Syncing DocuSign Rooms gives you the opportunity to sync your DocuSign transactions to btPRO and enables automatic contact status updates. With DocuSign, Agents create an online transaction room and invite all of the people involved to join it—from the Buyer and Seller to the Lender, appraiser, etc. They then securely add, share, and sign all of the necessary transaction documents for others to access and review.
Add DocuSign Transaction Rooms to btPRO
To add Docusign to btPRO you must have a DocuSign Transaction Rooms account already set up.
Begin by navigating to the Marketplace via the main navigation on the left-hand side.
Use the search bar to find the 'Docusign Rooms' tile, and click 'Learn More'.
Click 'Add To kvCORE' on the upper right. This will prompt you to enter your DocuSign email address. Enter it and click 'Add to kvCORE' on the bottom left.
If you have a DocuSign Rooms account you'll be prompted to sign in. Once you're signed in, you're all set.
Viewing Transactions
You can access transactions from DocuSign and other sources by clicking 'Transactions' from the main navigation.
All of your DocuSign specific transactions (rooms) will be denoted by the 'Source' column.
The sync to DocuSign runs once every 30 minutes. Therefore, if at first, you do not see updated transactions, wait 30 minutes, refresh your account and then check again.
This applies to all updates that sync to and from Docusign. Unlike other transaction types, you cannot re-assign the client or agent through the transactions list. Any changes should be done from within DocuSign. Generally speaking, since DocuSign Transaction Rooms are synced on a per-Agent basis, you shouldn't need to perform these actions from the btPRO side often.
Contact Details List
For rooms that are synced into your transactions list, the details are also synced to that contacts' details page. You can access the transactions by clicking 'Transactions' at the top of the contact profile.
My Business - Transactions Summary
On your main dashboard in btPRO you can find the 'My Business' tab.
Just below the pipeline across the top, you will find your transactions summary if your Docusign Rooms account is connected. The summary will not display if you do not have a connected Docusign account.
The summary panel allows you to filter out transactions based on timeframe. Click into the timeframe to adjust it. By default, it shows figures for the last 30 days of transactions.
Click 'View All' to take you straight to your transactions page (as if you clicked 'Transactions' in the left-hand navigation).
DocuSign Roles
With DocuSign, every time a user is created in Docusign they are given a Company Role, this is their default role, but their roles can be changed as long as the Company Role allows for this.
In btPRO when the user creates a transaction they will have the same ability to set their Room Role.
Creating New DocuSign Rooms from within btPRO
As you're working in btPRO, should you wish to create a new DocuSign Room, you can do so. There are three different places where you can create one.
via the Dashboard
From your btPRO dashboard, in the 'Quick Actions' menu at the top right-hand side, you can select 'Create Transaction.'
via Contact Details
When you open a contact in btPRO to view their information, their transactions will be listed under the 'Transactions' tab at the top of their contact profile. Click '+ Create Transaction' on the right.
via the Transactions Page
When you navigate to the Transactions tab from the main navigation, at the upper right-hand side of the list you will find a 'Create Transaction' button.
Using any of these options to create a new transaction will pop up the 'Create Transaction' modal.
Side - Choose the side type you want to utilize in DocuSign.
Listing - If applicable, choose a listing. You can start typing in a listing address to select it.
Lead Origin - Choose a Source for the lead you're linking to the transaction.
Role - Choose the DocuSign role
Template - Pick a previously created template from your company DocuSign Transaction Room account.
Transaction Name - Specify a name for the Docusign Room.
Contact - Type the contact's name, and choose it from the list of suggestions. This will sync the contact to Docusign using their email address to identify them.
Please Note: The field for the Buyer/Seller's names will not appear until you've chosen a Docusign side.
Once the transaction is added btPRO will push it to Docusign, and it should sync back to your transactions list within 30 minutes. If the details in the transactions list do not populate (like, the Agent Name, or client Name,) then it was because DocuSign could not match the email address of the Agent or contact to one in btPRO. Adding the client to the transaction room (inviting them) manually may fix the problem on the next sync.
btPRO Contact Status Update Based on DocuSign Status
When DocuSign is connected to btPRO, the following DocuSign transaction statuses will now automatically update lead statuses in btPRO:
When a DocuSign room is connected for a contact, the contact will be mapped as Client in btPRO, if they are not already.
DocuSign statuses of Property Sold, Property Leased, and Tenant Leased will map contacts to a Closed status in btPRO.
DocuSign statuses of Pending or Under Contract will map to a Contract status in btPRO.
All other DocuSign fields do not impact statuses in btPRO.
To change DocuSign room status to a form of 'Closed:'
Log into a room
Click the 'Actions' button in the top right corner
Select desired status
Click 'Submit'
To change DocuSign room status to a form of 'Under Contract:'
Log into a room
Click the 'Edit' button in the top right corner
Select or de-select Under Contract bubble
Click 'Save'
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If you have any questions or need assistance, please reach out to Customer Support via the blue chat bubble to the right or by emailing prosupport@insiderealestate.com!