docusign integration user guide - cvent

DocuSign Integration User Guide

Cvent, Inc1765 Greensboro Station PlaceMcLean, VA 22102www.cvent.com

2018

http://www.cvent.com

2©2018 Cvent, Inc.

ContentsDocuSign Integration User Guide ................................................................................................................................................................................. 3

Enabling DocuSign Integration for Your Account ............................................................................................................................................. 4Setting Up the DocuSign Integration in Cvent .................................................................................................................................................. 4

Adding Your API Account ID ........................................................................................................................................................................... 5Setting Up the DocuSign Integration in DocuSign ........................................................................................................................................... 6

Adding Document Custom Fields ................................................................................................................................................................. 6Creating Templates ............................................................................................................................................................................................7

Using the DocuSign Integration in Cvent ........................................................................................................................................................... 9Accessing Your Contract Templates............................................................................................................................................................. 9Selecting a Contract Template ......................................................................................................................................................................10Reviewing and Sending the Contract in DocuSign..................................................................................................................................11

Viewing Your DocuSign Documents in Cvent ..................................................................................................................................................13Appendix A: Available Data Tags in DocuSign ................................................................................................................................................14

3©2018 Cvent, Inc.

DocuSign Integration User GuideWelcome to the DocuSign Integration User Guide!

In this user guide, you will learn the basic steps to setting up DocuSign integration within your account.

With DocuSign integration, you can do the following:

• Connect your DocuSign account with your Cvent account• Initiate contracts in Cvent and populate contract details from RFP information in Cvent• Automatically save all DocuSigned agreements back to Cvent

For more information, contact your account administrator.

4©2018 Cvent, Inc.

Enabling DocuSign Integration for Your AccountBefore setting up the DocuSign integration, it needs to be enabled for your Cvent account. To do this, contact your account administrator.

Once DocuSign integration is turned on for your account, the DocuSign Integration section link will appear in Admin > Integrations.

Setting Up the DocuSign Integration in CventTo set up the integration between Cvent and DocuSign, you need to add your API Account ID make sure the logged-in user is an administrator or has full access to Account Integrations and User Management. You can update the access level of the permissions here: Admin > Users > Manage > User Roles.

NOTETo find your API Account ID, log in to your

DocuSign account and go to Admin > Integrations > API and Keys.

5©2018 Cvent, Inc.

Adding Your API Account IDAdmin > Integrations > Integrations > DocuSign Integration

To do this:1. Click Edit.2. Enter your API Account ID. 3. Select whether contracts must be reviewed in DocuSign before sending. To bypass DocuSign and send

your contract directly from Cvent, select No and continue to page 6.• If Yes, the user will be directed to send the contract through DocuSign. This provides more flexibility

to preview the contract before sending and making modifications.4. Click Save. Now Cvent and DocuSign are connected and Cvent can populate the templates from

DocuSign in the Suppliers tab.

6©2018 Cvent, Inc.

Setting Up the DocuSign Integration in DocuSignTo set up the integration between DocuSign and Cvent, you need to have an account in DocuSign.

NOTETo create templates and add standard and custom fields, you need to be a Docusign Admin.

Adding Document Custom FieldsThe DocuSign Admin needs to add the list of Cvent data tags as custom document fields to your DocuSign account, then you can add them to your contract template to populate content from Cvent.

To do this, click your profile picture in the right-hand corner and select Go to Admin.

Under Signing and Sending, select Document Custom Fields and click Add Field. Use the DocuSign data tags on page 14. Enter the DocuSign Data Tag in the Name field and select Text Field as the Type. Then click Save.

7©2018 Cvent, Inc.

Creating TemplatesTo use the DocuSign integration, you must have at least one template in your DocuSign account. If you do not have any templates set up, contact your account administrator.

To create a template:1. Log in to your DocuSign account and go to the Templates tab.2. Click New and then select Create Template.3. Enter the template name and description.4. Under Add Documents to the Envelope, click Upload to add a document.5. Under Add Recipients to the Envelope, select whether to set a signing order, then add recipients. The

signing order determines the order recipients receive the document. The recipient listed first should be the person assigned the data tags when adding them to the template. For more information on adding data tags to your template, go to page 8.

