DocuSign Approval

DocuSign is a widely used electronic signature platform that enables individuals and organizations to sign, send, and manage documents digitally in a secure and legally compliant manner. It eliminates the need for physical paperwork by allowing users to electronically sign agreements from any device, anywhere.

A DocuSign-based approval task can be configured to ensure that approvals are completed before progressing to the next stage in the pipeline. It can be added as follows:

Fill in the required details:

Field

Description

Name

Enter a name for the DocuSign approval task. Note: Only letters, numbers, underscores (_), and periods (.) are allowed.

Description

Provide a short description of the task to help identify its purpose (e.g., “Approval required before deployment to QA”).

Assign To

Choose how the approval responsibility is assigned:

• User: Select a specific individual from the list. Only this user can complete the approval.

• Role: Assign based on a role; any user within that role can approve the task. Useful for team-based approvals.

• Custom: Use custom logic to define approvers dynamically (if supported by the platform).

Credentials

Credentials are required to authenticate with DocuSign.

Manual Upload: Manually upload the signed document after completing the signing process outside ReleaseOwl. • Use Template: Select this to use a predefined DocuSign template. After choosing Get Templates, the signing request is initiated, and the signed document will be received directly within ReleaseOwl through DocuSign integration.

Subject

Optional subject line that appears in the DocuSign approval email. Helps the recipient quickly understand the approval request.

Add Recipients

Add the users who need to act on the DocuSign task. For each recipient, provide the following:

• Name: Full name of the signer or recipient.

• Email ID: Email address where the DocuSign request will be sent.

• Order: The signing order if multiple recipients are involved.

• Type: Defines recipient role, e.g., Signer, Approver, CC.

• Group: (Optional) Group the recipient is associated with, if applicable.

How to Use DocuSign

Here are the following steps to access your DocuSign account and begin using the platform:

1. Accessing Your DocuSign Account

Log in to your DocuSign account.
Navigate to My Apps & Keys from the account dashboard.

2. Go to Templates Section

Click on the Templates tab.
Select the Start button.
Inside the Start menu, choose "Envelope Templates" and then select "Create a Template".

Create a Template

Enter the required details:

Template Name
Template Description

Upload the document that requires a signature.

Add Recipients

Specify recipient details:

Role
Name
Email

Click "Next" to proceed.

Drag and drop the Signature field onto the document where the recipient needs to sign.
Once all fields are placed, click the "Send" button.

3. Recipient's Actions

The recipient will receive an email containing a link to sign the document.
Click the "Review Document" button in the email to proceed.

The document will open in a new tab. The recipient should click the "Tap to Sign" button at the designated signature location.

4. Setting Up Group Signatures

Go to the Admin section.
Navigate to Users and Groups and click on Signing Groups.

Click the Add Signing Group button.

Provide a name for the signing group and click Save.

Click Assign Users to add members:

Click Add User Manually and enter the user’s name and email.
Click Assign to complete the process.

Using Group Signatures

Go to Agreements and click the Start button.
Inside the Start menu, select Envelopes and then click on Send an Envelope.

Upload the document that requires a signature.
Add recipients and specify:

Role
Name
Email

In the Name section, click the recipient’s name to open a popup.
Assign the group by selecting the group name and clicking Apply Selected.

Click Next to proceed.

Drag and drop the Signature field onto the document.
Click the Send button.

Group Recipient's Actions

All group members will receive an email containing a link to sign the document.
Any one member of the group can click the "Review Document" button in the email and complete the signature process.

5. Integrating DocuSign with ReleaseOwl

Go to the Administration View in ReleaseOwl.
Click on Credential Manager and then Register Credential.

Fill in the fields:

Credential Name: Enter a reference name of your choice.
Credential Type: Choose DocuSign.

Retrieve Client ID and Secret

Navigate to Integrations and select Apps and Keys.

Click Add App and Integration Key.

Copy the Integration Key which is nothing but the client id

Click on the “Add Secret Key” button which is nothing but the Client Secret.

Set the Redirect URI to:

https://na3.releaseowl.com/rateloginserver/api/oauth/accesstoken

Check all allowed HTTP methods and click Save.

Save Credentials in ReleaseOwl

After creating the app successfully, click on the Actions button, then select Edit.

2. In the Apps and Keys section, locate:

API Account ID: This is the Account ID.
Account Base URL: This is the API Host URL.
Copy these URLs to paste them into the credential manager.

Use the following URLs:

Token URL: The DocuSign URL with /oauth/token.
Authorization URL: The DocuSign URL with /oauth/auth.

Copy all the credentials, paste them into the Register Credential, and click the Save button.

Generate a Token

In Credential Manager, select the created credential.
Click Generate Token to verify if the entered credentials are correct.

Create a Release Pipeline

Navigate to the project view.
Click View My Projects in the top-right corner.

Select your desired project and click Switch to Project.

Create a New Release Pipeline:

Go to the Release Pipeline section.
Click Create New Release Pipeline.

Provide a name for the release pipeline.
Add stages as required.

In each stage, go to the Tasks section, click Add, and select DocuSign Approval.

Assign Users for Approval:

Under Assign To, select the User option.
Click the Select User field.
Click the icon next to the "Select User" field (the square icon)

• In the user selection window that appears, choose the desired user and confirm the selection.

For Credentials, use the dropdown menu to select the appropriate credentials.

Configure Approval Templates:

Use Template: Click Get Templates to fetch the available templates.

After selecting Get Templates, you will receive the signed document in DocuSign on ReleaseOwl.
If you click on the Document ID, you can view the document.
Click on Add Template to retrieve the template, and then click the Close button.

Manual Upload:

Provide a description for the subject.
Click + to add a recipient and fill in their details.

• Click Save.

Promoting a User Story with Manual Template

Create a User Story:

Begin by creating a user story in ReleaseOwl and save it.

Edit the User Story:

Open the saved user story, and add the Release Pipeline and relevant components.
Add CPI artifacts and click Save.

Promote the User Story:

Click Promote. The recipient will receive an email notification.

Click on the link in the approval email, and you will be directed to a new tab for the approval.

Click on Status to add the templates, and a side screen will open.

Add the respective documents and add the recipients. Click on Next to add the signature on the document.

After adding the signature, click on the Send button.

The recipient will receive the document for review.

After reviewing and signing the document, the user story status will change to Completed.

Review and Sign:

The recipient will click on the approval link in their email and be directed to the document for review.
After reviewing and signing the document, the user story status will change to Completed.

Promoting a User Story with Upload Template