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DocuSign Integration

Updated

Introduction

This powerful integration empowers users to securely and effortlessly send documents for e-signature, adding a new layer of convenience and efficiency to your Property Management workflow. In this Help Center article, we'll walk through the process of creating a document template that you can securely send for e-signature via DocuSign and LoftyWorks.

Summary

Integrate with DocuSign

To get started, you must first integrate your existing DocuSign account with your LoftyWorks account. Go to Settings > Integrations > DocuSign. You will have the option to Connect an existing account or Sign Up for a new account. 

Important things to note:

  • LoftyWorks users will need to connect their own DocuSign account.
  • Each DocuSign account can only be connected to one (1) LoftyWorks account.
    • This means that if a team utilizes the same DocuSign login credentials, only one member of the team can integrate DocuSign.
    • If another team member integrates the same DocuSign account, using the same login credentials, the original DocuSign integration will be disconnected.
    • For a DocuSign process created for a specific lead, only the user who created it can view it, and other users who have access to the lead cannot view the DocuSign process.
  • DocuSign supports the following document types:
    • DOCUMENT: .doc, .docm,.docx, .dot, .dotm, .dotx, .htm, .html, .msg, .pdf, .rtf, txt, .wpd, .xhtml, .xps.
    • IMAGE: bmp, .gif, .heic, jpg, jpeg, png, tif, tiff
    • PRESENTATION: pot,potx,.pps,.ppt,.pptm,.pptx
    • SPREADSHEET: .csv, .xls, .xlsm, .xlsx

docusign1.png

 

Create a Document Template

The goal of this integration is to create templates once that can be reused many times. To do so, we need to take advantage of Merge Fields. Merge fields will automatically pull information from LoftyWorks into your template without having to rewrite it each time. 

For example, you would start a letter with "Dear $User_FName$" so that the first name would automatically be pulled in without having to change the template. 

 

Merge Fields

It is important to use the merge fields so the document can be reused without having to manually enter details such as rent amount, start date, etc. 

Update your document and replace any specific details with a merge field. 

The merge fields that LoftyWorks recognizes are:

Date: Agent: User:

Property:

Primary Landlord Address:

Contract:
$Today_Date$

$Agent_Business_Name$

$User_Title$

$Property_Address_Line1$

Landlord_Address_Line1$

$Contract_ID$
  $Agent_Address_Line1$

$User_FName$

$Property_Address_Line2$

$Landlord_Address_Line2$

$Contract_Start_Date$
  $Agent_Address_Line2$

$User_LName$

$Property_Address_Line3$

$Landlord_Address_Line3$

$Contract_End_Date$
  $Agent_Address_Line3$  

$Property_Town$

$Landlord_Town$

$Rent_Amount$
  $Agent_Town$  

$Property_PostcodeZip$

$Landlord_PostcodeZip$

$Rent_Period$
  $Agent_PostcodeZip$  

$Property_Country$

 $Landlord_Country$

$Rent_Day$
  $Agent_Country$  

$Primary_Landlord_Title$

  

$Currency$
  $Agent_Telephone$  

$Primary_Landlord_FName$

  

$Deposit_Amount$
  $Agent_Email$  

$Primary_Landlord_LName$

  

$Reservation_Amount$
     

 

  

$Primary_Tenant_Title$
     

 

  

$Primary_Tenant_FName$
     

 

  

$Primary_Tenant_LName$
     

 

  

$Guarantor1_Title$
     

 

  

$Guarantor1_FName$
     

 

  

$Guarantor1_LName$

 

You can find this list in LoftyWorks by going to Settings > Document Templates > Fields.

Docusign2.png

 

Add Fields in DocuSign

Once you have updated your document with merge fields, you will Create it as a Template in DocuSign. 

Docusign 3.png

 

The first step is to upload the document.

 

Next, you will create recipient roles. The Role should align with their role in LoftyWorks. For example, every contract will be managed by a Property Manager. Other roles you might use are:

  • Tenant
  • Guarantor
  • Landlord

We suggest leaving Name and Email blank, unless that person will always be involved in the E-Sign for that document (such as the Property Manager)

 

Last, you will set the default message that will send when you use this template. If you would like to write a custom email for each individual, check the Custom email and language for each recipient box. When you are ready to add the DocuSign Fields, click Next. 

 

Use the Fields to add signature lines, dates, numbers, or any variable data that should be entered by the recipient(s) on DocuSign. 

docusign22.png

 

After you add the Field, click on it and use the Recipient drop-down to define who should sign or enter their information. 

 

doucsign 4.png

 

Once you have finished adding Fields to the DocuSign template, click Save and Close. Your document is now ready to use in LoftyWorks. 

 

Initiate a DocuSign in LoftyWorks

To initiate a DocuSign, navigate to the Property, then Contract, then click on Send to Docusign.

docusign 5.png 

This will open the Send to Docusign window. 

  • Step 1: Select the Template you would like to use
  • Step 2: Upload the File 
  • Step 3: Confirm the contacts
    • LoftyWorks will automatically match the contacts that have been added to the Contract
  • Step 4: Send to DocuSign

 

docusign6.png

 

Questions?

Thank you for taking time to invest in your LoftyWorks learning. We hope you enjoy our best-in-class Property Management software. If you have any questions, comments, concerns, quips, queries, or quandaries, please email support@loftyworks.com.

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