DocuWare works together with DocuSign as a trust service provider to sign documents within a workflow.
To configure the signature, DocuSign offers a range of service methods, each with its own specific parameters. A separate service method is stored in the Workflow Configuration for each signature.
The service methods provide the following functions, among others:
Signing a document in several places, for example in contracts
Signing several clipped files within a single DocuWare document. This is useful, for example, when a standard confidentiality agreement is to be signed together with a contract.
Setting a deadline for signing
DocuWare Signature Service
A prerequisite for signing documents in a workflow is that the DocuWare Signature Service is stored in the workflow via a Web Service activity.
Remote signing with DocuSign
Procedure: For a person to sign a document, their name, email address and an SMS-capable phone number must be known. This information is passed from the workflow to DocuSign to request a signature. The signer receives an email containing the link to the document. Depending on the authentication method, the signer can then trigger the signature.
The following service methods are all remote signatures and have the security level “advanced” - AES.
For these methods, the signer does not need to register with DocuSign.
The following methods are available for remote signing with DocuSign:
AddNewDocumentRemote
This method sends one file of a document for signing by one person. The signature is placed at one position.
AddNewDocumentMultiSigners
This method sends one file of a document for signing by several people. The signatures are placed at several positions.
AddNewDocumentMultiPositionsRemote
This method sends one file of a document for signing by one person. The signature is placed at several positions.
AddNewClippedDocument
This method sends several files of a document for signing by one person. The signature is placed at several positions.
Method | Description | Files | Signers | Signature positions |
|---|---|---|---|---|
AddNewDocumentRemote | This method sends one file of a document for signing by one person. The signature is placed at one position. | 1 | 1 | 1 |
AddNewDocumentMultiSigners | This method sends one file of a document for signing by several people. The signatures are placed at several positions. | 1 | several | several |
AddNewDocumentMultiPositionsRemote | This method sends one file of a document for signing by one person. The signature is placed at several positions. | 1 | 1 | several |
AddNewClippedDocument | This method sends several files of a document for signing by one person. The signature is placed at several positions. | several | 1 | several |
AddNewDocumentRemote
This method sends one file of a document for signing by one person. The signature is placed at one position.
Parameters must be specified. Exceptions are marked as "optional".
Parameter name | Category | Workflow variable type | Description | Values |
Token (string) | General | Text | The workflow uses the token to authenticate itself with the Signature Service. The token is created when the Signature Service is registered and is sent by email. | |
DateSignedFieldName (string) | Fields | Text | Specifies an index field into which the signing date is entered. It can be a text, date or date/time field. If the field is a text field, the date is entered in UTC and displayed in DocuWare. We recommend using a field of type Date or Date/Time so that the date and time are displayed in the local time zone and local format. | |
StatusFieldName (string) | Fields | Text | Specifies an index field into which the status of a signature is entered. It is filled with "SuccessStatusValue" or "FailureStatusValue". This field is ideal for letting the workflow continue after the signature. | |
SuccessStatusValue (string) | Fields | Text | The value that is set in the index field defined in "StatusFieldName" after a successful signature. | |
FailureStatusValue (string) | Fields | Text | The value that is set in the index field defined in "StatusFieldName" after a failed signature. | |
RejectionReasonFieldName (string) Optional | Fields | Text | Specifies an index field into which the rejection reason is entered when a signer has declined the signature. | |
DaysBeforeExpiration (int) | Process | Integer | A value of >0 sets a deadline in days for signing. If the deadline is exceeded, the document is considered declined and is no longer available for signing. | |
PostSigningAction (string) | Process | Text | Specifies how the signed document is saved in DocuWare. The original document can either be overwritten, or the signed document can be clipped to the front or back of the original document. |
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IncludeReport (boolean) optional | Process | String | Specifies whether, in addition to the signed document, a report containing information about the signer and the signing process is attached to the document. This report is a separate PDF file. |
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ReportLanguage (string) Mandatory for IncludeReport = True | Process | Text | For “IncludeReport = True", specifies the language in which the report is generated and attached. | de, en. es, fr, it, ja, ko, nl, pt, pt_BR, ru, zh_CH,zh_TW |
