4.7.5 GDPR DOCUSIGN

DocuSign is a web application that allows organizations to manage electronic agreements. As part of the DocuSign Agreement Cloud, DocuSign offers eSignature, a way to sign electronically on different devices.

In DSW, DocuSign has been integrated in 2 different ways. The GDPR generated documents and is triggered via the relevant button and the Workflow generated documents that are triggered via the relevant Workflow transitions.

For both of the above mentioned integrations, a DocuSign account is required and a set of configuration points to (a) establish the connection between the two systems, (b) prepare the workflows to be able to pass through an approval process for every Document that needs to be signed.

More specifically for the GDPR document e-signature:

Sign Data Privacy

After connection between DSW and DocuSign is established, then the users can prompt each customer to sign their GDPR document via DocuSign. To do so, they have to use "Sign GDPR with DocuSign" button located inside the Data Privacy Action button of the Business Partner.

Selecting this action, the user will be presented with the regular GDPR form, which can be filled as normal and then select the "Sign with DocuSign" button. A smart GDPR document template, designed, prepared and configured as usual is required and the user must select it before selecting the "Sign with DocuSign" button.

After saving the form, the user is informed that the request has been send successfully.

At this point DocuSign, is taking over the rest of the process. An email will be sent to the email account of the Business Partner from DocuSign (email design is controlled from DocuSign and not from DSW) which will include a redirecting URL. The customer will be transferred to a DocuSign website, where the GDPR document is presented to him with the made selections, printed in pdf format, along with a set of tools for signing. The customer can use any of the given tools to Sign digitally the document and finish the process.

The finish button is available only after the customer has signed the document by using at least one or more of the given tools. 

After finishing the process, DocuSign will perform two actions,

1. Send a copy of the signed document to the email of the Business Partner (email design is controlled from DocuSign and not from DSW).
2. Inform DSW via the integration, that the customer has signed and provide a copy of the signed document in pdf format.

The Data Privacy consent channels will not be updated until the customer has signed and DSW is informed about it form DocuSign. As soon as DocuSign informs DSW back,

1. the user (Sales Person) will receive a bell notification that the customer has signed,
2. the data privacy icons will be updated,
3. the copy of the Data Privacy document will be included both in the related tab and in the Data Privacy tab,
4. the data privacy tab will be update will the new selections,
5. the Data Privacy Log (history log) will be updated.

Configuration 

Business Cases:

• Business case ID: 12306
• Name: Sign GDPR with DocuSign

Setup Keys:

Setup Keys mandatory for the DocuSign Integration: