Configure Enterprise for Electronic Signatures

You can manage electronic document signatures using Momentus and DocuSign. This requires the purchase of the DocuSign Integration from Momentus. Envelopes must be purchased from DocuSign.

To configure Momentus to use DocuSign, you must first complete configuration within DocuSign. See DocuSign Configuration for information on configuring DocuSign.

Once you configure DocuSign, you can configure Momentus for electronic signatures. To do so, complete the following steps

1. Manage System Features
2. Assign the Access Privilege
3. Configure Electronic Signatures
4. Create Electronic Signature Profiles
5. Assign Word Templates and Crystal Reports for Electronic Signature

After you configure DocuSign and Momentus, you can send documents for electronic signature. See Send Documents for Electronic Signature for more information.

Manage System Features

Access to the electronic signature features within Momentus is controlled by the Electronic Signatures Integration system feature. You need to:

• Assign the administrative user doing the electronic signature set up to both the Administration and General system features for Electronic Signature Integration.
• Assign the users who are using DocuSign to the General system feature for Electronic Signature Integration.

To assign the required system features:

1. Click the System Features link from the Main Menu. The System Features page opens.
2. Select Electronic Signatures Integration from the Module drop-down in the Search criteria section.
3. Click Search. The Administration and General Features display in the results grid.
4. Select the Administration system feature. 
5. Right-click and select Edit. The Edit Feature window opens.
6. Select the Roles tab.
7. Click Manage. The Add Role To Feature window opens.
8. Select the role assigned to the administrator from the Available pane. You should only assign the role for the person acting as the electronic signature administrator to the Electronic Signatures Integration Administration system feature. 
9. Click the single right directional arrow button to move the selected role to the Selected pane.
10. Click Save. You return to the Edit Feature window.
11. Click OK.
12. Select the General system feature.
13. Right-click and select Edit. The Edit Feature window opens.
14. Select the Roles tab.
15. Click Manage. The Add Role To Feature window opens.
16. Select the role(s) assigned to the users who are using electronic signatures from the Available pane. You need to assign the role(s) for any users who are using electronic signatures with Momentus to the General system feature, including the administrator. Use Ctrl+Click to select multiple roles.
17. Click the single right directional arrow button to move the selected role(s) to the Selected pane.
18. Click Save. You return to the Edit Feature window.
19. Click OK.

Assign the Access Privilege

The ability to send documents out of Momentus for an electronic signature is controlled by the Allow Sending Documents for Electronic Signature access privilege. If no roles or users are assigned to this access privilege, then no one can send documents for electronic signatures.

1. Click the Access Privileges link from the Main Menu. The Access Privileges page opens.
2. Select the Allow Sending Documents for Electronic Signature access privilege. You can use the Description search field to find the access privilege.
3. Right-click and select Edit. The Edit Access Privilege window opens.
4. Select the Access Privilege Details tab. 
5. Click Manage. The Assign Access Privileges window opens.
6. Select the role(s) to assign access to electronic signatures from the Available pane. Use Ctrl+Click to select multiple roles.
7. Click the single right directional arrow button to move the role(s) to the Selected pane.
8. Click Save. You return to the Edit Access Privilege window.
9. Click OK.

Configure Electronic Signatures

The Electronic Signatures Configuration connects DocuSign with Momentus.

IMPORTANT: When configuring a DocuSign configuration, you are prompted to have the Environment field and, for Sandbox configurations, the Integrator Key and Client Secret Key fields populated before providing consent. If they are not populated the configuration will not save.

To configure Electronic Signatures in Momentus:

1. Click the Electronic Signatures Configurations link from the Main Menu. The Integration Configurations | Electronic Signatures page opens.
2. Click Add DocuSign Configuration. The Add Integration Configuration window opens.
3. Enter the following information:
   • Description - Name of the configuration.
   • Default – If checked, the configuration will be the default when a profile is not used.
   • Return URL- The URL for your Momentus application
4. Select the Details tab.
5. Enter the following information:
   • Environment:
     • Sandbox- Testing Environment. Envelopes are not sent.
       • If selected, the following fields appear (information acquired when configuring your DocuSign environment):
         • Integrator Key
         • Client Secret Key
     • Production – Envelopes come from Momentus.
     • Production BYOE - Envelopes come from customer’s DocuSign account.
       