IncludeDateSigned (boolean) optional | Process | String | Specifies whether the signing date is included in the document. The parameters for the position of the signing date are then mandatory. |
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RecipientAuthenticationType (string) | Process | Text | Specifies which authentication is required in DocuSign |
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FileCabinetId (string) | Document | Text | Specifies, by GUID, the file cabinet in which the document to be signed is stored. The GUID is shown in the file cabinet administration. | |
DocId (int) | Document | Integer | Specifies the document to be signed by its DocID. | |
SectionNumber (int) | Position | Integer | Specifies the file (section) of a clipped document that is to be signed. |
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PageNumber (int) | Position | Integer | Specifies the page number in the document on which the signature is placed. If an anchor text is used, the parameter specifies the page from which the anchor text is searched for. | |
AnchorText (string) | Position | Text | Specifies a text that is used as a reference point for the signature position. If no value is specified, the reference point is the top left corner of the page. | |
AnchorTextOccurrence (int) | Position | Integer | If the anchor text occurs several times in the document, this parameter specifies which occurrence is used to calculate the position. |
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PositionX (int) | Position | Integer | Specifies the horizontal position of the signature. The reference line is the left page margin or (when an anchor text is used) the left edge of the text found. Positive numbers are to the right and negative numbers to the left of the reference line. Values are given in millimeters. | |
PositionY (int) | Position | Integer | Specifies the vertical position of the signature. The reference line is the top page margin or (when an anchor text is used) the top edge of the text found. Positive numbers are below and negative numbers above the reference line. Values are given in millimeters. | |
DateSignedPageNumber (int) optional | Position | Integer | Specifies the page number in the document on which the date is placed. If an anchor text is used, the parameter specifies the page from which the anchor text is searched for. |
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DateSignedAnchorText (string) optional | Position | String | Specifies a text that is used as a reference point for the date position. If no value is specified, the reference point is the top left corner of the page. | |
DateSignedAnchorTextOccurrence (int) optional | Position | Integer | If the anchor text occurs several times in the document, this parameter specifies which occurrence is used to calculate the position. |
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DateSignedPositionX (int) | Position | Integer | Specifies the horizontal position of the date. The reference line is the left page margin or (when an anchor text is used) the left edge of the text found. Positive numbers are to the right and negative numbers to the left of the reference line. Values are given in millimeters. | |
DateSignedPositionY (int) | Position | Integer | Specifies the vertical position of the date. The reference line is the top page margin or (when an anchor text is used) the top edge of the text found. Positive numbers are below and negative numbers above the reference line. Values are given in millimeters. | |
SignerName (string) | Signer | Text | Specifies the name of the signing user. | |
SignerEmail (string) | Signer | Text | Specifies the email address of the signing user. | |
PhoneNumber (string) | Signer | String | Specifies the signer's phone number for two-factor authentication. The phone number must be able to receive SMS messages and must be given in international phone number format (e.g. +18455639045). | |
RecipientMayProvideNumber (Boolean) Mandatory for RecipientAuthenticationType = Phone or SMS | Signer | Text | Specifies whether the signer can enter the phone number for two-factor authentication themselves. |
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AccessCode (string) Mandatory for RecipientAuthenticationType = Access Code | Signer | Text | Specifies an access code for signing the document. The access code must be communicated to the signer through a separate communication channel. Required when the authentication type is "AccessCode". | |
EmailSubject (string) | Signer | Text | Specifies the subject of the notification email. | |
EmailMessage (string) | Signer | Text | Specifies a text that is shown in the body of the notification email. |
AddNewDocumentMultiSigners
This method sends one file of a document for signing by several people. The signatures are placed at several positions.
The information about the signers and the signature positions in the document is contained in a list with separators. The separator is defined by a dedicated parameter.
In the examples in the table, the comma is used as the separator (see the MultiValueSeparator parameter).
In the list parameters, the order and the number of values separated by “MultiValueSeparator” must be identical.
The file cabinet is updated after all people have processed the document.
Parameters must be specified. Exceptions are marked as "optional".
