Webinar: Digital Signature Solutions for a Remote Workforce

The COVID-19 public health crisis has forced most companies to employ work-from-home policies that are likely to stay around even after we are given the go-ahead to go back to business-as-usual. This transition has created new challenges for getting every day business and work done, especially for those processes and workflows that require signatures.

There are many Digital Signature solutions that can be neatly integrated with applications like Microsoft Office 365, Infor (Lawson), Perceptive Content / ImageNow, and OnBase by Hyland. In this webinar, RPI Consultants shares our recommended and favorite digital signature solutions and integrations.

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Speaker 1:
Hello, everyone. Thanks for joining me today. We’re going to go ahead and get started with the presentation. I need to share my screen. Okay. Okay. Let me know if you have any trouble hearing me or anything. So, no slide decks to start with today. So, today’s presentation is around exploring some digital signature solutions. I’m going to demonstrate something that I use or have built previously with DocuSign. However, the integration that I’m building is very similar for other types of digital signature applications, and if there’s something specific that you’d like to see for another type of application, please let me know. I’ll do my best to accommodate. Some of these take a little while to build, and I’ve already mocked up some just for this presentation, but I’m certainly happy to try and accommodate.

If you have any questions, please feel free to just throw them into the questions pane in GoToWebinar. I’m happy to take anything and everything. The goal of these webinars, these office hours, are that you help guide where we go, so if there’s something that you would like to see, please just shout it out. If you have any questions about how something works, you want me to dive deeper, please just let me know.

So, before we jump in, the one thing I want to call out is that RPI is hosting a brand new event next week, on Thursday, on the 21st, called VUE, V-U-E, which is Virtual User Exchange. It’s primarily focused around N4, our ERP partner clientele, although we will have a track on my practices, process automation initiatives. So that’s things like leveraging cloud technologies and digital signatures and accounts payable automation, all sorts of things like that. It’s a full day event, so we’ll have sessions running from morning until the end of the day, with a virtual happy hour at the end. So, if you’re interested in that, please visit our website to get signed up, especially our N4 clients, you should absolutely be there.

This is a little bit of an experiment. We’re using a new platform where you can hop between, essentially, different webinars really quickly. I think it’s pretty cool. So, yeah, so check it out. All right, so let’s jump in. So, my goal with this demonstration is to show number one, what a simple digital signature looks like, and number two, how we can leverage other platforms that integrate with digital signatures, namely document repositories or workload platforms such as Perceptive. So, I’m going to be using Perceptive a little bit further on in the demonstration to actually send a document out of Perceptive Content to DocuSign. However, the principles apply very closely to OnBase, to SharePoint, to Kofax, KTM or KTA, or anything where you have the ability to do any sort of extensibility to integrate with outside systems, which is basically everything, can leverage this type of solution.

And so, I’m going to be using DocuSign. I’ve gone to the DocuSign developer page. You do have to create an account, but it’s free. And I’m going to go through, I’m not going to go through every single step of how to set this up because that would take us much longer than an hour, but…so there’s a few things I’m going to gloss over, but I am going to try and give you the highlights. So, when I’m in the REST API, when you’re doing development, you have to get a temporary authentication code. And you can do that by going to this, try it now. And here, there’s an O-OP token generator. And get my access token.

And so, this token right here, it only lasts for eight hours, but you can refresh it as often as you want. You copy this and you’re going to need this later. Now I already have this plugged into my Postman, where I have a few calls set up, but the first one you’ll do just to make sure everything’s working is this DocuSign.com O-OP user info. And in your authorization, you select the token and paste that token that you got in this field and you click send, and what it’s going to do is, it should return something like this if it worked correctly. All right? It’ll tell you. Primarily, this is important because it tells you what your account ID is here, and it tells you what your base URI is.

So, for example, if I messed up one of the characters in here and I sent it, it would return me with an error instead. So then, once you have that information, the most basic thing that you can do inside of, in my mind, is to create an envelope, and an envelope in digital signing is one or more or a collection of documents or images or anything that are going together for signature, so an envelope can be one or more things. In this case, I’m only going to send one document to one person to sign. So back in my API, I’m going to go back to here. I’m going to click on the API reference. I’m going to go to envelopes. And there’s quite a bit here, so it can be a little overwhelming at first, but at the very base level, what we want is just an envelope. There are different types of envelope features and everything else. So, we have envelopes right here and we want to create an envelope.

So, if I click this, it takes me deeper into the documentation. It says, “With this method, you can create and send an envelope with documents, and tabs.” Tabs are fields that need to be filled out. Maybe it’s a signature, maybe it’s a name, maybe it’s an email. Tabs are just anything. Create and send an envelope from a template, create and send an envelope, combination of documents and templates.

So, we’re just going to create a single document and send it up for signing. Now to do that, it’s saying we have four required parameters. Status, email subject, documents, and recipients. Now if I scroll down, it actually has a chunk of code with an example. At the bottom, they have examples. Requesting a single document via email. Perfect.

So, I’m going to just take this whole thing and I’m going to copy it over to my Postman, and we’ll walk through a few of the fields, or we’ll walk through the fields so that you can get an idea what this takes. So, I go to the body, I go to raw, select JSON, paste this in. All right. So, before I fill this out, actually I’m going to switch gears just really briefly. And I want to actually go ahead and set up the document that I want to use to get signed, because you’ll see that here, one of the things that we have to provide inside this call is the actual document itself. We have to give it a name, a file extension, give it an ID. And I have to give it a document, 64. And so, I’m going to explain what this is.

But before I do that, I’m just going to create a simple Word document that’s just mocking up something for signing, and I actually already have that staged. So, I have some beautiful ASCII art of the Mona Lisa, and it says, “This is a legal agreement,” so it has a document title, and then it says you’d buy the Mona Lisa, sign here. And what I’ve done is actually, you can position fields, the tabs, right? The signature fields on this page in a lot of different ways. You can use coordinates to position fields. You can also use anchors, which I think are really the most useful. So I actually have some fields behind this that I’ve changed the text color to be white so it just blends in with the background, but you’ll see that I have signer one, date, signer one, name, and then signer one, sig, right?

And when I convert this to PDF, it retains the text even though you can’t see it. And so, what DocuSign is actually going to do is look for these specific words to place the signing fields onto the document. So, I’m going to change this back to white text, right? Can’t see it. And I’m going to print this to PDF.

Save it on the desktop. Mona Lisa purchase dot PDF. Okay. Perfect. Okay, so I’m going to open up my new document, here’s my PDF. All right. My signature, my hidden fields are there even though I can’t see them. So, I know the name is Mona Lisa purchase dot PDF, it’s a PDF. This document ID is just a sequential numbers, so if you were to include multiple documents inside an envelope, they each have to have a unique document number, so I’m just going to leave this as one. So then here we have email subject, please sign the NDA. I’m going to change this to please sign the agreement.

And now we have a block of recipients. Recipients can be viewers or signers, or I think there’s probably a couple other kinds, but we’re just