       • If Production or Production BYOE environment is selected, Integrator Key and Client Secret Key is not needed and the fields do not display.
6. Click Provide Consent at the top of the window. A browser window opens with a DocuSign Login page.
7. Enter the email address used for the DocuSign user account and click Next. This email must match the email associated with the Momentus user’s User ID.
8. Enter the Password used for the DocuSign user account and click Log In. A message displays confirming the authentication was successful.  If you receive any messages other than a successful one, please contact Momentus Customer Support.
9. Click OK on the message to close the browser window.
10. On the Edit DocuSign Configuration window, click the Account field. 
11. Select your organization.
12. Click OK to save and close the window.
13. In the Integration Configuration results list, select the configuration you just created.
14. Right-click and select the Tools menu.
15. Click Validate Configuration. A Success message appears if the configuration is correct. If you do not receive a success message, verify the user's DocuSign account does not have Two-Step Verification or New Device Verification activated. See DocuSign Configuration for more information.  If you still do not receive a Success message, contact the Momentus Customer Support Team.

Create Electronic Signature Profiles

When a document is sent out of Momentus for electronic signature, the Electronic Signature Profile is used to determine:

• Who the document is sent to
• Where the signer is signing the document
• The email subject and email text
• Reminder settings
• Expiration settings

If no expiration is set, the document automatically expires 120 days after the document is sent for signature.

To create an Electronic Signature Profile:

1. Click the Electronic Signature Profiles link from the Main Menu. The Electronic Signature Profiles screen opens.
2. Click the Add button. The Add Electronic Signature Profile page opens.
3. Enter the following information:
   • Description - Name of the electronic signature profile.
   • Configuration - Configuration created in Electronic Signatures Configuration.
   • Brand - Brand you configured within DocuSign.
   • Subject - Area of Momentus where the electronic signature is used. 
   • Select Email Template - Email template for the signature profile. Selecting an Email Template defaults the Default Subject and Default Body fields.
   • Default Subject - Default email subject when sending the document via email from Momentus
   • Default Body - Default email text when sending the document via email from Momentus.
   • Enable Signing Order - If checked, the recipients must sign the document in a specific order.
4. Expand the Additional Information section.
5. Enter the following information:
   • Enable Reminders - If checked, the document recipient(s) receive reminders to sign the document. Once checked, you can configure the following:
     • Reminder Delay - Number of days before a reminder email is sent to the document recipient(s).
     • Reminder Frequency - How often (in days) a reminder email is sent if the recipient(s) have yet to sign.
   • Enable Expiration - If checked, the document expires after a specified amount of time. If this is not checked, the expiration is set to 120 days by default. Once checked, you can configure the following:
     • Expire After - Number of days after the document is sent for signature before it expires.
     • Expiration Warning - Number of days prior to the document expiration for the recipient(s) to receive an expiration warning.
6. Select the Recipients tab. Recipients are the individuals who the electronic signature envelope are sent to. 
7. Click the Add button. The Add Electronic Signature Profile Recipient window opens.
8. Enter the following information:
   • Description - Name for the recipient. For example, Event Contact or CEO.
   • Role - Select if the recipient is a Signer or a Carbon Copy for the document. The Carbon Copy does not need to sign the document.
   • Account Type - Type of account is receiving the document. The available Account Types are based off the Subject selected on the Electronic Signature Profile. If Specific Person is selected, enter the following information:
     • First Name 
     • Last Name
     • Email
   • Recipient Order - Order the recipient receives the document sent for signature. Only available if Enable Signing Order is checked on the Electronic Signature Profile.
9. Select the Tabs tab. Tabs are the 'tags' or 'fields' that allow a recipient to interact with the document. When the recipient receives the envelope, the document is tabbed according to where the recipient needs to action. 
10. Click the Add button in the Tabs tab. The Add Electronic Signature Profile Recipient Tab window opens.
11. Enter the necessary information:
    • Type - Type of tab the recipient needs to complete.
    • X-Offset - Horizontal shift in pixels of the tab once pasted into the Word Template document or Crystal Report.
    • Y-Offset - Vertical shift in pixels of the tab once pasted into the Word Template document or Crystal Report.
    • Example: The Tab type is Sign Here. If the X-Offset is set to 50 and the Y-Offset is set to 100, the Sign Here tab is 50 pixels to the right and 100 pixels up from where you paste the Anchor Text.
12. Click OK.
13. Repeat steps 10 - 12 to create additional tabs for a recipient. A single recipient can have multiple tabs to take multiple actions on a document such as Initial, Approve, etc.
14. Click OK after you create all tabs.
15. Repeat steps 7-13 to add additional recipients and tabs.
16. Click OK on the Edit Electronic Signature Profile window when all recipients and tabs are added.