Parameter name | Category | Workflow variable type | Description | Values |
Token (string) | General | Text | The workflow uses the token to authenticate itself with the Signature Service. The token is created when the Signature Service is registered and is sent by email. | |
DateSignedFieldName (string) | Fields | Text | Specifies an index field into which the signing date is entered. It can be a text, date or date/time field. If the field is a text field, the date is entered in UTC and displayed in DocuWare. We recommend using a field of type Date or Date/Time so that the date and time are displayed in the local time zone and local format. | |
StatusFieldName (string) | Fields | Text | Specifies an index field into which the status of a signature is entered. It is filled with "SuccessStatusValue" or "FailureStatusValue". This field is ideal for letting the workflow continue after the signature. | |
SuccessStatusValue (string) | Fields | Text | The value that is set in the index field defined in "StatusFieldName" after a successful signature. | |
FailureStatusValue (string) | Fields | Text | The value that is set in the index field defined in "StatusFieldName" after a failed signature. | |
RejectionReasonFieldName (string) Optional | Fields | Text | Specifies an index field into which the rejection reason is entered when a signer has declined the signature. | |
DaysBeforeExpiration (int) | Process | Integer | A value of >0 sets a deadline in days for signing. If the deadline is exceeded, the document is considered declined and is no longer available for signing. | |
PostSigningAction (string) | Process | Text | Specifies how the signed document is saved in DocuWare. The original document can either be overwritten, or the signed document can be clipped to the front or back of the original document. |
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IncludeReport (boolean) optional | Process | String | Specifies whether, in addition to the signed document, a report containing information about the signer and the signing process is attached to the document. This report is a separate PDF file. |
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ReportLanguage (string) Mandatory for IncludeReport = True | Process | Text | For “IncludeReport = True", specifies the language in which the report is generated and attached. | de, en. es, fr, it, ja, ko, nl, pt, pt_BR, ru, zh_CH,zh_TW |
IncludeDateSigned (boolean) optional | Process | String | Specifies whether the signing date is included in the document. The parameters for the position of the signing date are then mandatory. |
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RecipientAuthenticationType (string) | Process | Text | Specifies which authentication is required in DocuSign |
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MultiValueSeparator (string)) | Process | Text | Specifies how multiple values within a parameter are separated from one another. Common separators are a comma, a caret ^ or a vertical bar | | |
MultiSignerCount (int) | Process | Text | Number of signers | |
OrderedSignature (bool) | Process | Text | Specifies whether the signers are notified in a defined order or simultaneously. The document in the DocuWare file cabinet is only updated once all signers have signed the document. | |
FileCabinetId (string) | Document | Text | Specifies, by GUID, the file cabinet in which the document to be signed is stored. The GUID is shown in the file cabinet administration. | |
DocId (int) | Document | Integer | Specifies the document to be signed by its DocID. | |
SectionNumber (int) | Position | Integer | Specifies the file (section) of a clipped document that is to be signed. |
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MultiPageNumber (string) | Position | Text | List of several "PageNumber" values separated by "MultiValueSeparator". | |
MultiAnchorText (string) | Position | Text | List of several "AnchorText" values separated by "MultiValueSeparator". | |
MultiAnchorTextOccurrence (string) | Position | Text | List of several "AnchorTextOccurence" values separated by "MultiValueSeparator". | |
MultiPositionX (string) | Text | List of several "PositionX" values separated by "MultiValueSeparator". | ||
MultiPositionY (string) | Text | List of several "PositionY" values separated by "MultiValueSeparator". | ||
MultiDateSignedPageNumber (string) | Text | List of several "DateSignedPageNumber" values separated by "MultiValueSeparator". | ||
MultiDateSignedAnchorText (string) | Text | List of several "DateSignedAnchorText" values separated by "MultiValueSeparator". | ||
MultiDateSignedAnchorTextOccurrence (string) | Text | List of several "DateSignedAnchorTextOccurence" values separated by "MultiValueSeparator". | ||
MultiDateSignedPositionX (string) | Text | List of several "DateSignedPositionX" values separated by "MultiValueSeparator". | ||
MultiDateSignedPositionY (string) | Text | List of several "DateSignedPositionY" values separated by "MultiValueSeparator". | ||
MultiSignerName (string) | Text | List of several "SignerName" values separated by "MultiValueSeparator". | ||
MultiSignerEmail (string) | Text | List of several "SignerEmail" values separated by "MultiValueSeparator". | ||
MultiSignerPhoneNumber (string) | Text | List of several "PhoneNumber" values separated by "MultiValueSeparator". | ||
RecipientMayProvideNumber (Boolean) Mandatory for RecipientAuthenticationType = Phone or SMS | String | Specifies whether the signer can enter the phone number for two-factor authentication themselves. |
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AccessCode (string) | Signer | Text | Specifies an access code for signing the document. The access code must be communicated to the signer through a separate communication channel. Required when the authentication type is "AccessCode". | |
EmailSubject (string) | Text | Specifies the subject of the notification email. | ||
EmailMessage (string) | Text | Specifies a text that is shown in the body of the notification email. |
AddNewDocumentMultiPositionsRemote
This method sends one file of a document for signing by one person. The signatures are placed at several positions.