TIPWe suggest setting up the following two roles:

• Signer 1: Reviewer (This populates from the RFP Key Contact)

• Signer 2: Vendor (This populates from the Proposal Key Contact)

TIP

Set the signing order. Set the Reviewer to sign first, so the other recipients do not receive the contract until the Reviewer has signed it. Then set the remaining recipients to receive it in order or to receive it at the same time. To set recipients to sign at the same time, make sure their number is the same.

6. Under Message to All Recipients, select whether to send a custom email and language for each recipient.

7. Click Next to add standard and custom fields to the contract template.

8©2018 Cvent, Inc.

Adding Standard and Custom Fields to a TemplateYou can add standard and custom fields by dragging and dropping them onto your template.

Standard and custom fields must be assigned to a specific role and each data tag can only be assigned to a single role. Each data tag will automatically be assigned to the role that is listed in the signing position one on the template envelope. The data tag will not populate to the other signers until the allocated role has received and signed the document.

You will not need to change the data tag role allocation on the template except in rare cases.

9©2018 Cvent, Inc.

Using the DocuSign Integration in CventTo use the Integration in Cvent, a DocuSign Admin needs to create templates in DocuSign. For more information, contact your account administrator.

Accessing Your Contract TemplatesSuppliers > Manage RFPs > RFP Selection > Awarded & Contracted Details

On the DocuSign Integration tab, click Log In to DocuSign. You will be taken to DocuSign where you will need to log into your account.

NOTEThe first time you log into DocuSign, you will

need to accept the DocuSign terms of service and privacy policies.

10©2018 Cvent, Inc.

Selecting a Contract TemplateSuppliers > Manage RFPs > RFP Selection > Awarded & Contracted Details

Once you have logged into your account, you will be taken back to Cvent where you can select a template. Your envelope details will pre-populate.

You can modify the email subject and add additional recipients. You can also, add your guest room grid or meeting space grid as an additional document on the contract and modify the name of the grid.

If your account is set up to go to DocuSign, click Create Envelope. You will be prompted to go to DocuSign to review and send your contract.

If your account is not set up to go to DocuSign, click Send Contract to send your contract.

NOTE You will only see the templates you created or have access to.


Reviewing and Sending the Contract in DocuSignYou can add documents, recipients, envelope custom fields, and message all recipients.

Adding Documents to the EnvelopeIf applicable, you can add documents to the end of the envelope like Terms and Conditions.

Adding Recipients to the EnvelopeYou can add recipients to receive this envelope and set the signing order. If you do not set a signing order all users will receive the contract at the same time and your data tags will not populate.


Adding Envelope Custom FieldsLeave this blank.

Messaging All RecipientsYou can customize the email sent to each recipient.

Once you have finished customizing the email, click Next at the top of the page to sign the contract.

Standard and Custom FieldsReview the contract with the populated RFP information. You can make any necessary modifications to the information in the custom fields.

If applicable, you can add standard and custom fields to the contract. If you do not see any custom fields by default, contact your account administrator. They will need to add the Cvent data tags as custom fields.

When finished, click Send at the top of the page. Once sent, you can view the status of the contract in DocuSign or Cvent.


Viewing Your DocuSign Documents in CventOnce the final recipient signs the document, it will be saved in both DocuSign and in Cvent.

In Cvent, go to Suppliers > Manage RFPs > Awarded & Contracted Details and on the DocuSign tab you will see the name of the contract, the date it was initiated, and the status it is in. Click the name of the document to view it.

The contract will also be saved in Suppliers > Manage RFPs > Awarded & Contracted Details and on the Contract Information tab, you will see the name of the contract under the Attachments section.


Appendix A: Available Data Tags in DocuSignDocuSign Data Tag Cvent FieldRFP-NAME RFP Name

RFP-RESPONSE-AWARDED-EVENT-START-DATE Awarded Event Start Date from the Awarded & Contracted Details page

RFP-RESPONSE-AWARDED-EVENT-END-DATE Awarded Event End Date from the Awarded & Contracted Details page

VENUE-NAME Supplier Name

VENUE-ADDRESS Supplier Address:Address 1Address 2City, State Postal Code, Country

PROPOSAL-CONTACT-NAME Key Contact on the Proposal

PROPOSAL-CONTACT-TITLE Key Contact Title on the Proposal

PROPOSAL-CONTACT-EMAIL Key Contact Email Address on the Proposal

PROPOSAL-CONTACT-PHONE Key Contact Phone Number on the Proposal

PROPOSAL-CONTACT-MOBILE Key Contact Mobile Phone Number on the Proposal

RFP-CONTACT-NAME Key Contact on the RFP

RFP-CONTACT-EMAIL Key Contact Email Address on the RFP

FOOD-AND-BEVERAGE-MINIMUM Additional Item: Food and Beverage Minimum value from the latest snapshot in the Cost Summary. If you do not have a Cost Summary for this venue, this data tag will not populate.