Word Templates and Crystal Reports for Electronic Signature

Once you configure your Electronic Signature Profiles, you assign them to a Word Template or Crystal Report. You can only configure each Word Template or Crystal Report to associate with a single Electronic Signature Profile.

Word Template Document

1. Click the appropriate Template Documents link from the Main Menu (Event, Account, etc.).
2. Select the Word Template document for the Electronic Signature Profile.
3. Right-click and select View the view menu.
4. Click Properties. The Template Document Properties window opens.
5. Select the Electronic Signature Profile for the document from the Electronic Signature Profile ID drop-down. You may need to add this field to your window using the Edit Layout link. 
6. Verify the Word Merge check box is checked.
7. Click OK.

Custom Crystal Report

1. Click the Report Master link from the Main Menu. The Report Master page opens.
2. Select the custom Crystal Report for the Electronic Signature Profile.
3. Right-click and select Edit. The Edit Report Master window opens.
4. Select the Electronic Signature Profile for the report from the Electronic Signature Profile ID drop-down. You may need to add this field to your screen using the Edit Layout link. 
5. Click OK.

Insert Recipient Tab(s) into Word Template or Crystal Report

The Recipient Tab(s) in the Word Template or Crystal report tell DocuSign where the Recipient must take action on the document.

Before inserting Recipient Tab(s) into the Word Template or Crystal Report you must:

1. Create the Electronic signature Profile with Recipients and Tabs.
2. Configure the Word Template or Crystal Report for Electronic Signature.
3. You must have the Office Add-in installed and configured to insert the Tab(s) into Word Templates or have Crystal Reports installed to insert the Tab(s) into Crystal Reports.

To insert a Recipient Tab(s) into Word Templates:

1. Click the Electronic Signature Profiles link from the Main Menu. The Electronic Signature Profiles page opens.
2. Right-click on the Electronic Signature Profile that contains the recipient(s) for the document and select Edit. The Edit Electronic Signature Profile window opens.
3. Select the Recipients tab in the window.
4. Select the recipient for the DocuSign tab.
5. Right-click and select Edit. The Edit Electronic Signature Profile Recipient window opens.
6. Select the Tabs tab.
7. Right-click on a tab and select Copy Anchor Text. You can show the Anchor Text column to see the Anchor Text.
8. Click the appropriate Template Documents link from the Main Menu (Event, Account, etc.).
9. Select the Word Template document which needs the Recipient Tab added. The document must have the Word Merge check box checked.
10. Right-click and select Edit. The document opens in Microsoft Word.
11. Paste the Anchor Text into the Word Template where the recipient needs to sign, initial, date, etc.
12. Change the color of the Anchor Text to white.
13. Close Word.  The Save to Ungerboeck Closing Window displays.
14. Click Save and Check In to Ungerboeck.

To insert a Recipient Tab(s) into a custom Crystal Report:

1. Click the Electronic Signature Profiles link from the Main Menu. The Electronic Signature Profiles page opens.
2. Right-click on the Electronic Signature Profile that contains the recipient(s) for the document and select Edit. The Edit Electronic Signature Profile window opens.
3. Select the Recipients tab.
4. Select the recipient for the DocuSign tab.
5. Right-click and select Edit. The Edit Electronic Signature Profile Recipient window opens.
6. Select the Tabs tab.
7. Right-click on a tab and select Copy Anchor Text. You can show the Anchor Text column to see the Anchor Text.
8. Open the report in Crystal Reports.
9. Select the Insert tab and click Text Object.
10. Draw the Text Object where you would like to paste your Anchor Text.
11. Paste the Anchor Text into the Text Object.
12. Format the text color to white.
13. Save the report.
14. Import the report into Momentus.

If you are importing a new report into Enterprise, refer to the previous section to assign the Electronic Signature Profile ID to the report.