How to integrate DocuSign with SPIRAL to update SPIRAL information when a contract is completed in DocuSign

Many people using DocuSign may find it cumbersome to manually update information in SPIRAL. Especially when there are many updates, human errors such as input mistakes are likely to occur.

This is where the app integration between DocuSign and SPIRAL using Yoom becomes useful. By automating information updates after contract completion, this integration helps prevent human errors and is expected to improve operational efficiency.
This article introduces how to easily integrate these two tools using Yoom, even without programming knowledge.
Let's reduce manual work and create an environment where you can focus on more important tasks.

Benefits of Integrating DocuSign and SPIRAL

Benefit 1: Streamlining Contract Management

Manually updating information every time a contract is completed is a very time-consuming task. By integrating DocuSign and SPIRAL, customer information is automatically updated upon contract completion, reducing effort and improving contract management efficiency.
Additionally, by adopting this integration, the time previously spent on updating contract information can be allocated to other important tasks.
For example, the sales team might be able to devote more time to acquiring new customers.

Benefit 2: Improving Data Accuracy

For example, in the HR department, which frequently handles contracts, accurate management of contract information is required. However, if this information update is done manually, there is a risk of human error.
Especially when there are multiple contracts, input mistakes are more likely to occur during the processing of that information. By integrating DocuSign and SPIRAL with Yoom, contract information is automatically and accurately updated, which is expected to improve data reliability.
Also, since human errors can be avoided, smooth progress in operations can be anticipated.

From here, we will introduce the setup procedure using Yoom's templates.

[What is Yoom]

How to Create a Workflow for Integrating DocuSign and SPIRAL

This time, we will introduce how to set up the template for "Updating SPIRAL information when a contract is completed in DocuSign." By using this template, you can conveniently automate the process without having to set it up from scratch.

The process consists of only 5 steps, making it easy to set up.

Register DocuSign and SPIRAL in My Apps‍‍
Set up a trigger to activate when an envelope is completed in DocuSign
Set up an action to retrieve information of a specific envelope in DocuSign
Set up an action to update a record in SPIRAL
Verify the automation between DocuSign and SPIRAL

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If you are already using Yoom, please log in.

Step 1: Register DocuSign and SPIRAL in My Apps

First, let's register My Apps to connect DocuSign and SPIRAL to Yoom.

1. Connect DocuSign and Yoom

(1) First, register DocuSign in My Apps.
Open "My Apps" on the left side of the Yoom screen and click "+ New Connection".

(2) Enter "DocuSign" in the search box and click on the search result.

(3) The following screen will be displayed, so enter your registered email address and password to log in to DocuSign.

(4) If the message "Successfully created My App" is displayed as shown in the following screen, the registration of My App is complete.

2. Connect SPIRAL and Yoom

(1) Next, register SPIRAL in My Apps.
Open "My Apps" and search for the app from "+ New Connection" just like with DocuSign.

(2) The following screen will be displayed, so obtain and enter the access token as instructed.
Enter any name for the account name and click "Add".

(3) If the message "Successfully created My App" is displayed as with DocuSign, the registration of My App is complete.

If DocuSign and SPIRAL are displayed in My Apps, the registration is complete.

Once the registration of My Apps is complete, let's start integrating using the following templates!

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

(1) After copying the template, the following screen will be displayed in Yoom. Click "OK" to proceed to the detailed settings.

Alternatively, open "My Projects" in Yoom as shown below and click on the copied template.

(2) The following screen will be displayed, click on "When the envelope is completed" at the top of the flow.

(3) When the following screen is displayed, please check the settings.

"Title" → Can be changed as needed
"Account information linked with DocuSign" → Ensure the account is correct
"Trigger Action" → When the envelope is completed

Once confirmed, click "Next".

(4) The following screen will be displayed, set up the Webhook.
Copy the displayed URL and set it in the DocuSign management screen. For more details, please check here.
After setting, click "Test" to obtain the output if correctly set.

(5) Once confirmed up to this point, click "Save" to complete the app trigger settings.

Step 3: Set up an action to retrieve information for a specific envelope in DocuSign

(1) Next, click on "Retrieve information for a specific envelope" in the second step of the flow.

(2) When the following screen appears, check the settings.

"Title" → Can be changed as needed
"Account information to integrate with DocuSign" → Ensure the account is correct
"Action" → Retrieve information for a specific envelope

(3) When the following screen appears, enter the required fields according to the instructions.
Once the setup is complete, click "Test" and if successful, click "Save".

Step 3: Set up an action to update a record in SPIRAL

(1) Next, click on "Update record" in the third step of the flow.

(2) When the following screen appears, check the settings.

"Title" → Set as desired
"Account information to integrate with SPIRAL (ver.2)" → Ensure it is correct
"Action" → Update record

(3) When the following screen appears, configure the settings.
You can also reference values obtained in previous steps as output.
For more details on output, please see here.

(4) Once the setup is complete, click "Test" and if successful, click "Save".

Step 4: Verify the automation between DocuSign and SPIRAL

Finally, click "Turn on Trigger" to complete the automation setup.
Verify that the flowbot starts correctly.

Flowbot template used this time
Update SPIRAL information when a contract is completed in DocuSign

Other Examples of Automation Using DocuSign and SPIRAL

There are many other examples of automation using DocuSign and SPIRAL at Yoom, so here are a few.
Please utilize the templates according to the business tasks you want to automate or in combination with the apps you are currently using.

1. Generate a PDF from a Google Docs employment contract template using form content and send it via DocuSign
This integration allows an employment contract to be automatically created and sent based on the information entered in the form, eliminating the need for manual creation. Additionally, since the workflow is automated, the time and effort previously spent from contract creation to sending can be allocated to other important tasks.

2. Once the envelope (completion) is finalized in DocuSign, store the file in Microsoft SharePoint
By using this flow, contracts and important documents are automatically stored in SharePoint, reducing the need for manual input and helping to prevent errors and omissions. Additionally, managing and sharing contracts becomes more efficient, allowing the saved time to be allocated to other tasks, which can lead to overall productivity improvement.

3. Grant Garoon or Cybozu Office accounts to employees registered in SPIRAL
With this integration, once an employee is registered in SPIRAL, their account is registered in the cybozu.com common management, and app updates are performed automatically, reducing the workload. By eliminating manual input, the time previously spent on these tasks can be allocated to other duties, leading to more efficient operations.

Summary

By integrating DocuSign and SPIRAL, you can automate the updating of information after contract completion, which is expected to improve the efficiency of contract information updates that were previously done manually.
Additionally, it helps prevent human errors that are common with manual entry, and you can also expect improved data accuracy.
Furthermore, since updated information can be shared quickly, overall productivity may also be enhanced.

By utilizing Yoom, you can easily set up the integration without any coding, making it safe to implement even without technical knowledge.
It is especially recommended for those who want to reduce manual tasks and create an environment where they can focus on more important work.

Please consider this opportunity to explore the integration of DocuSign and SPIRAL.