The information about the signers and the signature positions in the document is contained in a list with separators. The separator is defined by a dedicated parameter.
In the examples in the table, the comma is used as the separator (see the MultiValueSeparator parameter).
In the list parameters, the order and the number of values separated by “MultiValueSeparator” must be identical.
Parameters must be specified. Exceptions are marked as "optional".
Parameter | Category | Workflow variable type | Description | Values |
Token (string) | General | Text | The workflow uses the token to authenticate itself with the Signature Service. The token is created when the Signature Service is registered and is sent by email. | |
DateSignedFieldName (string) | Fields | Text | Specifies an index field into which the signing date is entered. It can be a text, date or date/time field. If the field is a text field, the date is entered in UTC and displayed in DocuWare. We recommend using a field of type Date or Date/Time so that the date and time are displayed in the local time zone and local format. | |
StatusFieldName (string) | Fields | Text | Specifies an index field into which the status of a signature is entered. It is filled with "SuccessStatusValue" or "FailureStatusValue". This field is ideal for letting the workflow continue after the signature. | |
SuccessStatusValue (string) | Fields | Text | The value that is set in the index field defined in "StatusFieldName" after a successful signature. | |
FailureStatusValue (string) | Fields | Text | The value that is set in the index field defined in "StatusFieldName" after a failed signature. | |
RejectionReasonFieldName (string) Optional | Fields | Text | Specifies an index field into which the rejection reason is entered when a signer has declined the signature. | |
DaysBeforeExpiration (int) | Process | Integer | A value of >0 sets a deadline in days for signing. If the deadline is exceeded, the document is considered declined and is no longer available for signing. | |
PostSigningAction (string) | Process | Text | Specifies how the signed document is saved in DocuWare. The original document can either be overwritten, or the signed document can be clipped to the front or back of the original document. |
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IncludeReport (boolean) optional | Process | String | Specifies whether, in addition to the signed document, a report containing information about the signer and the signing process is attached to the document. This report is a separate PDF file. |
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ReportLanguage (string) Mandatory for IncludeReport = True | Process | Text | For “IncludeReport = True", specifies the language in which the report is generated and attached. | de, en. es, fr, it, ja, ko, nl, pt, pt_BR, ru, zh_CH,zh_TW |
RecipientAuthenticationType (string) | Process | Text | Specifies which authentication is required in DocuSign |
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MultiValueSeparator (string)) | Process | Text | Specifies how multiple values within a parameter are separated from one another. Common separators are a comma, a caret ^ or a vertical bar | | |
MultiSignatureCount (int) | Process | Integer | Number of signature positions | |
MultiDateSignedCount (int) | Process | Integer | Number of date positions | |
MultiInitialCount (int) | Process | Integer | Number of initials positions | |
FileCabinetId (string) | Document | Text | Specifies, by GUID, the file cabinet in which the document to be signed is stored. The GUID is shown in the file cabinet administration. | |
DocId (int) | Document | Integer | Specifies the document to be signed by its DocID. | |
SectionNumber (int) | Position | Integer | Specifies the file (section) of a clipped document that is to be signed. |
