify that the generated contract is stored in the customer folder.

15
Minutes

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Activity Review
You should now be able to:
• Navigate the Workflow Designer.

• Create and publish a workflow.

• Use document XML in a workflow.

• Automatically move generated document to a customer folder.

© DocuSign Inc. 2020. All rights reserved. 187

Apply Attributes to the Contract

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Lesson Overview
During this lesson, you will:
• Obtain data values from the incoming content XML then assign them to
workflow variables.
• Automatically assign document attributes through a workflow.
• Obtain data values from a CSV then assign them to workflow variables.

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Using Automated Document Management Steps

Assign or update metadata values to a document.

• Select document to be updated

• Select attribute to be configured and value to be
assigned

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Activity 9 Preview: Apply Attributes to the Contract

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Activity 9 Preview: Apply Attributes to the Contract

Assign values to Apply Manage a CSV file containing approvers and

attribute variables. attributes to signers. Department column will be used as the
the index to identify who will be the approver for the
generated generated contract.
document.

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Demo: Apply Attributes to the Contract
Activity 9

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What You Will See If a Test is Successful
1

2 3

Attributes are applied

to the contract.

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What You Will See If a Test is Successful

Department
approver and
Legal signer have
been assigned.

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Demo: Test and Review Workflow

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ACTIVITY
Apply Attributes to the Contract and Test
Activity 9
After generating the contract and storing it in DocuSign CLM, automatically apply attributes based
on the values passed from the contract form.

45
Minutes

© DocuSign Inc. 2020. All rights reserved. 197

Activity Review
You should now be able to:
• Obtain data values from the incoming content XML then assign them to
workflow variables.

• Automatically assign document attributes through a workflow.

• Obtain data values from a CSV then assign them to workflow variables.

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Using Workflow Task Assignments

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Lesson Overview
During this lesson, you will:
• Load the configuration eForm data into the workflow.
• Add human steps to the workflows.
• Test the workflow by rejecting the contract.
• Test the workflow by editing the contract.

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Tasks May be Assigned to Humans Known as Actors

Tasks may be assigned to an actor variable that typically represents a human.

An actor can be assigned a task, can initiate a

workflow step, or can determine the next step
within a workflow.

Human actors participate in workflow tasks such

as editing, approving, or selecting documents.

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Actor Variables
Several assignments are possible when configuring a human action.

User Group Task Groups Submitted By Managed By Reassign/

Unassign

Individuals User can be Assign a Assign to a Specify another Change

part of a group workflow task to built-in actor user to take ownership of an
one or more variable action on existing
people/groups Submitted By workflow tasks workflow task

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Assigning a Human Step
A Human step can be assigned.

User Task Group

A User can either be a CLM User or Group A Task Group is a work group used to
who acts on the assigned document. automatically assign workflow tasks.

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Configure Account Settings for
Workflow and Tasks

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Lesson Overview
During this lesson, you will:
• Navigate to workflow-specific account settings.
• Enable updated task completion and management screens.
• Enable workflow error notifications.
• Purge workflow data.

© DocuSign Inc. 2021. All rights reserved. 205

Configure Account Settings for Workflow and Tasks
1

• Enable updated task

completion and task
2 management page for better
usability.

• Specify a specific user who

receives workflow error
notifications.

• Set the number of days before

CLM purges workflow data.

© DocuSign Inc. 2021. All rights reserved. 206

Configure Account Settings for Workflow and Tasks

Streamline task completion and

management processes by
opting-in.

Navigate to Admin > Account

Management > Account
Settings > Workflow & Tasks

Select:
• Enable task completion
screens
• Enable updated task
management page

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Task Completion
Default Task Page Updated Task Page

Attributes
Actions
Attributes can be shown on
Actions such as Edit, the right while reviewing the
Download, Upload, Check document and the task on
In & Out are more the same page.
accessible.

Task
There is immediate
focus on the task at
hand.

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Task Management
Default Updated
Filters
Filters panel is replaced by a drop-down menu to Columns
display your tasks, all tasks, or those assigned to
groups or managed team members. Columns are easy to sort
and customize
.

User Interface
Updated and modern

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Demo: Guided Practice Configure Account
Settings for Workflow & Tasks

© DocuSign Inc. 2021. All rights reserved. 210

Lesson Review
You should now be able to:
• Navigate to workflow-specific account settings.

