docusign connector · 2017-09-15 · run the docusign retriever service ... it will help you...

Square 9 Softworks Inc. · 127 Church Street · New Haven, CT 06510 (+1) 203-789-0889 email: [email protected]

DocuSign® Connector

Setup and User Guide

127 Church Street, New Haven, CT 06510

O: (203) 789-0889 | E: [email protected] www.square-9.com

mailto:[email protected]

Square 9 Softworks Inc. · 127 Church Street · New Haven, CT 06510

(+1) 203-789-0889 email: [email protected]

DocuSign®Connector

Setup and User Guide

Copyrights, Legal Notices, Trademarks, and Servicemarks

© Copyright 2017 Square 9® Softworks – All rights reserved. No part of this work may be reproduced or transmitted in

any form or by any means whatsoever, without written permission of Square 9 Softworks unless such copying is

expressly permitted by Federal copyright law. For information regarding permissions, contact: Square 9 Softworks Inc.,

127 Church Street, New Haven, CT 06510, USA, [email protected].

September 2017 edition

Publication subject to change without notice, Square 9 Softworks assumes no liability for any damages incurred

directly or indirectly from errors, omissions, or discrepancies between the actual software you install and/or the

contents of this publication or any other accompanying publication.

GlobalSearch, GlobalCapture, and GlobalAction are registered trademarks of Square 9 Softworks. All other products

and devices listed in this document are trademarks or registered trademarks of their respective companies and are

hereby acknowledged.

Microsoft, Windows, Word, Excel, PowerPoint, SQL Server, and Exchange are trademarks and service marks of

Microsoft, Inc., registered in the United States and other countries, and are the property of Microsoft, Inc.

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DocuSign Guide Table of Contents i

Table of Contents

How to Use This Guide ................................................................................................................................................. 1

Purpose .................................................................................................................................................................................................................... 1

Audience .................................................................................................................................................................................................................. 1

Organization ........................................................................................................................................................................................................... 1

Conventions Used in this Guide .................................................................................................................................. 2

Icons .......................................................................................................................................................................................................................... 2

Typographic Conventions ................................................................................................................................................................................. 2

Writing Conventions ........................................................................................................................................................................................... 2

Help and Support ................................................................................................................................................................................................. 2

Introduction to DocuSign ............................................................................................................................................ 3

Overview .................................................................................................................................................................................................................. 3

Set Up DocuSign Access .................................................................................................................................................................................... 3

Set up a DocuSign Template ....................................................................................................................................... 5

Send a GlobalSearch Document for Signature .......................................................................................................... 9

Initial Steps ............................................................................................................................................................................................................. 9

Draw Signature Box Option ............................................................................................................................................................................. 9

Use DocuSign Template Option ................................................................................................................................................................... 10

Process Completed (Signed) Documents ................................................................................................................. 12

Run the DocuSign Retriever Service ........................................................................................................................................................... 12

DocuSign Retriever Configuration File Setup ......................................................................................................................................... 13

Appendix A: Create/Install an SSL Certificate .......................................................................................................... 14

Request a Certificate ......................................................................................................................................................................................... 14

Install the Certificate (2012/IIS 8 and 2012R2/IIS 8.5) ......................................................................................................................... 16

Assign the SSL Certificate to a Web Site ................................................................................................................................................... 17

Install the Certificate (2012/IIS 8 and 2012R2/IIS 8.5) Multiple Certificates using Server Name Indication (SNI) ....... 19

Assign the SSL Certificate to a Web Site ................................................................................................................................................... 21

DocuSign Guide About this Guide 1

How to Use This Guide

Purpose The DocuSign Connector Setup and User Guide provides instructions for using your Square 9 to DocuSign®

connector. It will help you understand the steps needed to connect to and use your secure DocuSign e-

signature service.

Audience GlobalSearch end users that will use DocuSign should read this guide to learn how to send documents to

recipients via DocuSign for secure e-signatures.

GlobalSearch administrators should read this guide to understand the DocuSign features they will need to

configure, implement, and support.

Organization This guide is organized into three sections as follows:

Section I: Conventions Used in this Guide

A quick reference to the meanings of the icons, typographic conventions, and writing

conventions that might appear in this guide.

Section II: Introduction to DocuSign

Overview of what DocuSign is, what it can do, and how GlobalSearch users can integrate with it.

Section III: Use DocuSign with GlobalSearch

Step-by-step instructions for sending a GlobalSearch document for signature via DocuSign.