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MultiSignaturePageNumber (string) | Position | String | List of several "PageNumber" values separated by "MultiValueSeparator". | |
MultiSignatureAnchorText (string) | Position | String | List of several "AnchorText" values separated by "MultiValueSeparator". | |
MultiSignatureAnchorTextOccurence (string) | Position | String | List of several "SignatureAnchorTextOccurence" values separated by "MultiValueSeparator". | |
MultiSignaturePositionX (string) | Position | String | List of several "PositionX" values separated by "MultiValueSeparator". | |
MultiSignaturePositionY (string) | Position | String | List of several "PositionY" values separated by "MultiValueSeparator". | |
MultiDateSignedPageNumber (string) | Position | String | List of several "DateSignedPageNumber" values separated by "MultiValueSeparator". | |
MultiDateSignedAnchorText (string) | Position | String | List of several "DateSignedAnchorText" values separated by "MultiValueSeparator". | |
MultiDateSignedAnchorTextOccurence (string) | Position | String | List of several "DateSignedAnchorTextOccurence" values separated by "MultiValueSeparator". | |
MultiDateSignedPositionX (string) | Position | String | List of several "DateSignedPositionX" values separated by "MultiValueSeparator". | |
MultiDateSignedPositionY (string) | Position | String | List of several "DateSignedPositionY" values separated by "MultiValueSeparator". | |
MultiInitialPageNumber (string) | Position | String | List of several page numbers that contain the signer's initials. | |
MultiInitialAnchorText (string) | Position | String | Specifies a text that is used as a reference point for the initials position. If no value is specified, the reference point is the top left corner of the page. | |
MultiInitialAnchorTextOccurence (string) | Position | String | List of several "MultiInitialAnchorText" values separated by "MultiValueSeparator". | |
MultiInitialPositionX (string) | Position | String | List of several horizontal positions for the signer's initials | |
MultiInitialPositionY (string) | Position | String | List of several vertical positions for the signer's initials | |
SignerName (string) | Text | Specifies the name of the signing user. Not necessary when "SignerNameEditable" is enabled. | ||
SignerEmail (string) | Text | Specifies the email address of the signing user. | ||
PhoneNumber (string) | Text | Specifies the signer's phone number for two-factor authentication. The phone number must be able to receive SMS messages and must be given in international phone number format (e.g. +18455639045). | ||
RecipientMayProvideNumber (Boolean) | Text | Specifies whether the signer can enter the phone number for two-factor authentication themselves. | ||
AccessCode (string) Mandatory for RecipientAuthenticationType = Access Code | Signer | Text | Specifies an access code for signing the document. The access code must be communicated to the signer through a separate communication channel. Required when the authentication type is "AccessCode". | |
EmailSubject (string) | Signer | Text | Specifies the subject of the notification email. | |
EmailMessage (string) | Signer | Text | Specifies a text that is shown in the body of the notification email. |
AddNewClippedDocument
This method sends several files of a document for signing by one person. The signature is placed at several positions.
The information about the signers and the signature positions in the document is contained in a list with separators. The separator is defined by a dedicated parameter.
In the examples in the table, the comma is used as the separator (see the MultiValueSeparator parameter).
In the list parameters, the order and the number of values separated by “MultiValueSeparator” must be identical.
Parameters must be specified. Exceptions are marked as "optional".
