How to integrate DocuSign with Sasuke and update the deal status in Sasuke when a contract is signed in DocuSign
How to Integrate Applications
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2024/12/23
How to integrate DocuSign with Sasuke and update the deal status in Sasuke when a contract is signed in DocuSign
k.ueno
For those responsible for securing contracts, the conclusion of a contract or negotiation is a welcome achievement, but the follow-up afterward is also one of the crucial tasks that significantly influence future relationships with clients. In this context, the integration of DocuSign and Sasuke apps can be an effective means of restructuring the post-contract process to be faster and more reliable. By eliminating the need for manual updates, reducing errors, and enabling accurate data management, it becomes an optimal solution for companies with a high volume of contracts or for managing negotiations involving multiple representatives. This article explains how to set up an automated flow to update Sasuke's negotiation status after a contract is concluded with DocuSign and the benefits of implementing it. By incorporating it into your operations, you can achieve smooth information processing, so please take a look.
Recommended for
Those utilizing DocuSign and Sasuke
Those considering business automation and efficiency
Sales representatives who want to streamline status update tasks
Managers who want to prevent human errors during operations
Those looking to advance the digitalization of the contract process
Benefits and Examples of DocuSign and Sasuke Integration
1. Reduction of Work Time
By integrating DocuSign and Sasuke, you can automatically update the negotiation status of the relevant client within Sasuke when a contract is concluded with DocuSign. For example, in the post-contract process, sales administration members needed to access Sasuke each time, causing a time lag until the task was completed. With the introduction of an automated flow, the need for manual status changes and confirmations is eliminated, leading to an overall speed-up of operations. Sales representatives will be able to quickly move on to the next steps, such as issuing invoices or arranging deliveries.
2. Smooth Execution of Tasks
With automatic updates of negotiation status, stakeholders can easily grasp the latest situation. For instance, sales representatives often need to collaborate not only with their department but also with staff from other departments like finance and logistics, so understanding the negotiation status is directly linked to the overall workflow, and forgetting to update can cause work delays. If the status is automatically updated after a contract is concluded, related departments can easily share progress through Sasuke, helping to avoid work delays and miscommunication issues.
3. Prevention of Human Errors
With the introduction of an automated flow, status changes are made accurately, preventing human errors such as changing the status of the wrong customer. For example, if the accuracy of information is guaranteed, representatives can confidently manage customers and proceed with the next business processes. Moreover, when multiple people manage negotiations, maintaining accurate data facilitates smooth communication with other departments and contributes to improving the quality of subsequent continuous work.
Now, let's create a flow bot using the template "Update Sasuke's negotiation status when a contract is concluded with DocuSign".
[About Yoom]
How to Update Sasuke's Negotiation Status When a Contract is Concluded with DocuSign
It is possible to achieve this by receiving the contract conclusion from DocuSign using DocuSign's API and updating the status of the relevant customer on the Sasuke side using Sasuke's API based on DocuSign's data. Generally, programming knowledge is required to achieve this, but with the no-code tool Yoom, it can be easily realized without programming knowledge.
The work until the completion of the flow proceeds as follows.
Integration of DocuSign and Sasuke My Apps
Copying the template
Setting up DocuSign triggers and extracting relevant data, followed by setting up each operation in Sasuke
Turning the trigger ON
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・Connect DocuSign and Sasuke to My Apps
(1) First, connect DocuSign to My Apps. After logging into your Yoom account, click "My Apps" on the left and search for DocuSign from "New Connection".
(2) Search for the DocuSign app icon and click on it.
(3) You will be redirected to the DocuSign login screen, where you should enter your email address and password to log in.
(4) Choose your preferred authentication method when logging in.
(5) Once authentication is complete, the app connection is complete. The first DocuSign connection is now established.
(6) Next, connect the Sasuke app. Select Sasuke in the same way as registering DocuSign to My Apps.
(7) Enter the "Account Name", "Access Token", and "API Key" for the Sasuke you want to connect, and click [Add].
After clicking, you will be redirected to the My Apps screen of your Yoom account with the two apps added. Now, both apps are connected to your Yoom account.
・Copying Templates
After confirming that the new connection of the target app to your Yoom account is complete, click the icon for "Try this template" below.
The template will be copied, so click the "OK" button.
Move to the "My Projects" screen of your Yoom account and check the template content.
There are 5 setup flows.
・DocuSign Trigger Setup
(1) First, set up the DocuSign app trigger.