• Enable updated task completion and management screens.

• Enable workflow error notifications.

• Purge workflow data.

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Adding Human Steps to a Workflow

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What are Human Steps?
Steps that require action from a human appear as a task for the assignee.

Edit Document Approve Document Choice Submitted By

Choose from a list of Choose a user to be part

options of a workflow

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Human Steps
Review and approve/reject a document.

• Specify the document to be approved.

• Assign task to a user or task group.
• Option to give instructions, send an email notification, specify a due date, add reminder

Choose a DocuSign CLM user. The chosen user can then be assigned a workflow task.

• Specify how may users can be chosen.

• Assign task to a user or task group.
• Option to give instructions, send an email notification, specify a due date, add reminder

Review and/or edit a document.

• Specify the document to be edited.

• Assign task to a user or task group.
• Option to give instructions, send an email notification, specify a due date, add reminder

© DocuSign Inc. 2021. All rights reserved. 214

Activity 10: Department Approver Reviews and Rejects Contract

Initialize variables that will If Department Approver rejects

contain email subject and contract, choose a Contract
Submit a Task Assignment body from the configuration Editor to route contract for
Email Setting eForm. Subject eForm. update.
and Body field values used in
email notifications.

Route contract to Department Contract Editor will have a task

Approver as obtained from If Department Approver
to edit contract. Once edited,
CSV file for review and approves, end the process for
contract is routed back to
approval. now. The logical path for this
Department Approver.
output will be built in the next
part.
© DocuSign Inc. 2021. All rights reserved. 216
Activity 10: Edit the ConfigEForm Schema
Edit the schema of the ConfigEForm variable to include data from the
submitted Task Assignment Email Settings eForm.

Best Practice

Organized Workflow
• Do not cross lines or have lines that originate or terminate at the same connection point on.

• Do not build workflows that require scrolling both horizontally AND vertically.

• Do include a Finish step workflow to make it easy to identify where the workflow is supposed to
end.

• Design workflows where steps are evenly spaced horizontally and/or vertically.

• Arrange workflow steps into lanes or logical groups.

Best Practice
Workflow is hard to read and maintain. Workflow is easy to read and
navigate.

Demo: Department Approver Reviews and
Rejects Contract
Activity 10

What You Will See If a Test is Successful

1 3
Act as the
A task is created for
Department Approver
Department
and reject the
Approver to review
contract.
and approve/reject
the contract.

2 4 5 Act as the Contract

An email After
rejecting the Editor and complete
notification is sent the task.
contract,
to Department
choose a
Approver with
subject and body Contract
coming from the Editor.
eForm.

Demo: Test and Review Workflow

ACTIVITY
Department Approver Reviews and Rejects Contract
Activity 10
After creating and applying attributes to the contract, send contract to High Tech Department Approver for
approval. If contract is rejected, the Approver selects a High Tech Contract Editor to review and edit the
contract. When the Contract Editor completes updates, the contract goes back to the Approver to decide on the
next step.
60
Minutes

Activity Review
You should now be able to:
• Load the configuration eForm data into the workflow.

• Add human steps to the workflows.

• Test the workflow by rejecting the contract.

• Test the workflow by editing the contract.

Knowledge Check

A Human Step is a workflow step that requires an

What is a Human Step? action from a human. A task is created for the
assignee.

What are examples of Workflow Human Approve, Choice, Edit Document, Choose Users,
steps? Review and Send for Signature/External Review

• Business Process Guiding Principles and Practices • Use the Workflow Designer • Creating Workflow Reports

• Apply Flow Control Using Engine and Human

• Analyze the Use Case • Start a Workflow
Steps
• Review Installed Files • Using DocuSign CLM and XML • Build Logical Paths and Exception Handling

• Create Attribute Groups • Variables Commonly Used in Workflows • Send a Document for DocuSign eSignature

• Create the Destination Folder for Saved Contracts • Add Steps to the Workflow • Map “Send for Signature” Exception Paths

• Create Term Document • Apply Attributes to the Contract • Update a Signed Date Attribute

• Create Document Generation Form • Using Workflow Task Assignments • Export a Workflow