AVERAGE-DAILY-RATE Additional Item: Average Daily Rate (ADR) value from the latest snapshot in the Cost Summary. If you do not have a Cost Summary for this venue, this data tag will not populate.

TOTAL-ATTENDEES Additional Item: Total Attendees value from the latest snapshot in the Cost Summary. If you do not have a Cost Summary for this venue, this data tag will not populate.

TOTAL-SLEEPING_ROOMS Additional Item: Total Room Nights value from the latest snapshot in the Cost Summary. If you do not have a Cost Summary for this venue, this data tag will not populate.

CONTRACTED-SLEEPING-ROOM-TOTAL-SINGLE Total quantity of single rooms on the Awarded & Contracted Details page

CONTRACTED-SLEEPING-ROOM-TOTAL-DOUBLE Total quantity of double rooms on the Awarded & Contracted Details page

CONTRACTED-SLEEPING-ROOM-TOTAL-ROH Total quantity of Run of House (ROH) rooms on the Awarded & Contracted Details page

CONTRACTED-SLEEPING-ROOM-TOTAL-SUITE Total quantity of suite rooms on the Awarded & Contracted Details page

CONTRACTED-SLEEPING-ROOM-TOTAL-STAFF Total quantity of staff rooms on the Awarded & Contracted Details page

CONTRACTED-SLEEPING-ROOM-ADR-SINGLE Average Daily Rate of all Single rooms on the Awarded & Contracted Details page

CONTRACTED-SLEEPING-ROOM-ADR-DOUBLE Average Daily Rate of all double rooms on the Awarded & Contracted Details page

CONTRACTED-SLEEPING-ROOM-ADR-ROH Average Daily Rate of all Run of House (ROH) rooms on the Awarded & Contracted Details page


CONTRACTED-SLEEPING-ROOM-ADR-SUITE Average Daily Rate of all suite rooms on the Awarded & Contracted Details page

CONTRACTED-SLEEPING-ROOM-ADR-STAFF Average Daily Rate of all staff rooms on the Awarded & Contracted Details page

SERVICE-CHARGE Proposal Service Charge. If Revisions were made to the Proposal value, then we will display the revised value.

PACKAGE-PRICING-AVERAGE-DDR Average of all Daily Delegate Rate pricing on the Proposal

PACKAGE-PRICING-AVERAGE-HALF-DDR Average of all Half Daily Delegate Rate pricing on the Proposal

PACKAGE-PRICING-AVERAGE-TWENTY-FOUR-HOUR-RATE Average of all 24-Hour Rate pricing on the Proposal

PACKAGE-PRICING-AVERAGE-ALL-INCLUSIVE Average of all All Inclusive pricing on the Proposal

PACKAGE-PRICING-AVERAGE-CMP Average of all Complete Meeting Package pricing on the Proposal

PACKAGE-PRICING-AVERAGE-DMP Average of all Daily Meeting Package pricing on the Proposal

PACKAGE-PRICING-AVERAGE-HALF-DMP Average of all Half Daily Meeting Package pricing on the Proposal

PACKAGE-PRICING-AVERAGE-MMP Average of all Modified Meeting Package pricing on the Proposal

NSO-CONTACTS Lists all NSO contacts included on the RFP for this venue

ORGANIZATION-COUNTRY Organization Country field from the Organization Profile on an RFP

CONTRACTED-FOOD-AND-BEVERAGE-MIN Food and Beverage Minimum on the Awarded & Contracted Details page

CONTRACTED-COMMISSION-RATE Commission Rate on the Awarded & Contracted Details page

ORGANIZATION-NAME Organization Name from the Organization Profile on an RFP

ORGANIZATION-ADDRESS Address from the Organizational Profile on an RFP. The formatting will look like this:Organization Address 1, 2 & 3City, State, Postal CodeCountry