From "My Projects" on the left side of your Yoom account screen, click "[Copy] Update Sasuke's Deal Status When a Contract is Concluded with DocuSign".
After clicking, the template content will be displayed as shown in the screen below.
(2) Click the first action "When the envelope is completed" which serves as the trigger.
(3) Enter the account information to be linked and click [Next].
(4) On the next screen, you need to copy the Webhook URL and configure it in the management screen. Follow the annotations to configure it.
(5) After sending the Webhook event or executing the trigger event, click [Test] and if there are no issues, click [Save]. In this step, you can obtain information like the following as output.
(6) Next, click the second action "Retrieve Attachment Information of a Specific Envelope".
(7) Ensure the account information to be linked is entered and click [Next].
(8) On the next screen, check the "Account ID" on the DocuSign side and enter the relevant information. Clicking the input bar for "Envelope ID" allows you to reference the output obtained from the previous step.
(9) After entering the information, click [Test] and if there are no issues, click [Save].
・Check Operation Conditions Setup
(1) Next, click the third action "Extract Data Using Regular Expressions" and check the content.
Data obtained in Yoom can be acquired as output using "Replace" or "Extract" through data conversion operations, and it requires definitions using [Regular Expressions].
For how to set up regular expressions, please check here. For how to set up "Extract Data from Text" and how to write regular expressions, please check this article.
(2) This time, we assume extracting the company name using regular expressions.
Assume the document name is formatted like "Contract_〇〇 Corporation". Therefore, by setting the "Extraction Target" to [List of Document Names] and specifying the "Extraction Location with Regular Expressions" as [(?<=Contract_)(.*)(?=Corporation)], you can extract the string from (Contract_) to (Corporation).
・Example Extraction Result = 〇〇 Corporation
(3) Set the "Extraction Target" and "Specify Extraction Location with Regular Expressions" as needed according to the situation. After confirming the settings or changing them as needed, click [Save].
・Sasuke Setup
(1) Next, click the fourth action "Search Customer Information".
(2) Enter the account information to be linked and click [Next].
(3) On the next screen, set the "Search Keyword". Clicking the input bar allows you to reference the information obtained from the previous step as output, as shown in the screen below. (In this example, set 'Extracted Value'.)
(4) Click [Test] and if there are no issues, click [Save].
(5) Finally, click the fifth action "Modify Customer Information".
(6) Ensure that Sasuke's account information is entered and click [Next].
(7) On the next screen, enter information in fields such as "Customer Number" and "Record Information". You can also reference the output obtained from the previous step as shown below.
This time, we want to set "Extract the company name using regular expressions, search Sasuke's customer information based on the extracted content, and change the customer's deal status", so set "Field Name" to Deal Status and "Value" to Closed to "Modify the Deal Status to Closed". For how to obtain various setting items in Sasuke, please also check this page.
After entering the information, click [Test] and if there are no issues, click [Save]. This completes the setup.
・Turn ON the Trigger
By clicking the red frame part "Turn ON the Trigger" on the screen below, the flow bot will automatically start.
Here is the template used this time
Other Automation Examples Using Sasuke
There are other examples of automation using Sasuke on Yoom, so let me introduce a few.
Update Sasuke's Deal Status When a Contract is Concluded with CloudSign
This is a recommended flow for those who use CloudSign for electronic contract signing. Once the contract is completed, the deal status is automatically updated, eliminating the need for manual input and saving work time. Additionally, as you can always keep track of the latest status information, it may enable quicker decision-making for the entire team.
Update Sasuke's deal status when a contract is signed with GMO Sign
The deal status is automatically updated after the contract is signed, eliminating the need for manual updates and allowing for more efficient business operations. This can also lead to smoother communication across the entire team.
Update Sasuke's deal status when a contract is signed with freee Sign
Automation allows for smooth execution of contract signing and deal status updates. This reduces the risk of manual input errors, thereby enhancing data accuracy.
Summary
By integrating DocuSign and Sasuke as introduced this time, you can automate the process of updating deal statuses, which will speed up the post-contract process and enable smoother sales activities. Additionally, by eliminating manual update tasks, you can reduce the workload on staff and prevent human errors. This automation flow is particularly effective for companies with a high volume of contracts or in deal scenarios involving multiple company representatives.
Please use this article as a reference to experience automation through app integration with Yoom.
The person who wrote this article
k.ueno
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