• Update Document Template • Configure Account Settings for Workflow & Tasks

• Create the Document Generation Configuration • Adding Human Steps to a Workflow

• Create Configuration eForm

Thank You

Product Trainer, DocuSign University

Review

Build Configurations to Support Generate Contract and Route for Route Contract for External
Automation through Workflows Internal Review Review and Signature

• Business Process Guiding Principles and Practices • Use the Workflow Designer • Creating Workflow Reports

• Apply Flow Control Using Engine and Human

• Analyze the Use Case • Start a Workflow
Steps
• Review Installed Files • Using DocuSign CLM and XML • Build Logical Paths and Exception Handling

• Create Attribute Groups • Variables Commonly Used in Workflows • Send a Document for DocuSign eSignature

• Create the Destination Folder for Saved Contracts • Add Steps to the Workflow • Map “Send for Signature” Exception Paths

• Create Term Document • Apply Attributes to the Contract • Update a Signed Date Attribute

• Create Document Generation Form • Using Workflow Task Assignments • Export a Workflow

• Update Document Template • Configure Account Settings for Workflow & Tasks

• Create the Document Generation Configuration • Adding Human Steps to a Workflow

• Create Configuration eForm

Creating Workflow Reports

Lesson Overview
During this lesson, you will:
• Discover the purpose of workflow reports.
• Analyze different types of workflow reports.
• Create and view workflow reports.

What is a Workflow Report?
Workflow reports show how workflows are performing based on
particular data.

• Completion time
• Process failures
• Workflow step duration
• Assignees
• Comments
• Other

Types of Workflow Reports

Workflow Overview Workflow Steps Workflow Summary Workflow Processes

Report Report Report (Beta) Report (Beta)
Look at workflow Identify bottlenecks in Check how well Speed up the process
completion and failure the process by looking workflows perform by by:
by analyzing: at: looking at:

• How long it takes to • Workflow start date • Looking at the total • Analyzing pending
complete a • Who is the step number of times a and delayed
workflow currently assigned workflow is workflows.
• How long an to completed, failed,
executing workflow • Who completed a executing
has been in a step, how long • Identifying most
status or stage commonly
executed stage

Select a Workflow Report Type
1

Identify Who Can View a Report

12
11

Workflow Overview Report Example
Analysis of a sample Workflow Overview Report shows that:
• Document has been in the Approve stage for 21 days 11 hours
• Document has been awaiting action from “High Approver”

Workflow Step Report Example
Analysis of a sample Workflow Step Report shows that:
• A workflow is currently executing in this specific step and currently in the “Choose Business
Reviewer” stage.
• The step started on 4/30/2020 12:55PM and currently assigned to an actor.

Workflow Summary Report (Beta) Example
Analysis of a sample Workflow Summary Report shows that at a given period of time:
• Nine executions of the ACME Contract Management workflow were completed while there are 9
that are still executing.
• It took an average of 9 minutes to complete a process.
• The Legal Review stage is the most common executing stage.

Workflow Processes Report (Beta) Example
Analysis of a sample Workflow Processes Report shows that:
• A workflow has currently been executing for 3 hours 43 minutes.
• The execution is in the “Out for Signature” stage and is currently assigned to the signers.

Demo: Guided Practice Creating Workflow
Reports

Lesson Review
You should now be able to:
• Choose the type of workflow report you need to create.

• Create a workflow report.

• View workflow reports.

Apply Flow Control Using Engine
and Human Steps

Lesson Review
You should now be able to:
• Build logical paths through engine and human steps.

• Use engine steps in a workflow to add conditions and decision trees.

• Send a document for external review.

What is Flow Control?
Flow control is a way to provide dynamic control in a workflow so that a process can be
executed based on defined conditions.

Ways to Apply Flow Control

Apply flow control to break up execution with engine and human steps that use
conditions, branching, and loops.

Add Engine Steps to Add Human Steps to

change path based on change the flow on
certain conditions actions done by humans

How Engine Steps are Used to Control Flow
Engine steps allow you to add logical conditions and a decision tree in the workflow.