2 About this Guide DocuSign Guide

Conventions Used in this Guide

Icons Name Icon Description

Behind the Scenes Highlights technical information useful to administrators and installers

Business Case Calls attention to specific examples which demonstrate how features can be used to address business needs

CAUTION Highlights important information to know to avoid situations that could potentially cause a loss of data or

configuration, or could impact performance, functionality, or successful implementation

Example Highlights examples of settings for typical business uses

Note Highlights information of interest or important information needed to successfully accomplish a task or

understand a procedure

Tip Highlights techniques, shortcuts, or productivity tips

Troubleshooting Highlights information or references troubleshooting resources that might prove helpful in solving a problem

Typographic Conventions Convention Description

Bold Highlights interface items such as menus, dialog boxes, settings, and options and highlights text that must be

entered exactly as shown.

Italics Emphasizes text or indicates a placeholder variable which the user should replace with a specific word or symbol

Underlined Blue Points out URL links to external web pages or documents

Fixed Width Font Used for filenames, Windows folder paths, URLs, code samples, and system text

SMALL CAPITAL LETTERS Indicates keyboard keys, such as CTRL+C, ENTER, DELETE, or TAB

Writing Conventions Convention Description

<Username>

Angle brackets enclosing a word or phrase in italics indicates that information must be entered specific to the

installation, configuration, or system. For example, <Username> means to enter a specific username in the

indicated field

> Indicates the need to select an item from a menu. For example, File > Save

Initial Caps Indicates the item referenced is particular to GlobalSearch or a Square 9 product or feature. For example, the Index

Fields selected when creating an Archive

Bullet A dot-shaped bullet indicates an unordered list, which in a procedure indicates either a procedure which is only

one step long or a step or steps which may or may not need to be taken and in no particular order.

Bullet An arrowhead bullet indicates information closely related to a step in a procedure.

Help and Support Support Other Resources

Phone: 203-890-0889, option 2 Forums: forums.square-9.com

Email: [email protected] Square 9 classes: [email protected]

http://forums.square-9.com/



DocuSign Guide Introduction to DocuSign 3

Introduction to DocuSign

Overview Square 9 has partnered with DocuSign for enhanced e-signature support. DocuSign offers a truly unique

signing experience and further extends the power of GlobalSearch’s document routing and workflow

abilities. The addition of DocuSign as an e-signature option expands the possibilities of document

collaboration and workflow even further with applications ranging from contract generation, approval and

archival to sales order approval automation.

After an initial authentication step, GlobalSearch caches the user’s credentials to DocuSign, making sending

documents to the service a quick and seamless process.

1. Users can manually draw a signature box and address the document for distribution to the signer

from within GlobalSearch. Alternately, you can leverage the power of DocuSign Templates to drive

automated multi-stage signing workflows.

2. The Square 9 DocuSign Connector allows you to immediate send a document directly from

GlobalSearch to a recipient. Alternatively, the Square 9 Connector for DocuSign also gives you the

ability to send the document into DocuSign in draft form, where further configuration can be made

prior to sending from within the DocuSign management console.

3. Depending on the configuration of your DocuSign workflow, the document can be routed back to an

internal DocuSign user for counter-signature. The final countersigned agreement is then routed back

to the recipient automatically for their records.

4. When the signature process has been completed, the document is automatically routed back into

the Square 9 platform for archiving. If the Versioning feature is turned on in the target Archive, the

document versions are incremented and maintained. Once a document is posted back into the

system, additional workflows may be triggered, allowing additional business processes to be

triggered from the signing step.

Set Up DocuSign Access Prior to configuring GlobalSearch to work with DocuSign, you need an “Enterprise” DocuSign account. For

details on signing up for a DocuSign account, contact your Square 9 Regional Sales Manager for discounted

pricing options exclusive to Square 9. DocuSign also offers no-cost education for new customers signing up

under the Square 9 program, allowing you to maximize your investment and fully leverage the power of this

tool.

The DocuSign integration is natively available to all GlobalSearch users. Of course, because sending a

document to DocuSign results in an edit operation, only Web Edit and Full user licenses can access the

feature. Additionally, users need Modify Document and Export permissions on an Archive in order to

leverage the feature.

DocuSign Guide Set up a DocuSign Template 5

Set up a DocuSign Template DocuSign templates are used to streamline the signing process. DocuSign administrators, and users with

appropriate permissions, can create templates for common signing applications. Refer to the DocuSign User

Guides (https://www.docusign.com/support/classic/documentation/cdse-user-guide/templates/templates)

for additional help with setting up templates.

1. Log into DocuSign (https://docusign.net).

When your account is created, you need to specify a passphrase to create the account.

