How to create and send an envelope from a template in DocuSign when a Google Sheet is updated.

Creating contracts involves a lot of important information and is one of the tasks where input errors are not allowed.
By utilizing Yoom and integrating Google Sheets with DocuSign, you can automate the process of creating and sending contracts.
This allows you to reduce manual errors and create an environment where you can focus on important tasks.
This article provides a detailed explanation of how to automate contract creation and document sending tasks without the need for programming.

Recommended for

・Those who want to use Google Sheets for data management and streamline contract creation
・Sales representatives who feel burdened by manual contract creation and sending tasks and are considering automation
・Those who use Google Sheets for managing customer information
・Those who want to streamline routine contract tasks with DocuSign and reduce workload
・IT personnel who want to achieve business automation by linking Google Sheets and DocuSign using API integration

Benefits and Examples of Integrating Google Sheets and DocuSign

1: Reducing Work Time

By implementing this flow, every time Google Sheets is updated, DocuSign automatically creates and sends envelopes (signature requests) based on templates, eliminating the need for manual contract preparation and sending.
For example, you can build a system where the sales team only needs to enter a new customer list into Google Sheets, and the contract is immediately sent to the customer.
This automation may reduce the work time of personnel involved in the contract process, allowing them to focus more on important tasks.

2: Preventing Human Errors

When preparing contracts manually, there may be instances where data entry errors such as names and addresses occur.
By directly linking data from Google Sheets to DocuSign templates, you can minimize input errors and deficiencies.
For instance, by automatically importing information recorded in contracts from Google Sheets, you can prevent input and transcription errors such as incorrect addresses.
You can send the correct content and potentially reduce inquiries and correction tasks from customers or partners.

3: Reducing Burden through Automation of Repetitive Tasks

Automating routine contract tasks that are repeated daily can also lead to a reduction in staff burden.
For example, some organizations regularly send consent forms or contracts.
By utilizing the integration of Google Sheets and DocuSign in such situations, the responsible person no longer needs to manually create documents each time, allowing time to be allocated to other resources, potentially increasing the productivity of the entire department or team.

[What is Yoom]

Now, let's actually create a flowbot using the template "Create and send envelopes from a template in DocuSign when Google Sheets is updated".

How to Create a Flow Integrating Google Sheets and DocuSign

The process to complete the flow will proceed as follows.

・Integrate Google Sheets and DocuSign with My Apps
・Copy the template
・Set triggers in Google Sheets and configure operations in DocuSign
・Turn on the trigger and verify the actual activation

Let's start by establishing a new connection for the apps you want to integrate.

・Integrate Google Sheets and DocuSign with My Apps

(1) First, connect Google Sheets to My Apps.
After logging into your Yoom account, click "My Apps" on the left panel and search for Google Sheets from "New Connection".

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Search for and click on the Google Sheets app icon.

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(2) Click "Sign in with Google" to move to the account selection screen, then choose the account you want to integrate from the right management account.
After selection, proceed to the sign-in screen and complete the authentication.
The first connection to Google Sheets is now complete.

(3) Next, let's connect DocuSign.
Search for the app in the same way as the new connection for Google Sheets.
When the following screen appears, enter your email address and log in.

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Now, both apps are connected to your Yoom account.

・Copy the Template

(1) After confirming that the new connection for the target app is complete in your Yoom account, click the icon for "Try this template" below.

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(2) The template will be copied, so click the "OK" button.
You will be redirected to the "My Projects" screen of your Yoom account, so please check the template content.

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There are two setup flows.

・Google Sheets Trigger Setup

(1) First, set up the Google Sheets app trigger.

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From the "My Projects" on the left side of the Yoom account screen, click "【Copy】Create and send an envelope from a template with DocuSign when Google Sheets is updated".

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After clicking, the template content will be displayed as shown in the screen below.

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(2) Click on the trigger "When a row is updated".

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(3) Enter the account information to be linked and click [Next].
On the next screen, enter information such as "Trigger Interval" and "Spreadsheet ID".

Select any of the following for "Trigger Interval": 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
Note: The trigger interval varies depending on the plan, so please be careful.

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(4) For the "Spreadsheet ID" and "Sheet ID" fields, click the input bar to expand the information obtained from the account as "candidates" as shown in the screen below.
Let's also make use of this information.

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(5) Fill in the other fields as well.
This time, we have set the "Check item in column E" of Google Sheets as the [column to detect updates].
The image is "Activate the flow bot when the check item in column E is updated".

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(6) After entering the information, click [Test], and if there are no problems, click [Save].

In this step, you can obtain information as an output as shown below.
The output information can be referenced and utilized in the subsequent steps, as noted in "This value can be used in other operations."

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・DocuSign Setup

(1) Next, click the second action "Create and send an envelope from a template".

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(2) Enter the account information for the linked DocuSign account and click [Next].

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(3) On the next screen, enter the "Account ID" that can be confirmed from the person icon at the top right of DocuSign.
The "Template ID" can be referenced from the 'candidates' that expand after clicking the input bar.

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(4) For the "Recipient's Email Address" to be entered in the [Recipient] field, you can reference the output obtained from the previous step and set it as shown in the screen below.

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(5) For "Whether to send", select 'Send' from the dropdown.

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(6) After entering the information, click [Test], and if there are no problems, click [Save].
This completes the setup.

・Turn on the Trigger

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By clicking the red-framed "Turn on the Trigger" part of the screen below, the flow bot will automatically start.

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Here is the template used this time

Other Examples of Automation Using Google Sheets

There are other examples of automation using Google Sheets available on Yoom, so here are a few introductions.

Update Google Sheets Information When a Contract is Completed in DocuSign

This flow automatically adds the sending date to the registration information in Google Sheets when a contract is completed in DocuSign.
Automation saves the time previously spent on data entry, allowing the entire team to focus on important tasks.

Add to Google Spreadsheet when the contract is completed with DocuSign

Once the contract is completed with DocuSign, it will be automatically added to the Google Spreadsheet database.
Automation saves the time previously spent on data entry, allowing the entire team to focus on important tasks.

Send an Email with Gmail When a Row is Updated in Google Sheets

This flow is recommended for those who want to automate notifications of additional information in Google Sheets.
When a row is updated in Google Sheets, an email can be automatically sent via Gmail, making it easier to understand the updates and allowing the team to proceed with a unified understanding.

Summary

By integrating Google Sheets and DocuSign, the automation of the process from contract creation to sending can be achieved, which is expected to reduce working time and minimize human errors.
By streamlining recurring contract tasks, staff can focus on other important tasks, potentially increasing overall organizational productivity.

Please take advantage of Yoom to experience automation through app integration.