Decision Rule For Loop Update Variable Update Variable

Value from CSV

Engine Step: Loop
A Loop is a sequence of workflow steps
that is repeated based on the results of Loop Starts
the condition executed.
Loop
Result condition should be True to
execute within the loop.
Condition
False
Loop through data when accessing:
− one or more documents
Rule − document attributes
− template field data
− CSV data True
− custom XML data

An XML iterator variable is used to repeat Execute Loop Loop Ends

Choice the same task based on the condition: Use
in For-Each Loop workflow step.

Engine Step: Rule
A Rule step allows you to add
conditions in a workflow to validate if Loop Starts
the result is true or false.
Loop
Result is binary, true or false, and
there is only one answer.
False
The next step is based on the result of Condition
the rules defined in the process.
Rule

True

Execute Loop Loop Ends

Choice

Human Step Choice
The Choice step breaks the flow of
the workflow by allowing a human to Loop Starts
choose an option.
Loop
Multiple options/outputs can be
defined.
False
Examples of Workflow Human Steps: Condition

Rule • Approve
• Edit Document True
• Choose Users
Choose an
• Review and Send for External
Option
Review/Signature Loop Ends
Choice
A B C

Engine Steps
Store values in variables to be used in the workflow.

• Select the variable to be assigned a value to.

• Specify a value for the variable.

Add a condition and route the workflow based on True or False output.

• Specify the condition to be evaluated.

• Output is True or False.

Human Step
Send document to non-DocuSign CLM user for review and edits.

• Select the document for external review.

• Configure the email to be sent to the reviewer.

Sending the Document for External Review
Use these workflow steps to send a document for external review.

Send for External

Review and Send Wait for External
Review
for External Review Review
Automatically send
A user reviews and Use with Review and
document out for
prepares the Send for External
external review
document before Review step to
sending for external capture response.
review.

Send for External Review Allows Easy Collaboration

An External Review Request Recipient accesses link in Sender receives

Email is sent to external email to review document in email that the
recipient where a link to Preview or by downloading negotiated
document for review is included. it locally. Reviewer edits the document is
Document is automatically document. When finished, uploaded from
locked to prevent editing while recipient uploads updated recipient.
it’s in process. document and provides
comments.

Activity 11: Contract Approved by Department Approver

Validate if contract should be

sent for external review. Uses
values selected on form: Send
for External Review, Yes or No.
Send contract for external review:
Request comes from Department
Approver and sent to the customer
contact.
End the process if the
contract should not be sent
for external review.

End part 4 when the external review process Use output and comments caret variables of Send for External Review
is completed with or without a document. step. Obtain caret variable values and assign to Output and
StepComments variables. These will be used in the next part of workflow.
© DocuSign Inc. 2021. All rights reserved. 259
Demo: Contract Approved by Department
Approver
Activity 11

What You Will See If a Test is Successful

1 Contract is sent for external review to

a customer or a non-DocuSign CLM
license holder.

• Act as the customer and complete

2
the external review process with or
without a document.

• The contract is updated.

• Action and comments from external

reviewer are captured in the Output
and StepComments variables.

Demo: Test and Review Workflow

ACTIVITY
Contract Approved by Department Approver
Activity 11
If the contract is approved by the High Tech Department Approver, check if the contract should be sent for
external review. If yes, send the contract to the customer contact email address.

30
Minutes

Activity Review
You should now be able to:
• Build logical paths through engine and human steps.

• Use engine steps in a workflow to add conditions and decision trees.

• Send a document for external review.

Build Logical Paths and Exception
Handling

Lesson Overview
During this lesson, you will:
• Continue building logical paths based on the outputs of previous steps.
• Build exception paths when a process step is not completed.

Human Step
Review document and choose an action from defined options.

• Select the document for review.

• Assign this task to a user or task group.
• Define options for the next action.

Best Practice

Exception Handling
• Build an error handling process that will accommodate for a failure in the workflow (email
notification, retry loop, assign to an Admin).

• Always have a person getting notified when workflows fail, either in Account Settings or in the
specific workflow itself.

Activity 12 Approver Edits Contract or Sends for External Review

Activity 12 Steps
When option is Edit
Contract, Department
Approver edits
negotiated contract When external review
based on customer’s is completed,
comments. Department Approver
receives email
notification with the
action and comments
When Department from the customer.
Approver completes Approver takes next
updates, re-initialize action based on these
values for Output and options:
StepComments variables • Edit Contract
to capture the action and • Send for External
comments from Review
Department Approver. • Send for Signature
This is used in next step.