2. Click the Manage tab, then, in the column on the left, click My Templates.

DocuSign Manage Page, My Templates

3. In the upper right, click the Actions button, then select New Template.

DocuSign Manage Page, Actions Menu

4. Provide a template name and description.

Template Summary Dialog Box

https://www.docusign.com/support/classic/documentation/cdse-user-guide/templates/templates

https://docusign.net/

6 Set up a DocuSign Template DocuSign Guide

5. Upload a clean version of the document you wish to use of the template.

Documents for Signature Dialog Box

6. In the Recipients and Routing section, create two Roles.

Roles are displayed in the GlobalSearch interface, so they should be clearly named.

a. Click Add Signer, then enter a Role name in the new line.

b. Click Add Signer again.

i. In the Order field in the new line, change the value to 2.

ii. In the Email field, enter your email address.

iii. In the Name field, enter your name.

Recipient and Routing Dialog Box

7. Complete the remaining field on the form with email subject and body text, and complete the

remaining settings appropriately.

Email Message Dialog Box

8. In the lower left, click the Next button.

DocuSign Guide Set up a DocuSign Template 7

9. Draw the necessary signing elements onto your document.

You have the ability to set required properties as well as other control-specific features.

Be careful to set the Role correctly for each element or the signing workflow will not function as

expected.

Drawing Signature Elements

Note that when you place an element on the document, the gear icon on that element allows

you to set the Role to which this element is assigned.

Setting Signature Element Properties

10. In the lower left, click Save when you are finished and the template is ready for use.

With a template saved, you are ready to use it in GlobalSearch. Templates are bound to the

DocuSign account used to log in, so all templates are available for all Archives.

It is generally recommended that you create an Archive with Versioning (not Check In/Check

Out), and include Last Modified Date and Last Modified User System Fields.

8 Set up a DocuSign Template DocuSign Guide

Templates can also be shared among users by exporting them from one DocuSign account and

importing them to another, but you must make sure that the signing rules are forwarding to the

correct email accounts if you do this.

DocuSign Guide Send a GlobalSearch Document for Signature 9

Send a GlobalSearch Document for Signature

Initial Steps 1. Open any document within the GlobalSearch browser client.

2. From the Actions menu in the Document Viewer, choose Send to DocuSign.

Authentication to DocuSign is only required once. Encrypted authentication credentials are

cached by the browser and used for future interactions from GlobalSearch. If you don’t have

credentials stored or the browser cache is cleared, GlobalSearch prompts you for your DocuSign

login credentials.

DocuSign Login

3. Once authentication is complete, in the Send to DocuSign dialog box, choose either Draw

Signature Box or Use DocuSign Template.

Send to DocuSign

Draw Signature Box Option The Draw Signature Box option is used for ad-hoc signing only. Use it to draw a signing region directly on

the document in GlobalSearch. This region is passed into DocuSign as a signature tag on the document.

Once the signing region is drawn on the document, GlobalSearch prompts you for the signer’s details. For

ad-hoc requests, the recipient’s name and email address are required to initiate the transaction.

You can send the document immediately or send it to DocuSign as a draft. If Create Draft is enabled in the

Send to DocuSign dialog box, you have the opportunity to edit what DocuSign refers to as an Envelope in

10 Send a GlobalSearch Document for Signature DocuSign Guide

their management console. By creating a draft, you can further configure the signing process and workflow

bound to this ad-hoc signature request.

Assign a Recipient, Send the Document or a Draft

Use DocuSign Template Option The Use DocuSign Template option is used to streamline the signing process. DocuSign administrators,

and users with appropriate permissions, can create templates for common signing applications. Refer to the

DocuSign User Guides (https://www.docusign.com/support/classic/documentation/cdse-user-

guide/templates/templates) for help with setting up templates.

1. In the Send to DocuSign dialog box, enable the Use DocuSign Template option.

GlobalSearch prompts you to choose a template.

You do not draw any signing regions when using a template. Regions are defined in the template

when it is originally configured.

Choose a Template

2. Select the template appropriate for your document.

Once a template is selected, you are prompted to enter the signer’s details.

This is similar to the action taken if the Draw Signature Box option is chosen.

3. Provide the recipient’s name and email and determine whether you will send the document

immediately or send a draft, which allows for additional configuration.

4. From the Recipient Role drop-down list, select the appropriate role to initiate the signing process.

When using templates, you have the Recipient Role field, not seen when using the Draw

Signature Box options.



DocuSign Guide Send a GlobalSearch Document for Signature 11

The Role is used to initiate the signing process. In multi-step approvals, normally the first Role in

the list begins the signing workflow.

