How to integrate DocuSign with Microsoft Teams to receive notifications in Microsoft Teams when a contract is completed in DocuSign

DocuSign is a convenient tool that allows you to store and manage contract documents online, making them accessible at any time and easy to organize.
However, manually handling notifications and document sending upon contract completion can lead to risks of input errors and delays.
This article explains in detail the benefits of integrating DocuSign with Microsoft Teams and the basic steps for automation settings.

This article is recommended for

The content introduced this time is recommended for the following people!

・Those who are utilizing both DocuSign and Microsoft Teams
・Those aiming to centrally manage the progress of multiple projects and improve work efficiency
・Those who want to simplify workflows and prevent update omissions by integrating DocuSign and Microsoft Teams

Benefits and Examples of Integrating DocuSign and Microsoft Teams

Benefit 1: Quick Grasp of Contract Progress

When a contract is completed in DocuSign, a notification is sent to Microsoft Teams, allowing you to immediately check the contract status.
This eliminates the need for personnel to individually check contract progress, saving manual reporting tasks.
For example, a sales team leader can easily grasp the contract status with new customers, making it easier to decide on the next sales actions.
Also, contract management personnel can manage multiple contracts simultaneously and check progress as needed, reducing the risk of delayed updates or overlooked important actions, thus improving work efficiency.
Especially when multiple contracts are running concurrently, it becomes easier to integrate progress management, contributing to overall project management.

Benefit 2: Smooth Information Sharing

By integrating DocuSign and Microsoft Teams, notifications of contract completion are shared in real-time with stakeholders, facilitating smooth information sharing between departments, including the legal department.
For example, when legal personnel receive a contract completion notification, they can quickly proceed with content confirmation and the next procedures.
Even in cases where collaboration between the sales and legal departments is necessary, real-time notifications may increase effective document verification and risk management.
Furthermore, in processes involving multiple departments, rapid information transmission is expected to smooth communication and lead to work efficiency.

Benefit 3: Efficient Project Progress Management

By implementing a system where notifications are sent to Microsoft Teams upon contract completion in DocuSign, you can aid in project progress management.
For example, when a sales team completes a contract with a customer, the information is automatically notified to leaders and project stakeholders, making it easier to proceed to the next step.
Sales members can easily grasp "when and with which customer the contract was completed," facilitating smooth handover to the customer success team or support team as needed.
Furthermore, if marketing materials need to be created after contract completion, it becomes easier to request the design department or content team at the necessary timing.
Smooth sharing of contract-related information will help ensure the project progresses smoothly.

In this article, we will proceed with integration using Yoom.
If you haven't used it yet, please take a look at Getting Started with Yoom.

[What is Yoom]

How to Create a DocuSign and Microsoft Teams Integration Flow

This time, we will create a flow of [Notify Microsoft Teams when a contract is completed in DocuSign].
This allows contract completion information to be notified to business personnel in real-time, speeding up information sharing and improving work efficiency.

The integration flow is broadly created through the following processes.

・Register My Apps with DocuSign and Microsoft Teams
・Set up a trigger to activate when an envelope is completed in DocuSign
・Configure sending messages to a channel in Microsoft Teams
・Testing and verification

Step 1: My App Integration with DocuSign and Microsoft Teams

First, log in to your Yoom account.
If you do not have an account, please create one on the Yoom account creation page.

1. After logging in, click on My Apps and then click on New Connection.

2. You can search by app name from the red frame. This time, search for and register DocuSign and Microsoft Teams respectively.
Once registration in My Apps is complete, the icons for DocuSign and Microsoft Teams will be displayed, so please check them.

Please note that Microsoft365 (formerly Office365) has a plan for home use and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail. Please check.

For more detailed information about Yoom, please check the Yoom Help Center.

Selecting a Template and Preparing the Storage Location

Please click "Try it" from the link below.

If the following display appears, the template copy was successful.

Step 2: Set a trigger to activate when an envelope is completed in DocuSign

1. First, click on "When an envelope is completed" at the top.

2. You can set the title freely.
Enter the account information to integrate with DocuSign.
Select "When an envelope is completed" as the trigger.
Once you have finished entering, click "Next".

3. Copy the Webhook URL and set it in the management screen.
After setting, conduct a test and save if there are no issues.

Step 3: Set up sending a message to a channel in Microsoft Teams

1. Return to the flow.
Next, click on the icon for "Send a message to a channel".

2. Enter the account information to integrate with Microsoft Teams.
Select "Send a message to a channel" as the action.
Once you have finished entering, click "Next".

3. Enter the team ID, channel ID, and message.
When you click on the input field for team ID and channel ID, suggestions will appear, so make use of them.
Also, when you click on the message editing field, the previously obtained output will be displayed, so use it as needed.
After setting, conduct a test and save if there are no issues.

4. With this, the flow of [Notify Microsoft Teams when a contract is completed in DocuSign] is complete.

Step 4: Test and Confirmation

Once the setup is complete, the following screen will be displayed.
Click the "Turn on trigger" button to activate the flow bot.

By using Yoom's template, you can easily complete the setup without programming knowledge.
Try this convenient flow from the link below.

Other Automation Examples Using DocuSign

There are many other examples of automation using DocuSign in Yoom, so here are a few.

1. A flow that updates information in Google Sheets when a contract is completed in DocuSign.

This flow is recommended for those aiming to focus on important tasks.
When a contract is completed in DocuSign, the sending date and time are automatically recorded in Google Sheets, eliminating the need for manual entry.

2. This is a flow to update Microsoft Excel information once a contract is completed in DocuSign.
Manually updating Microsoft Excel information every time a contract is completed in DocuSign can lead to dependency on specific personnel, making handovers and information sharing within the team potentially inefficient.
By utilizing this flow, you can automatically add the sending date to Microsoft Excel after a contract is completed in DocuSign, which is expected to improve work efficiency.

3. This is a flow for creating and sending contracts using DocuSign with information from the Notion database.
It is a recommended template for those aiming to streamline contract issuance.
By utilizing this template, you can automatically create and send contracts with DocuSign based on information from Notion.

Summary

By integrating DocuSign with Microsoft Teams, you can now automatically receive notifications in Microsoft Teams when a contract is completed in DocuSign.
This allows for quick notifications to the responsible person, which is expected to improve work efficiency.
With Yoom, even beginners can smoothly implement automation. No specialized knowledge is required, and you can easily set it up by following the guide.
There are also plenty of templates available, so please make use of them in your work.