Activity 12 Steps

Email notification
with action and
comments sent to
Department
Approver for the
next action.

Activity 12 Steps

When contract updates are

completed, Department Approver
may send contract back to customer
for external review. Choose the
option, Send for External Review.

Start the path when

the Send for
Signature option is
chosen.

Activity 12 Steps

Define logical path when

external review process
fails, expires, or
canceled. Route contract
to Department Approver
for next action.

Demo: Approver Edits the Contract or Sends
for External Review
Activity 12

What You Will See If a Test is Successful

1 2
1 • Act as Department
Approver and choose
Edit Contract.

• Edit contract and enter

comments.
• Contract is routed back to Department Approver for
the next action.

• Choose the Send for External Review option to

send updated contract to customer.

Demo: Test and Review Workflow

ACTIVITY
Approver Edits Contract or Sends for External Review
Activity 12
The High Tech Department Approver will review the negotiated contract. They will then have the choice to edit
the contract themself then send it back to the customer for negotiation. Build exception paths when
external review fails, expires, or cancelled.

60
Minutes

Activity Review
You should now be able to:
• Continue building logical paths based on the outputs of previous steps.

• Build exception paths when a process step is not completed.

Knowledge Check

Human and Engine Steps

What type of Workflow steps can you use to
For example, specific paths should be defined
build logical paths or apply flow into your
based on each option defined in a Choice step, an
workflow?
Engine Step.

What are examples of a Workflow Engine

Rule, Decision, Loop
Step?

Sending a Document for DocuSign
eSignature

Lesson Overview
During this lesson, you will:
• Send a document for signature.
• Use an eSignature template and use it in a workflow.
• Complete a document.
• Update document attributes.
• Export the Contract Management workflow.

Automated Document Management Step
Send the document out for electronic signature.

• Select the document to be sent for eSignature.

• Configure the email to be sent to the signer – Sender, Recipient, Subject,
Message.

Sending the Document for eSignature
Use these workflow steps to send a document for eSignature.

Send for Signature Review and Send Wait for Signature

Automatically send for Signature Use with Review and
document out for A user reviews and Send for Signature
eSignature. prepares the step to capture XML
document before output.
sending for
eSignature.

Accessing eSignature

A DocuSign eSignature and/or

DocuSign CLM user will always
have an eSignature account
allowing you to send documents
out for signature from CLM
workflows.

Activity Preview: DocuSign eSignature Custom Fields

• Create document custom fields for Sign Here and Date Signed in DocuSign eSignature.
• Use these custom fields in the DocuSign CLM Document Generation document template to default
signers where to sign, and default signed dates.

DocuSign DocuSign CLM Document Generation Document Template

eSignature
Document
Custom Field

Activity 13: Send Contract for Legal Review after External Review

Activity 13 Steps
Note: Capture XML signature audit
information from DocuSign eSignature.
Audit information such as signer email
address, status, comments, and custom
fields can be accessed and used in
workflow. Use status and comments for task
email notifications.

Configure the Signed Date

attribute field to have the value of
the SignedDate variable initialized
in the previous step.
Send contract to Legal signer.
When signed, contract is sent to
customer for signature as well. Assign Current Date built-
in variable as value for the
SignedDate variable.

Demo: Send Contract for Signature
Activity 13: Exercise 13-1 to 13-8

What You Will See If a Test is Successful

1. Act as the Department Approver and choose Send for

Signature.

2. The signature request email and signing experience are

branded for High Tech.

3. Act as the Legal signer and sign the contract. You should be
automatically brought to the field where you should sign on
the document. Agreement date is also defaulted.

4. Act as the customer and sign the customer. Signed date is

defaulted and you are also brought to the field where you
should sign.

5. The Description column, where the document is stored,

indicates ‘Signed’.

What You Will See If a Test is Successful
Act as the approver and customer and
sign the contract.

The signed contract

shows a value for
the Signed Date
attribute field.