Choose to Send Now or Save as Draft

Once the document is sent to DocuSign, no further action is taken from GlobalSearch until the

signing workflow has been completed and DocuSign acknowledges a completed envelope.

The DocuSign service informs your GlobalSearch server of the signing, the GlobalSearch server

then updates the document in the system with the signed version (which is why we recommend

the Archive be set up with the Versioning feature), and sends you a notification via email.

12 Process Completed (Signed) Documents DocuSign Guide

Process Completed (Signed) Documents

Run the DocuSign Retriever Service To process a document that was sent to DocuSign and has been completed, you use

Square9DocuSignRetriever.exe. This file should be in the \GetSmart folder.

1. Ensure the configuration file reflects the correct configuration. If it doesn’t, make configuration

changes prior to processing completed documents, as shown in the next section.

2. Run the EXE file as an administrator, in order to test that everything is working as expected.

Information Reported by Square9.DocuSignRetrieve.exe

The application polls GlobalSearch, communicates with DocuSign, and updates all documents

that are ready to be updated across all databases.

In a production environment, this process is unattended and automatic, as show in the next step.

A production instance typically requires SSL. See Appendix SA for information on creating SSL

certificates for IIS 8 and IIS 8.5.

3. Enable the DocuSign Retriever Service, if everything worked as expected when run manually.

a. Open Windows Services (Click Start, type services, then select the Services item found, or type

services.msc in a Run dialog box).

b. Navigate to the ssDocuSignRetriever service.

c. Right-click the service and select Properties.

d. In the Properties dialog box, from the Startup type list, select Automatic.

e. Click the Start button to start the service, then click Apply, then OK.

Starting the ssDocuSignRetriever Service

DocuSign Guide Process Completed (Signed) Documents 13

DocuSign Retriever Configuration File Setup To process a document that was sent to DocuSign and has been completed, you use

Square9DocuSignRetriever.exe and its associated configuration file,

Square9DocuSignRetriever.exe.config. These files should be in the \GetSmart folder.

The CONFIG file has two primary components: a Data Source value, and an AuthServer value.

Square9.DocuSignRetriever.exe.config

Data Source: This value must match the SQL instance GlobalSearch is using.

In the sample file above, the instance name is (local)/SQLEXPRESS.

AuthServer: This value is the name of the domain in which GlobalSearch is installed (for a domain

installation) or the name of the computer on which GlobalSearch is installed (for a local installation).

In the sample file above, the name of the computer on which GlobalSearch is installed is S9.

14 Appendix A: Create/Install an SSL Certificate DocuSign Guide

Appendix A: Create/Install an SSL Certificate

Request a Certificate 1. On the computer on which GlobalSearch is installed, click Start, then click on or search for Internet

Information Services (IIS) Manager and open it.

2. In the Internet Information Service (IIS) Manager dialog box, click on the server name.

3. In the center pane, IIS section, double-click Server Certificates.

4. From the Actions pane on the right, click Create Certificate Request.

5. In the Request Certificate wizard, Distinguished Name Properties page, enter the following:

a. Common Name: The name through which the certificate will be accessed (usually the fully

qualified domain name, e.g., www.domain.com or mail.domain.com).

b. Organization: The legally registered name of your organization/company.

c. Organizational unit: The name of your department within the organization (frequently this

entry will be listed as "IT," "Web Security," or is simply left blank).

d. City/locality: The city in which your organization is located.

e. State/province: The state in which your organization is located.

DocuSign Guide Appendix A: Create/Install an SSL Certificate 15

f. Country/region: If needed, you can find your two digit country code in this list.

6. Click Next.

7. In the Request Certificate wizard, Cryptographic Service Provider Properties page, enter the

following:

a. Cryptographic service provider: From the drop-down list, select Microsoft RSA

SChannel..., unless you have a specific cryptographic provider.

b. Bit length: From the drop-down list, select 2048 (or higher).

8. Click Next.

9. In the Request Certificate wizard, File Name page, click the Browse button (the ellipsis, …) and

browse to the location where you want to save the CSR file.

If you just enter a filename without browsing to the location, your CSR will end up in

C:\Windows\System32.

Remember the filename that you choose and the location to which you save it. You will need to

open this file as a text file and copy the entire body of it (including the Begin and End Certificate

https://www.digicert.com/ssl-certificate-country-codes.htm


Request tags) into the online order process when prompted.

10. Click Finish.

After you receive your SSL Certificate from DigiCert, you can install it.