Parameter | Category | Workflow variable type | Description | Values |
Token (string) | General | Text | The workflow uses the token to authenticate itself with the Signature Service. The token is created when the Signature Service is registered and is sent by email. | |
DateSignedFieldName (string) | Fields | Text | Specifies an index field into which the signing date is entered. It can be a text, date or date/time field. If the field is a text field, the date is entered in UTC and displayed in DocuWare. We recommend using a field of type Date or Date/Time so that the date and time are displayed in the local time zone and local format. | |
StatusFieldName (string) | Fields | Text | Specifies an index field into which the status of a signature is entered. It is filled with "SuccessStatusValue" or "FailureStatusValue". This field is ideal for letting the workflow continue after the signature. | |
SuccessStatusValue (string) | Fields | Text | The value that is set in the index field defined in "StatusFieldName" after a successful signature. | |
FailureStatusValue (string) | Fields | Text | The value that is set in the index field defined in "StatusFieldName" after a failed signature. | |
RejectionReasonFieldName (string) Optional | Fields | Text | Specifies an index field into which the rejection reason is entered when a signer has declined the signature. | |
DaysBeforeExpiration (int) | Process | Integer | A value of >0 sets a deadline in days for signing. If the deadline is exceeded, the document is considered declined and is no longer available for signing. | |
PostSigningAction (string) | Process | Text | Specifies how the signed document is saved in DocuWare. The original document can either be overwritten, or the signed document can be clipped to the front or back of the original document. |
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IncludeReport (boolean) optional | Process | String | Specifies whether, in addition to the signed document, a report containing information about the signer and the signing process is attached to the document. This report is a separate PDF file. |
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ReportLanguage (string) Mandatory for IncludeReport = True | Process | Text | For “IncludeReport = True", specifies the language in which the report is generated and attached. | de, en. es, fr, it, ja, ko, nl, pt, pt_BR, ru, zh_CH,zh_TW |
IncludeDateSigned (boolean) optional | Process | String | Specifies whether the signing date is included in the document. The parameters for the position of the signing date are then mandatory. |
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RecipientAuthenticationType (string) | Process | Text | Specifies which authentication is required in DocuSign |
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MultiValueSeparator (string)) | Process | Text | Specifies how multiple values within a parameter are separated from one another. Common separators are a comma, a caret ^ or a vertical bar | | |
MultiSectionCount (int) | Process | Integer | Number of files to be signed of a DocuWare document | |
FileCabinetId (string) | Document | Text | Specifies, by GUID, the file cabinet in which the document to be signed is stored. The GUID is shown in the file cabinet administration. | |
DocId (int) | Document | Integer | Specifies the document to be signed by its DocID. | |
MultiSectionNumber (string) | Position | Text | List of several "SectionNumber" values separated by "MultiValueSeparator". | |
MultiAnchorText (string) | Position | Text | List of several "AnchorText" values separated by "MultiValueSeparator". | |
MultiAnchorTextOccurrence (string) | Position | Text | List of several "AnchorTextOccurence" values separated by "MultiValueSeparator". | |
MultiPositionX (string) | Position | Text | List of several "PositionX" values separated by "MultiValueSeparator". | |
MultiPositionY (string) | Position | Text | List of several "PositionY" values separated by "MultiValueSeparator". | |
SignerName (string) | Signer | Text | Specifies the name of the signing user. | |
SignerEmail (string) | Signer | Text | Specifies the email address of the signing user. | |
PhoneNumber (string) | Signer | String | Specifies the signer's phone number for two-factor authentication. The phone number must be able to receive SMS messages and must be given in international phone number format (e.g. +18455639045). | |
RecipientMayProvideNumber (Boolean) Mandatory for RecipientAuthenticationType = Phone or SMS | Signer | Text | Specifies whether the signer can enter the phone number for two-factor authentication themselves. |
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AccessCode (string) Mandatory for RecipientAuthenticationType = Access Code | Signer | Text | Specifies an access code for signing the document. The access code must be communicated to the signer through a separate communication channel. Required when the authentication type is "AccessCode". | |
EmailSubject (string) | Signer | Text | Specifies the subject of the notification email. | |
EmailMessage (string) | Signer | Text | Specifies a text that is shown in the body of the notification email. |
Withdrawal of the signature request
This method is not a signing procedure. Instead, it lets you retract a signature request in any procedure, for example when the wrong document was sent by mistake.
DeleteUnsignedDocuments
Parameter name | Workflow variable type | Description |
Token (string) | Text | The workflow uses the token to authenticate itself with the Signature Service. The token is created when the Signature Service is registered and is sent by email. |
FileCabinetId (string) | Text | Specifies, by GUID, the file cabinet in which the document to be signed is stored. The GUID is shown in the file cabinet administration. |
DocId (int) | Integer | Specifies the document to be signed by its DocID. |
After the signature
Once the signing person has signed or declined the document, DocuSign notifies the DocuWare Signature Service, which then loads the document from DocuSign. The "PostSigningAction" parameter determines how the document is handled, for example whether it is clipped or replaced by the new file.
If the document was signed, the DocuWare Signature Service writes a corresponding value through the “SuccessStatusValue” parameter, such as "Signed".
If the document was declined, the Signature Service uses the “FailedStatusValue” parameter to write, for example, “Rejected” into the "StatusField" field.
The workflow can then continue. The Signature Service removes the document from DocuSign.