Demo: Test the Path When Contract is
Signed

ACTIVITY
Send Contract for Signature
Activity 13: Exercise 13-1 to 13-8
The High Tech Department Approver has the option to send the contract to High Tech Legal and to the
customer for signature. Once signed by Legal, it will be automatically sent to the customer for signature.
Automatically bring the signers to the fields where they should sign and default the signed dates.

45
Minutes

Map “Send for Signature” Exception
Paths

Activity 13: Map “Send for Signature” Exception Paths

Activity 13 Steps

Reinitialize values for Output and StepComments

variables to reflect signature audit information.
These are used in email notification in next step.

Activity 13 Steps

Update values for Output and StepComments variables when signature process fails.
Information will be used when a notification is sent to Department Approver of this output.

Activity 13 Steps
Route contract back to Department
Approver when Send for Signature
fails. Approver will take next action
by choosing one an option in Choice
step.

Demo: Map Send for Signature Exception
Paths
Activity 13: Exercises 13-9 to 13-11

What You Will See If a Test is Successful

Act as customer
1 and decline to sign
the contract.

3
2 An email notification is
sent to the Department
Approver with this
information and
Act as Department
comments from the
Approver and choose the
customer.
next step.

Demo: Test the Path When Contract is
Rejected

ACTIVITY
Map Send for Signature Exception Paths
Activity 13: Exercises 13-9 through 13-11
The High Tech Department Approver has the option to send the contract to High Tech Legal and
the customer for signature. Build exception paths when the customer rejects or when the signature
process fails.
30
Minutes

Export a Workflow

Activity Preview – Export the Contract Management Workflow
1

Open Contract Management Workflow in 3

Workflow Designer and select Export icon

ACTIVITY
Export the Contract Management Workflow
Activity 13: Exercise 13-12
Open the Contract Management Workflow in the Workflow Designer. Click on Export icon and
select Export JSON. If automatic download is configured in your browser setting, JSON will be
automatically saved in your Downloads folder. Otherwise, go to a folder location and save locally.
10
Minutes

Activity Review
You should now be able to:
• Send a document for signature.

• Complete a document.

• Update document attributes.

• Export the Contract Management workflow.

Summary

• Business Process Guiding Principles and Practices • Use the Workflow Designer • Creating Workflow Reports

• Apply Flow Control Using Engine and Human

• Analyze the Use Case • Start a Workflow
Steps
• Review Installed Files • Using DocuSign CLM and XML • Build Logical Paths and Exception Handling

• Create Attribute Groups • Variables Commonly Used in Workflows • Send a Document for DocuSign eSignature

• Create the Destination Folder for Saved Contracts • Add Steps to the Workflow • Map “Send for Signature” Exception Paths

• Create Term Document • Apply Attributes to the Contract • Update a Signed Date Attribute

• Create Document Generation Form • Using Workflow Task Assignments • Export a Workflow

• Update Document Template • Configure Account Settings for Workflow & Tasks

• Create the Document Generation Configuration • Adding Human Steps to a Workflow

• Create Configuration eForm

Training and Support

DocuSign University DocuSign Support

Learn more. Build expertise. Find answers. Get help.
https://support.docusign.com/docusignuniversity https://support.docusign.com/contactsupport

DocuSign Knowledge Market DocuSign on YouTube

Download resources. Maximize adoption. Watch how-to tutorials. Do more with DocuSign.
https://support.docusign.com/knowledgemarket https://www.youtube.com/c/docusign/playlists

For Partners
For learning resources, access the DocuSign University - Partner Learning Portal:
https://dsu.docebosaas.com/partners

Continue to work with your DocuSign

Partner Success Team for assistance in
solutions design and configuration
questions.

Community and Developers
Connect and share best practices with other Look up CLM API guides, references, and blog
DocuSign CLM users in the DocuSign posts for DocuSign and Salesforce developers:
Community:
https://developers.docusign.com/docs/clm-api/
https://support.docusign.com/s/

Earn a CLM Specialist Badge
Now that you have completed the live portion of this course, reinforce your new skills and show
your expertise by becoming a Specialist. To learn more, access the Expertise Recognition Program at the
DocuSign Support Center at https://support.docusign.com/articles/credentials.

CLM Specialist Badges

DocuSign CLM Administration Specialist

DocuSign CLM Workflow Specialist

View the Preparation Guide

Sign up for the exam

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