Install the Certificate (2012/IIS 8 and 2012R2/IIS 8.5) 1. On the web server you are securing, open the ZIP file containing your certificate.

2. Save the file named your_domain_name.cer to the desktop of the web server you are securing.

3. Click Start, then click on or search for Internet Information Services (IIS) Manager and open it.




6. From the Actions pane on the right, click Complete Certificate Request.

7. In the Complete Certificate Request wizard, Specify Certificate Authority Response page:

a. Click the Browse button (the ellipsis, …) and browse to the your_domain_name.cer file

provided to you by DigiCert.

b. Enter a friendly name.

The friendly name is not part of the certificate itself, but is used by the server

administrator to easily distinguish the certificate.

c. Choose to place the new certificate in the Personal certificate store.

8. Click OK to install the certificate on the server.

Once the SSL certificate has been successfully installed on the server, you will need to assign that

certificate to the appropriate web site using IIS.

Assign the SSL Certificate to a Web Site 1. Still within the Internet Information Services (IIS) Manager, in the Connections pane on the left,

expand the node of the server to which the certificate was installed.

2. Expand the Sites node and select the web site to be secured with SSL.


3. From the Actions pane on the right, click Bindings.

4. In the Site Bindings dialog box, click Add.

5. In the Add Site Binding dialog box:

a. From the Type drop-down list, select HTTPS.

b. In the IP address field, enter the IP address of the site being secured or All Unassigned.

c. In the Port field, enter the port over which traffic will be secured by SSL (this is usually 443).

d. From the SSL certificate drop-down list, select the certificate that was previously installed.

6. Click OK.


Your SSL certificate is now installed, and the web site configured to accept secure connections.

Install the Certificate (2012/IIS 8 and 2012R2/IIS 8.5)

Multiple Certificates using Server Name Indication (SNI) 1. On the web server you are securing, open the ZIP file containing your certificate.

2. Save the file named your_domain_name.cer to the desktop of the web server you are securing.

3. Click Start, then click on or search for Internet Information Services (IIS) Manager and open it.




6. From the Actions pane on the right, click Complete Certificate Request.

7. In the Complete Certificate Request wizard, Specify Certificate Authority Response page:

a. Click the Browse button (the ellipsis, …) and browse to the your_domain_name.cer file

provided to you by DigiCert.

b. Enter a friendly name.

The friendly name is not part of the certificate itself, but is used by the server

administrator to easily distinguish the certificate.

c. Choose to place the new certificate in the Web Hosting certificate store.

8. Click OK to install the certificate on the server.

Once the SSL certificate has been successfully installed on the server, you will need to assign that

certificate to the appropriate web site using IIS.

Note that there is a known issue in IIS 8 giving the following error: "Failed to remove the

certificate" If this is the same server that you generated the CSR on then, in most cases, the

certificate is actually installed. Simply cancel the dialog and press "F5" to refresh the list of server

certificates. If the new certificate is now in the list, then it did install to the server, but you may

want to check and make sure the certificate is in the Web Hosting certificate store. If not, you can

move it there (see DigiCert’s How to Move Certificate to Another Certificate Store instructions). If

it is not in the list, you will need to reissue your certificate using a new CSR (see DigiCert’s CSR

creation instructions for IIS 8 instructions). After creating a new CSR, login to your DigiCert

account and click the rekey button for your certificate.

https://www.digicert.com/move-certificate-to-another-certificate-store.htm

https://www.digicert.com/csr-creation-microsoft-iis-8.htm

https://www.digicert.com/csr-creation-microsoft-iis-8.htm


Assign the SSL Certificate to a Web Site 1. Still within the Internet Information Services (IIS) Manager, in the Connections pane on the left,

expand the node of the server to which the certificate was installed.

2. Expand the Sites node and select the web site to be secured with SSL.

3. From the Actions pane on the right, click Bindings.

4. In the Site Bindings dialog box, click Add.






d. From the SSL certificate drop-down list, select the certificate that was previously installed.

6. Click OK.

Your first SSL certificate is now installed, and the web site configured to accept secure

connections.

7. Repeat the steps for creating a CSR for the additional site.

8. Install the certificate as instructed above, through step 4.





d. In the Host name field, enter the host name you will be securing and enable Require Server

Name Indication.

This is required for all additional sites (it is not required on the primary site, as shown in

step 5).


e. From the SSL certificate drop-down list, select the certificate that was previously installed.

10. Click OK.

Your second SSL certificate is now installed, and the web site configured to accept secure

connections.

11. Repeat steps 7 through 10 for any other additional sites.