The E-Signature functionality lets you send documents attached to a Lease Contract out for electronic signing via DocuSign, directly from SOFT4Spaces. Once a document is signed or declined, the status is updated automatically, and signed files can be retrieved and attached back to the Lease Contract as new document entries.

This setup is used when DocuSign is configured in SOFT4Spaces through REST API v2.1. It requires DocuSign portal setup, REST-specific connection values, and an RSA private key uploaded. See How to Set Up a DocuSign Developer Account for step-by-step instructions.

1. Configure E-signature Setup

Before sending any document for signing, open the E-signature Setup page and configure the connection to DocuSign.

E-Signature Setup has a number of actions related to DocuSign REST API integration. These actions are used when DocuSign is configured through the REST API. They support authentication, private-key management, user consent, and retrieval of available ID Verification workflows.

• Set RSA Private Key. To use the DocuSign REST API, upload the RSA private key for the integration. The private key is generated in the DocuSign integration setup. Convert the generated key to an XML file, then upload it by using this action.
• Clear Cached Token. Use this action to clear the cached DocuSign access token when the configured user changes, or when the same user needs to authorize the integration again.
• Clear Private Key. This action removes the currently uploaded private key. Use it when the DocuSign integration changes and a new private key must be uploaded.
• Grant Consent. When ID Verification is enabled, the user must grant consent before the Lookup IDV Workflow action can be used. This action opens the DocuSign authorization flow and asks the user to approve access to the DocuSign account.
• Lookup IDV Workflow. This action calls the DocuSign account and retrieves all active ID Verification workflows. Select the workflow that should be used as the default. The selected workflow name is displayed in the IDV Workflow Name field on the E-signature Setup page.

General

• Choose DocuSign as E-signature Provider.
• Packages No. Series. Select the number series used to number new E-signature packages.
• Doc. Type for Uploaded Docs. Select the document type that signed files will be saved under once returned from DocuSign.

Status Filter

Enter the exact status text values returned by DocuSign, so the system recognizes each state:

• Status for Signed eSignature (e.g. ‘COMPLETED’).
• Status for Pending eSignature (e.g. ‘SENT’).
• Status for Declined eSignature (e.g. ‘DECLINED’).

DocuSign

• Set API Mode to REST API v2.1.
• Enable Use SMS Authentication if SMS authentication should be used during the e-signature process. This cannot be used together with ID Verification.
• Enter the API URL: https://demo.docusign.net/restapi.
• Enter the Integration Key, Account ID, and User ID from the DocuSign developer portal.
• Enter the Auth Base URL: https://account-d.docusign.com/
• Enter the REST Base URI: https://demo.docusign.net
• Free Signing. When enabled, envelopes are sent without pre-placed signature tabs. Recipients can freely place their signature anywhere on the document.
• If Def. E-Signature CC Officer Code is assigned, the selected person receives copies of e-signature letters as a Carbon Copy recipient.
• Use ID Verification. Flag if you want to use ID Verifications from DocuSign. This cannot be used together with SMS Authentication.
• IDV Workflow Name. Displays the selected ID Verification workflow name. When a workflow is selected, the usual e-signature process applies, but before letting the signer sign the document, they are prompted to authorize using the selected workflow.
• OAuth Redirect URI. Redirect URI that is configured in the DocuSign integration setup. This redirects the user to a specific URL where they must grant consent to use ID Verification. The default URL can be https://www.docusign.com.
• Set Download Certificate if certificates should be downloaded together with signed documents.
• Enter the Email Subject that will be used as the subject of the DocuSign e-signature email.
• Enter the Email Text that will be used as the body text of the DocuSign e-signature email.

2. Enable E-Signatures for Lease Contracts

Open Real Estate Setup and enable Use E-Signature.

This makes the E-signature fields and actions visible on the Lease Contract Documents tab.

3. Add Signature Anchors to Document Templates

DocuSign needs to know where on each document a signer must sign or fill in a field. This is defined once, on the Document Template, using anchors - a text string that appears in the document, marking the exact spot for a field.

Signature placeholders (anchors) must be defined for the document template. An anchor is defined as a text string and cannot contain space characters.

To set up anchors:

1. Open Document Templates and select the relevant template.

2. Open E-Signature Anchors and add an anchor for each field that should appear on the document, choosing a Type.

It is possible to use different signature types: Approve, Decline, Initial Here, Signature, Date or Text Field.

• Approve and Decline. Approve and Decline types should be used together on the same document. They can be placed anywhere on the document as anchors for simple click-and-sign functionality. If the signer chooses Approve or Decline, it leaves no mark on the document - it only changes the status of the document. The status can be refreshed afterwards by choosing Update Status on the E-signature Package Card.
• Initial Here. The Initial Here type allows the signer to sign with initials instead of using a full signature or the approve/decline actions.
• Signature. Indicates where on the document the signer must place their signature.
• Date. Displays the date the document was signed.
• Text Field. Lets the signer enter free-text information directly on the document. For the text-entry field to appear on the document, the anchor's Link to Signature field must be filled in. Customize the size using the Size, Size X and Size Y fields.

The same anchors must be found in the document template:

4. Create and Send an E-Signature Package

A package groups the documents to be signed, the signers, and the fields into a single envelope sent to DocuSign. To create and send a package:

1. Open the Lease Contract Card and go to the Documents tab.
2. For each document that should be sent for signing, mark it in the lines.

3. Select the document(s), then choose E-signature → Create Package and confirm.

4. The new E-signature Package Card opens. The card contains general information about the package and the documents related to it.

General

• Package No. Package number, assigned automatically at the time the package is created.
• Contract No. Number of the contract the package is related to.
• ID. Package ID number, assigned automatically by the E-signature service at the time the package is moved to the service.
• Status. Status of the package. The status is updated from the E-signature service after the package is moved to the service. 
• Documents Downloaded. Marked automatically when documents are downloaded from the E-signature service. Documents are downloaded when the package reaches the status set in the Status for Signed eSignature filter on E-signature Setup. 

Documents

• Type Code / Template Code. Document type and document template that the line is based on.
• Signers shows the total number of signers on the document. Drill down to review or update signer details (for example, email or phone number) before sending the package.
• Type is the document status in the package: Initial is the document that was sent for signature (without signatures); Signed is the document that was downloaded from the E-signature service.
• Description is a description of the document.
• Comment is a free-text comment for the document.

5. Open the package's Signers list and fill in, for each signer: First Name, Last Name, Email, and, if SMS authentication is required, Mobile Phone No. Use Order No. to control the signing order.

• Anchor is the text string that indicates where the signer must place their signature.
• No. is the signer number - the number of the customer contact no. in the system.
• Role in Contract defines the signer's role in the contract. 
• First Name and Last Name are copied automatically from the contact card or entered manually.
• Email is the address used to send the document for signing to the signer.
• Order No. defines the signing order of different signers, in ascending order.
• Custom ID is the signer ID in the e-signature service, generated automatically from the Package No.
• Status is the status of the signer. It is updated from the e-signature service after the package is moved to the service. 

6. Choose Send Package. The package is sent to DocuSign; Status and ID (the DocuSign envelope ID) are filled in from the response.

The status changes to Sent.

5. Track Status and Download Signed Documents

1. Choose Update Status on the package card to refresh the signing status from DocuSign. The status can be refreshed at most once every 15 minutes.

2. Once the status matches Status for Signed eSignature, choose Download Documents to retrieve the signed PDFs (and the signing certificate, if enabled). They are attached to the Lease Contract as new documents marked Signed, with Created By = E-Signature.

Downloaded documents appear in the Lease Contract Documents section with the status Signed. Choose Open to preview a downloaded document.

3. If the status matches Status for Declined eSignature, a message notifies you that the signature was declined; the documents cannot be downloaded until a new package is sent.

4. Use Open Package from the Documents tab to jump directly to the package linked to a document.

6. Cancel a Package

On the package card, choose Delete Package to void the envelope in DocuSign. Use this if a package was sent by mistake or is no longer needed.